This Privacy Policy describes how Aims Innovations PR LLC collects, uses, discloses, and protects information in connection with the Aims Research Platform.
Effective date: December 2, 2025
This Privacy Policy applies to institutional customers and their representatives (e.g., universities, hospitals, research institutes, companies); Authorized Users who access the Platform under a customer account; and Research Participants, to the extent their information is stored or processed through the Platform in connection with a study.
Important: Aims generally acts as a service provider/data processor for institutional customers. For most research activities, your institution is the primary data controller responsible for determining how participant data is collected and used.
1. Who We Are and How to Contact Us
Aims Innovations PR LLC 151 Calle San Francisco, Suite 200, PMB 0565, San Juan, PR 00901 privacy@aimsinnovations.com If you have questions about this Privacy Policy or our privacy practices, you may contact us at the email address above. If you are a Research Participant, you may also need to contact the research team or institution conducting the study for questions about how your information is used in that specific study.
2. Scope and Role (Controller vs. Processor)
Aims provides a Platform that helps institutions manage and streamline participant-based research, including recruitment, screening, enrollment, communications, data collection, and analysis. For most research data, the institution (our customer) is the data controller, and Aims acts as their data processor/service provider. For certain activities related to account management, marketing, billing, and product improvement, Aims may be a controller of information it collects directly. If you are a Research Participant, you should review the privacy notice, consent forms, and/or institutional policies provided by the study sponsor or site. Those documents govern how your personal information is collected, used, and shared for the study.
3. Information We Collect
We collect information when you create or update an account; configure a study or project; upload or input data; communicate with us; or participate in surveys, demos, or evaluations. Account and Contact Information: Name, job title, institutional affiliation, email address, phone number, mailing address, login credentials, and role within the Platform. Research Data: The Platform collects and manages information about Research Participants as determined by our customer's study design, which may include identifiers, eligibility and screening information, survey responses, scheduling and participation status, and communication logs. Sensitive Information / PHI: In some implementations, with appropriate agreements (such as a BAA under HIPAA), the Platform may process protected health information solely on behalf of and under the direction of the customer. Automatically Collected Information: Usage data, device and technical information, and log information may be collected via cookies and similar technologies.
4. How We Use Information
We use information to provide and operate the Platform (including AI-enhanced features and third-party integrations); secure and maintain the Platform; improve and develop the Platform using aggregated or de-identified data; communicate with you about service-related and marketing matters (with opt-out available); and comply with legal and compliance requirements.
5. Legal Bases for Processing (EEA/UK/Similar Jurisdictions)
Where applicable under GDPR or similar laws, we process personal data under the following legal bases: performance of a contract (to provide the Platform); legitimate interests (to secure and improve services); consent (for certain cookies or marketing communications — withdrawable at any time); and legal obligations (to comply with applicable laws). For research data, the institutional customer is responsible for identifying the appropriate legal basis and communicating it to Research Participants.
6. How We Share Information
We do not sell personal information. We may share information with institutional customers and their Authorized Users (for data they control); trusted third-party service providers (cloud hosting, telephony, AI providers, analytics, professional advisors) under strict contractual obligations; governmental or legal authorities as required by law; and in connection with business transfers such as mergers or acquisitions, subject to appropriate safeguards. We may share aggregated, anonymized, or de-identified information that does not identify individuals for analytics, research, or marketing purposes.
7. Cookies and Similar Technologies
We and our service providers may use cookies, web beacons, and similar technologies to recognize you and maintain your session; understand Platform usage; improve performance and user experience; and support security and fraud prevention. You may control certain cookies through browser settings. Disabling some cookies may affect Platform functionality. Where required by law, we will obtain your consent before setting non-essential cookies.
8. Data Retention
We retain personal information as long as necessary to fulfill the purposes described in this Privacy Policy or as required by law, contract, or legitimate business needs. For research data, we generally retain information for as long as our customer instructs us under the relevant agreement. After the applicable retention period, we delete or anonymize information in accordance with our standard practices and contractual or legal obligations.
9. Data Security
We implement administrative, technical, and physical safeguards to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures may include encryption in transit and at rest, access controls and authentication, network and application security monitoring, regular security assessments and logging, and staff training. No system can be completely secure. If you believe your account or data has been compromised, please contact us immediately.
10. Data Location and International Transfers
For U.S. customers, Aims stores and processes Customer Data exclusively within the United States. We do not transfer U.S. customers' Customer Data outside of U.S. territory for any reason. All primary and backup environments supporting U.S. customers are hosted in U.S. data centers, and third-party service providers handling U.S. Customer Data are contractually required to maintain data within the United States. For non-U.S. customers, Customer Data may be transferred to and processed in the United States. Where required, we implement appropriate safeguards for cross-border data transfers. Customers are responsible for informing their users and Research Participants about data location and ensuring cross-border use complies with applicable laws and ethics requirements.
11. Your Rights and Choices
Subject to applicable law, Customer contacts and Authorized Users may have rights to access, correct, delete, restrict, or object to processing of their personal information; withdraw consent; and lodge complaints with supervisory authorities. Contact us at privacy@aimsinnovations.com to exercise these rights. If you are a Research Participant, Aims generally processes your data on behalf of the institutional customer. We may direct your requests to the relevant institution. Consult study consent forms and institutional privacy notices for guidance. You can opt out of marketing emails by following the unsubscribe link or contacting us. We may still send necessary service-related communications.
12. Children's Privacy
The Platform is not intended for direct use by children outside the context of approved research protocols managed by institutional customers. We do not knowingly collect personal information directly from children where parental consent is required, except in collaboration with institutions conducting research in compliance with applicable laws and ethics requirements.
13. AI and Automated Processing
The Platform may provide AI-enhanced features (conversational agents, automated messaging, classification, summarization). These tools assist researchers and staff and do not replace human judgment. AI outputs may be inaccurate, incomplete, or biased and should be reviewed before use. AI features may involve sending prompts and content to third-party AI providers under strict contractual and security safeguards. We use these tools in accordance with customers' instructions and applicable law.
14. California and Similar U.S. State Privacy Laws
If you are a resident of California or another U.S. state with similar privacy laws (such as Colorado, Virginia, or Connecticut), you may have rights to know what categories of personal information we collect; access, correct, or delete personal information; opt out of certain data "sales" or "sharing"; and non-discrimination for exercising your rights. Aims does not sell personal information as commonly understood, and does not use personal information for targeted advertising in a manner constituting a "sale" under these laws. Contact us at privacy@aimsinnovations.com to exercise your rights.
15. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our practices, technologies, legal requirements, or other factors. When we do, we will update the "Effective date" and provide additional notice where required. Your continued use of the Platform after an updated Privacy Policy becomes effective means you accept the changes.
16. How to Contact Us
Aims Innovations PR LLC 151 Calle San Francisco, Suite 200, PMB 0565, San Juan, PR 00901 privacy@aimsinnovations.com