Privacy Policy

We collect information in three ways:

• Account and configuration data — Names, institutional email addresses, roles, and settings provided by your institution's administrators when configuring your tenant.
• Research and operational data — Investigator profiles, publications, grants, training records, survey responses, and other data your institution imports or creates within the platform.
• Usage and technical data — Log data, IP addresses, browser type, pages visited, and time spent in the application, collected automatically when you use our services.

We do not collect payment card information directly — billing is handled through our payment processors.

• Provide, operate, and improve the Adminformatics platform and its features.
• Respond to support requests and communicate about your account or subscription.
• Monitor platform performance, detect security incidents, and diagnose technical issues.
• Fulfill contractual obligations to your institution under our Master Service Agreement.
• Comply with legal and regulatory requirements applicable to Adminformatics.

We do not sell, rent, or trade your data to third parties for marketing purposes.

We share data only in limited circumstances:

• Subprocessors — We use a small set of vetted third-party providers for infrastructure, identity, and email delivery, as described on our Trust & Security page. These providers process data only as directed by us.
• Your institution — Authorized administrators at your institution control access to your tenant's data.
• Legal requirements — We may disclose data if required by law, court order, or to protect the rights, property, or safety of Adminformatics, our clients, or the public.
• Business transfers — In the event of a merger or acquisition, data may be transferred as part of that transaction, subject to at least the same protections described here.

We retain tenant data for the duration of your active subscription. Following contract termination, data is securely deleted within 90 days unless a longer retention period is required by applicable law or agreed to in your contract.

Usage and log data may be retained for up to 12 months for security monitoring and operational purposes.

We maintain administrative, technical, and physical safeguards designed to protect your data — including encryption at rest (AES-256), encryption in transit (TLS 1.2+), role-based access control, and comprehensive audit logging. Additional detail is available on our Security page.

No transmission over the internet is 100% secure. We work continuously to protect your data but cannot guarantee absolute security.

We use first-party cookies necessary for authentication and core application function.

We also use HubSpot, our customer relationship management platform, to understand how this site is used. HubSpot sets first-party cookies in your browser and records the pages you visit, the site that referred you, and an approximate location derived from your IP address. If you identify yourself to us — for example by submitting a form or following a link in an email we sent you — HubSpot may associate that browsing history with your contact record, so our team has context before speaking with you. HubSpot processes this data on our behalf under its own data processing terms.

We do not use advertising trackers, and we do not sell this data or share it with ad networks for their own purposes. We honor the browser "Do Not Track" signal: if your browser sends it, we do not load analytics tracking at all. You can also block or clear these cookies in your browser settings without losing access to any part of this site.

Depending on your jurisdiction and your institution's agreement with us, you or your institution may have rights to:

• Access, correct, or delete personal data we hold about you.
• Request a copy of your data in a portable format.
• Object to or restrict certain types of processing.

Requests related to personal data should be submitted to your institution's administrator or directly to us at the contact address below.

We may update this policy from time to time. Material changes will be communicated to institutional administrators via email or in-product notice at least 30 days before they take effect. Continued use after the effective date constitutes acceptance of the revised policy.

Questions about this policy or our data practices: