Privacy Policy

1. Scope and relationship to study consent

This Privacy Policy describes how StudySync collects, uses, shares, and protects information when you use the StudySync web application, mobile application, researcher dashboard, participant enrollment flow, support tools, and related services that link to this Policy.

StudySync supports research workflows. If you participate in a specific study, the study consent form, IRB-approved materials, and researcher instructions may describe additional or different data practices for that study. Those study-specific materials control for the study where they conflict with this Policy.

This Policy is not a HIPAA Notice of Privacy Practices and does not replace any notice or patient-rights document provided by Stanford Health Care, another health care provider, or a covered entity.

2. Information we collect

The information we collect depends on your role, your study, and the permissions you choose to grant.

• Account and profile information: name, email address, institution, role, account status, authentication records, researcher application information, and account preferences.
• Participant and study information: study codes, participant identifiers, tracking IDs, enrollment status, verification status, contact information, study communications, and consent-related workflow records.
• Connected device and health information: data you authorize StudySync to receive from Apple Health/HealthKit, Fitbit, or other supported integrations. Depending on the study and your permissions, this may include activity, sleep, heart rate, heart rate variability, respiratory, body measurement, nutrition, mindfulness, mobility, vitals, workout, and clinical record related information.
• Research platform records: data extraction requests, export metadata, dashboard activity, adherence monitoring records, support requests, and records needed to maintain study access and auditability.
• Technical and usage information: IP address, browser type, operating system, device information, log data, crash and performance information, and analytics events used to operate, secure, and improve StudySync.

3. Account sign-in and connected service data

StudySync may receive information from third-party services only when the feature is configured for your organization, you sign in with that service, or you authorize a device or account connection.

• Google Sign-In: if you choose to sign in with Google, StudySync receives basic account information such as your email address, name or display name, profile photo, account identifier, and authentication tokens needed to verify your session.
• Google Workspace and Google Cloud: when used for study administration, StudySync may process Google group names, group email addresses, member email addresses, membership roles, and access-control records so approved researchers and collaborators can access the correct study resources.
• Apple Health/HealthKit, Fitbit, and similar integrations: when you authorize a supported device or account connection, StudySync receives the health, fitness, and device data allowed by your permissions and the applicable study materials.
• Verification and communications services: if a study uses email, SMS, support, or security verification features, StudySync may process the contact details and delivery records needed to provide those features.

We do not ask connected services for more data than is needed for the feature, account, study, security, or support purpose being provided.

4. How we use information

We use information to operate StudySync and support approved research activities.

• Authenticate users and maintain secure researcher accounts.
• Enroll participants and verify study participation.
• Connect authorized device accounts and collect permitted data.
• Manage study access, researcher collaboration, and data-export permissions.
• Generate research dashboards, exports, reports, and analytics.
• Monitor platform reliability, security, errors, and misuse.
• Provide support and send operational communications.
• Comply with applicable law, institutional requirements, study protocols, and legal process.

StudySync is designed for research data collection and analysis. It is not a medical device, emergency service, diagnosis tool, or substitute for care from a qualified health professional.

5. Apple Health, HealthKit, Fitbit, and research data

StudySync collects connected device and health information only when you authorize the relevant integration or participate in a study that asks you to provide that data. You can decline or revoke permissions, though doing so may limit your ability to participate in a study or may prevent future data collection.

• We do not sell Apple Health/HealthKit data or Fitbit data.
• We do not use Apple Health/HealthKit data for advertising, marketing, or use-based data mining.
• We use health and fitness data for the study, research, platform, and participant-support purposes described in this Policy and in applicable study materials.
• Revoking device permissions stops future collection through that integration, but information already collected may be retained as required or permitted by study consent, law, institutional policy, or research integrity requirements.

You can manage Apple Health permissions in the Apple Health app or iOS Settings. Fitbit permissions can be managed through your Fitbit account settings or by contacting the study team.

6. How we share information

We share information only as needed to provide StudySync, support research, comply with obligations, or protect the platform.

• Study teams and research collaborators: approved researchers and collaborators may access study data consistent with their study roles, approvals, and permissions.
• Service providers: vendors that help us provide authentication, hosting, storage, analytics, communications, security, and support services. These providers are allowed to use information only to provide services to StudySync or as otherwise permitted by law and contract.
• Connected services: Apple, Fitbit, Google, and similar services when you authorize an integration or use a related feature, or when StudySync must verify, maintain, revoke, or audit an account, group, or device connection.
• Compliance and safety: regulators, institutional review bodies, legal authorities, or other parties when required by law, legal process, institutional policy, or to protect rights, safety, and security.
• De-identified or aggregated information: research outputs may use data that has been de-identified, aggregated, or otherwise prepared in accordance with the applicable study protocol and law.

StudySync does not sell personal information, connected account data, Apple Health/HealthKit data, Fitbit data, or Google account data. We do not use that information for advertising or targeted advertising.

7. Storage, security, and protection

StudySync stores information in secured cloud systems used to operate the platform, including application databases, object storage for study exports, authentication systems, operational logs, and backup or recovery systems where appropriate. StudySync is operated from the United States, and service providers may process information in the United States or other locations where they operate.

We use administrative, technical, and organizational safeguards designed to protect information, including role-based access controls, authentication, encryption in transit, restricted service access, logging, and separation of permissions by study role where appropriate.

No electronic system can be guaranteed to be completely secure. You should protect your account credentials and contact us promptly if you believe your account or study data may have been accessed without authorization.

8. Retention, deletion, and withdrawal

We retain information for as long as needed to provide StudySync, support research, comply with study protocols, maintain records, resolve disputes, meet legal or institutional obligations, and preserve research integrity. Specific retention periods may vary by study and may be described in the study consent materials.

You may ask to delete or correct account information, withdraw from a study, or stop future connected-device collection. Some deletion requests may be limited by study consent, IRB-approved protocols, legal obligations, institutional recordkeeping rules, backup retention, or research integrity requirements.

• To stop future Apple Health, HealthKit, Fitbit, Google, or other connected-service access, revoke the permission in that service's account settings or contact the study team.
• To request deletion, correction, access, or study withdrawal, email arjo@stanford.edu or contact the study team listed in your study materials. Include the email address, study code, participant ID, or tracking ID that helps us identify the relevant records.
• If a request cannot be completed in full, we will explain the reason when appropriate and will still stop or limit future collection where the study and law permit.

9. Your choices and rights

Depending on your location, role, and the study you participate in, you may have rights to request access, correction, deletion, portability, restriction, or objection concerning certain personal information. Some rights may be limited by study protocols, legal obligations, research integrity requirements, or institutional records rules.

• Contact the study team or StudySync support to request access, correction, deletion, or withdrawal from a study.
• Use Apple Health, iOS Settings, Fitbit, or other integration settings to revoke future device-data access.
• Use account settings or contact us to update researcher account information.
• Browser Do Not Track signals are not handled uniformly across the industry, and StudySync does not currently respond to them.

California and other state privacy laws may provide additional rights for eligible residents. StudySync does not sell personal information and does not use Apple Health/HealthKit data for targeted advertising.

10. Children and minors

StudySync is intended for users who are at least 18 years old unless a specific study permits minors and has obtained any required parent or guardian consent and institutional approvals. If you believe a minor provided information without required authorization, contact us so we can review the situation.

11. Updates and contact

We may update this Policy from time to time. The updated version will be identified by the "Last updated" date. Material changes may also be communicated through StudySync, email, study teams, or other reasonable means.

Questions or requests can be sent to arjo@stanford.edu. If you are a study participant, you should also review your study consent materials for the study team's contact information.