Your Data and Privacy on ProofPilot

Introduction to Your Data and Privacy on ProofPilot

Thank you for choosing to learn about yourself, earn rewards and contribute to breakthroughs at ProofPilot. ProofPilot is a unique tool where you design and participate in research studies.

Our researchers include top academics at elite institutions and regular people who know the most about issues because they live them every day. Participants who engage in those studies on ProofPilot come from every walk of life.

When you visit ProofPilot on our website or mobile application and use our services, you trust us with your very personal information and big ideas.

We are absolutely committed to your privacy and confidentiality. We put a great deal of thought while designing ProofPilot to maximize your privacy and confidentiality while supporting research that could lead to breakthrough findings. In this privacy notice, we seek to explain to you in the clearest way possible how ProofPilot works when it comes to your data and privacy. That includes how we collect data, how it is used, who it is shared with, and what your rights are.

This document applies to ProofPilot in general as a platform. This privacy policy applies to ProofPilot in general, including our website and apps and related sales, services, marketing and events. You’ll find these policies apply to most studies on ProofPilot. However, please make sure you review each studies informed consent before you join it. Sometimes specific studies use or share data in ways that may be different than ProofPilot in general. Some studies have unique risks and benefits that you need to be aware of before joining.

Each study on ProofPilot is different. Near the beginning of every study, you’ll learn more about the risks and benefits of participating in that specific study. This is called the “informed consent” process. You will have the opportunity to review information about why the study is being conducted, who will have access to your data, to whom you address questions, and what you can reasonably expect from participating. That includes both the good and the bad.

You may choose to continue or discontinue your relationship with that particular study as you review that study's informed consent process.

If you wish to design research studies on ProofPilot, this document applies to you as well. However, as a researcher, you have additional responsibilities. Near the beginning of your journey with ProofPilot, you'll be asked to learn more about the ethics of research and how to treat participants with grace.

We hope that you take a moment to read through this document carefully, as it is important. It describes ProofPilot's general technology and data protection process. But again, please remember, each study hosted on ProofPilot is slightly different.

If there are any terms in this privacy policy that you do not agree with. Please discontinue use of ProofPilot and our services. If there are specific studies that have terms you're not comfortable with, you may discontinue your engagement in that study, but use ProofPilot to find others that may be more appropriate.

What Information Does ProofPilot Collect

In short: ProofPilot collects personal information you disclose to us. We collect personal information that you provide us to us such as your e-mail address, SMS telephone number, birthdate, sex, country, and postal code.

Other personal information we collect depends on the studies that you engage in on ProofPilot. As a participant, before you join any study, you should read and accept the informed consent to learn more about the kinds of data that study will collect via ProofPilot.

We collect some personal information that you voluntarily provide to us when registering for ProofPilot even if you don’t join a or create specific study.

  • Name and Contact Data. We collect your e-mail address, postal code, country, and SMS enabled telephone number.
  • Credentials. We collect passwords and similar security information for secure authentication and account access.
  • Demographic data. We collect your birthdate, sex, and preferred language to tailor your experience with ProofPilot and make sure you right for studies on ProofPilot.
  • Social Media Login Data. We provide you with the option to register using social media account details, like Facebook, Google, and LinkedIn, or other social media account. If you choose to register in this way, we will collect the information described in the section called How do we handle your social logins.
  • Your usage patterns and study designs.

All personal information that you provide to us must be true, complete and accurate. You may change some of this information yourself by visiting “Your Preferences.”

You must contact ProofPilot at participant@proofpilot.com to change your birthdate or your sex. We restrict changing this information to reduce fraud and abuse.

Information Automatically Collected

In short: Some information - such as IP address and/or browser and device characteristics - is collected automatically when you visit ProofPilot on our site or apps. 
We automatically collect certain information when you visit, use or navigate through our sites, apps and services. This information does not reveal your specific identify (like your name or contact information), but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use ProofPilot and other technical information.
This information is primarily used to adapt ProofPilot for your device and maintain our security. It is also used in aggregate for reporting and product improvement purposes.
Push Notifications. We may request to send you "push notifications" alerting you to your account, studies you may be interested in, and/or the status of studies you are part of. If you wish to opt-out from receiving these types of communications, you may turn them off in your browser settings.
ProofPilot does not collect information from third-party cookies. However, we do use cookies created by ProofPilot to provide you with a consistent user experience. The data in these cookies is not shared with any other parties.

Information Collected Through Our Mobile Apps

In Short: We may collect information regarding your mobile device, and push notifications when you use our apps. 
ProofPilot uses a new form of mobile app called a progressive web app. You don’t have to go to a store to download the app, and so Google Play, nor iTunes have any download record.
If you use our Apps, we may also collect some of the following information:
  • Mobile device access. We may request permission to certain features of your mobile device, including your mobile camera, microphone, SMS message, social media accounts, and other features. We will alert you, and you will provide specific consent before we use any of these features. If you wish to change your settings, you may do so in your device’s settings.
  • Mobile device data. We may automatically collect device information such as your operating system, version, and IP address to help us adapt the ProofPilot experience to your specific device.
  • Push Notifications. We may request to send you push notifications alerting you to your account, studies you may be interested in, and/or the status of studies you are part of. If you wish to opt-out from receiving these types of communications, you may turn them off in your device’s settings.

Information Collected from Other Sources

In Short: Depending on the studies you involve yourself in, we may collect data from other sources including public databases, marketing partners, social media platforms, connected health devices, and electronic medical records. We will only do so with your specific and expressed consent.

When you consider joining a study, you’ll be told about other data sources that may be required for participation. Make sure to consider these requirements and read the study-specific informed consent to learn more. You will always be told when information from other sources is being collected about you. In most cases, you must expressly authorize access to this data.

Examples of the information we receive as part of specific studies you join from other sources may include:

  • social media profile information (your name, gender, birthdate, e-mail, current city, state, country, and profile picture … along with other information you choose to make public).
  • Connected health device data which may include information about your sleep, activity, heart rate, weight, blood pressure, blood sugar level, and other medical, health and activity information.
  • Electronic medical record data which may include diagnosis, prescriptions, lab results, demographics, and other health information.
  • Purchase, usage history, and data contributed in other applications. This may include what you’ve bought at partner websites, how you’ve used a digital application or data that you’ve submitted through a partner.
  • Data is an important part of a research. You control what data is collected about you. Make sure you read the informed consent for each study you are involved in. You will be asked to consent specifically before sharing specific data with your study.

You may review the data being collected about you and a specific study informed consent in several locations:

  • by clicking on the “Me” menu.
  • by reviewing your information consent sent to you in a welcome e-mail after you join a study
  • by clicking the study informed consent at the bottom of every e-mail.
  • by e-mailing for researchers crew@proofpilot.com or for participants participants@proofpilot.com
  • If you choose to use a promotion code to access services within ProofPIlot partners, ProofPilot may also have information related to our usage of other sites. Please review study requirements before you join a study and check your informed consent for the specific study to learn more.

How Does ProofPilot Use the Information Collected About You

In short: We store your information in a secure format and process it based on legitimate research studies of which you have specifically created as a researcher or joined as a participant by providing your consent. 
We use personal information collected via the ProofPilot, sites, apps, and partners for research purposes as described by the studies you’ve consented to join. We process your personal information for the purposes in reliance of our and our research users legitimate business, legal, and research interests in order to enter into or perform a contract with you (“Contractual”) with your consent (“Consent”) and or compliance with our legal obligations (“Legal Reasons”).
Each study will specifically lay out how your data will be used in the informed consent process. The following uses are generic and may apply to most studies on ProofPilot.
  • To facilitate account creation and login process with your consent. If you choose to link your account with us to a third party account (such as a Google or Facebook account), we use the information you allowed us to collect from those third parties to facilitate account creation and login processes. See How do we handle your social logins for further information
  • To send administrative information to you for operational business and legal reasons. We may use your personal information to send you study status notifications, studies you might be interested in joining, and/or important privacy, terms and policy changes.
  • To protect our sites. For business purpose or legal reasons, we may use your information as part of our efforts to keep our site and apps safe, and improve the validity or research study results. An example might be for fraud monitoring and prevention.
  • Data analysis and research findings. ProofPilot’s expressed purpose is to make it easy for you to contribute data to research studies. Therefore, we will use your information for that purpose in data analysis, usage trends, determining the effectiveness of engagement strategies, improve our applications, and identify health/wellness outcomes.

How Long Do We Keep Your Information

In short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy policy unless otherwise required by law. 
Research studies often have a long legal data retention policy. By default, ProofPilot keeps your information indefinitely, or as required by the specific studies you consent to be part of. As you consider joining a study, the informed consent will tell you how long data is stored.

Will Your Information Be Shared with Anyone?

In Short: When you consider joining a study, you’ll learn more about the researchers conducting that study. When you consent to join, you are consenting to share your de-identified data with that research partner. ProofPilot never shares any information with a third party without your consent, except under the following circumstances.

  • Compliance with laws. We may disclose our information where we are legally required to do so in order to comply with applicable laws (such as mandatory disease reporting), government requests, a judicial proceeding, court order or legal process, such as in the response to a court order or subpoena (including in response to public authorities to meet national security or law enforcement requirements). ProofPilot will make every attempt to deny these requests using special privileges made possible by national and international law when related to research studies.
  • Vital interests and Legal Rights. We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, hate speech, situations involving potential threats to the safety of any person, and illegal activities, or as evidence in litigation in which we are involved.
  • Vendors and Third Party Operational Services. We may share your data with third party vendors and service providers who provide services on our behalf and require access to such information to do that work. These include services for you to receive SMS text messages, e-mail notifications, data hosting services and tracking services. This information is used to communicate with you, determine the usability of our applications and improve our services. ProofPilot does not share, sell, rent or trade any of your information with third parties for promotional purposes.
  • Business transfer. We may transfer your information during any merger. Before any merger takes place, ProofPilot will communicate with the researchers on our site, and our participants to determine if you authorize a transfer. You may opt out towards doing so.
  • Researchers. We will share your information without your name.  No information that would be able to uniquely identify you to researchers who use our platform will be shared without your consent, unless required by law.

Does ProofPIlot use Cookies or Other Tracking Technologies

Yes. We use cookies and other tracking technology to improve the operation and security of your web experience.

How Do We Handle Your Social Logins?

In short: If you choose to register or login to our websites using a social media account, we may have access to certain information about you. 
ProofPilot, our site, and apps offer you the ability to register and login using your third-party social media accounts (Facebook, LinkedIn and Google). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the provider concerned, but will often include your name, e-mail address, profile picture and other information like your sex, city and birthdate that you choose to make public in your social media account.

What are Your Privacy Rights?

In short: You may review, change or terminate your account at any time. You should review the informed consent of each study you are involved in to see what unique rights and privileges you have and what happens when you remove yourself from a study or terminate your account at ProofPilot.

We are relying on your consent to process your personal information on behalf of our researcher users. You have the right to withdraw your consent to individual research studies at any time. Please note however that this will not affect the lawfulness of the processing before it's withdrawn.

Generally, ProofPilot believes, unless it is against specific laws governing research, that you should have the right to access your data, to control access to your data, including right to restrict processing of your personal information and share your data with applicable research studies on our platform, and where applicable to other systems.

However, you should be aware, data in research studies is treated differently from other types of data under regulations in many countries around the world. For example, in some regions, like the European Union, you have a broad set of rights to request access and obtain a copy of your personal information. However, under those regulations, you may need to wait until after your participation in the research study is completed to get access to such data in order to avoid unblinding an experiment. Likewise, certain clauses related to the erasure of data are different in research studies versus other data as well.

If you are a resident of California, you may have additional specific rights regarding access to your personal information. The “Shine the Light” law permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclose to third parties for direct marketing purposes and the names of all third parties with which we shared personal information in the immediate preceding calendar year. If you are a California resident, please submit your request in writing to us at participant@proofpilot.com

Before joining any study, please review the informed consent to ensure you understand what your rights are in that specific study.

If you believe your rights are being infringed upon in a specific study, you may contact the studies third-party ethics review board listed at the end of your informed consent document.

If you are a resident of the European Economic Area and believe ProofPilot is unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080

Do We Make Updates to this Policy?

In short: First, a specific study informed consent will provide you additional details to studies you are joining. You should review that material carefully before you join the study. We may update our privacy policies periodically as we improve our product and services and to stay compliant with relevant laws. 
The updated version will be indicated by an updated “Revised” data and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

How Can You Contact Us About this Policy?

If you have questions or comments about this policy, you may contact our Data Protection Officer (DPO), Matthew Amsden by e-mail at participant@proofpilot.com or by mail to
ProofPilot Inc
Matthew Amsden DPO
228 Park Ave #33303
New York, NY 10003
United States
If you have any further questions or comments about us our policies, e-mail us at participant@proofpilot.com.