CTFBio, LLC Beta User Privacy Policy

Definitions

• Beta Features: pre-release features and services made available for evaluation on the Service.
• User Input: your content, files, prompts, messages, and other data you submit to the Service.
• Usage Information: data about how you interact with the Service (e.g., features used, clicks, actions).
• Technical Information: diagnostics such as logs, crash reports, performance metrics, and device/agent data.
• Feedback: comments, suggestions, ideas, or other input you provide about the Beta Features or the Service.

1. What Data We Collect

To run this beta program effectively, we need to collect certain information. We gather this in three main ways.

Information You Give Us Directly

• Account Information: When you sign up, we collect your name, organization, email address, and password. This lets us create and manage your account.
• Your Content and Inputs ("User Input"): This is the most valuable information for our beta test. We collect the text you input, files you upload (like protocol drafts and budgets), and any feedback or chat history you generate while using the Service. This helps us understand how you use the tools and where we can improve them.
• Payment Information: If you are testing a paid feature, we collect necessary transaction information to process payments and provide support. This is handled by our secure payment processor, Stripe.
• Communications with Us: When you contact us for support, provide feedback, or report an issue, we collect the information you share in that communication.

Information We Collect Automatically

As you use the Service, we automatically log technical data to help us identify bugs and improve performance.

• Technical Information: We gather service diagnostics like crash reports and performance logs. To manage your session, we assign you a unique user ID using a secure third-party authentication service, Clerk.
• Usage Information: We collect information about how you interact with the Service, such as which features you use, the buttons you click, and the actions you take. This helps us understand which features are most useful and where users might be getting stuck.
• Cookies: Like most online services, we use cookies and similar technologies. These are small files that help us recognize you, remember your preferences, and analyze how the Service is being used. You can control or disable cookies through your browser settings.

Information We Get From Other Sources

• Third-Party Logins: If you sign up or log in using a third-party service (like Google), we may receive information from that service, such as your name and email address, to authenticate your account.

2. How and Why We Use Your Data

We use the data we collect for specific purposes, all centered around making Clinical Trial Forecast a better product.

To Run and Improve the Service (The Core Purpose of this Beta):

• We use your User Input and Usage Information to understand what’s working, what’s not, and how to improve our AI models, user experience, and features.
• We use Technical Information like crash reports to find and fix bugs, ensuring the platform is stable and reliable.
• Your feedback and communications with us directly inform our development priorities.

To Provide and Support the Service:

• We use your Account Information to manage your access, authenticate you, and provide customer support.
• We use your Payment Information to process transactions for any paid features you use.

To Keep the Service Safe and Secure:

• We monitor usage to prevent fraud, abuse, and violations of our Terms of Service.
• We use Technical Information to identify and address security threats.

To Communicate With You:

• We use your Account Information to send you important updates about the beta program, notify you of changes to this policy, and respond to your inquiries.

To Meet Legal Obligations:

• We may need to use your information to comply with legal requests, enforce our terms, or protect the rights and safety of our company, our users, and the public.

Feedback and Research Use

During this beta, CTFBio may use your User Input, Usage Information, Technical Information, and any feedback or suggestions you provide to operate, evaluate, and improve the Service and Beta Features, including for product development, testing, quality assurance, analytics, and model evaluation. Where feasible, we take steps to de-identify or aggregate information used for these purposes.

To the extent your feedback includes ideas, suggestions, or comments ("Feedback"), you grant CTFBio a perpetual, irrevocable, worldwide, sublicensable, transferable, royalty-free license to use, copy, modify, distribute, create derivative works from, and otherwise exploit the Feedback for any purpose without obligation or compensation to you. This Feedback license is in addition to, and consistent with, the Feedback terms in the Beta Program Terms of Use.

3. Data Sharing and Third Parties

We do not sell your personal data. We only share it in the following limited circumstances with partners who help us operate the beta program.

• Service Providers: We work with third-party companies that provide essential services like cloud hosting, database management, and payment processing. We only share the information they need to perform their function.

Examples: Amazon Web Services (AWS) and Supabase for hosting, database, and file storage; Vercel for frontend hosting and edge delivery; Google Workspace for email communication; Stripe for payments; Clerk for authentication management; PostHog for product analytics; Resend for transactional email delivery; and AI model/service providers used to process inputs and generate outputs (e.g., OpenAI, Anthropic, and Google (Gemini) when a Gemini model is selected).

LangSmith (agent-trace observability by LangChain) receives AI prompt and completion traces only if tracing is explicitly enabled; tracing is disabled in our production configuration, so no user content flows to LangSmith in normal operation.

• Legal and Safety Reasons: We may disclose your information if we believe it is necessary to:
  • Comply with a law, regulation, or valid legal request.
  • Protect the safety, rights, or property of any person, our company, or the public.
  • Investigate and prevent fraud, security threats, or violations of our policies.
• Business Transactions: If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in control.
• With Your Consent: We will ask for your explicit consent before sharing your information for any other purpose.

4. Data Security and Retention

Security: We take the security of your information seriously. We use a combination of technical, administrative, and physical safeguards to protect your data from unauthorized access, use, or disclosure. However, no online service can be 100% secure, so we cannot guarantee absolute security.

Retention: We will keep your personal information for as long as you have an account in our beta program. After the beta concludes, or if you delete your account, we may retain anonymized and aggregated data for ongoing research and product development. We may also retain certain information if required to comply with legal obligations or resolve disputes.

5. Your Rights and Choices

You have control over your personal information. Depending on your location, you may have the following rights.

• Access and Update: You can access and update your Account Information at any time through your account settings.
• Deletion: You can delete your account through the settings. Please note that this action is irreversible and will permanently delete your account and associated User Input.
• Control Cookies: You can set your browser to refuse or disable cookies. However, doing so may cause some features of the Service to not function properly.
• Object to Processing: You may have the right to object to our processing of your data in certain circumstances.

To exercise any of these rights, use the in-app help channel after signing in. This closed beta does not publish a support email or phone line; requests are handled inside the application. We will respond in accordance with applicable law.

6. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If we become aware that we have collected such information, we will take steps to delete it.

7. Changes to This Policy

We may need to update this Beta Privacy Policy from time to time. If we make significant changes, we will notify you by updating the “Last Updated” date at the top of this policy and/or by sending an email to the address associated with your account. We encourage you to review this policy periodically.

8. Contact Us

This is a closed beta. We do not publish a support email address or phone number. For questions, comments, or concerns about this policy or our privacy practices, use the in-app help channel after signing in.