Terms of Service

CRC Run Sheet is an operational aid for clinical research coordinators. It computes visit windows from a schedule you enter, tracks visit status, and surfaces staffing and delegation gaps drawn from your own signed delegation-of-authority log.

You are responsible for the accuracy of the information you enter, for the security of your credentials, and for all activity under your account. You must be at least 18 and legally able to enter a contract.

The Service is currently one login per account. Sharing that login within a single site team is permitted and expected; sharing it outside your site, or with anyone not authorized by your organization, is not. Per-user accounts are planned, and when they arrive this section will change.

This clause is fundamental to the bargain between us.

The Service is not an electronic data capture (EDC) system, not eSource, not an eRegulatory system, not a clinical trial management system of record, and not a source record. It holds no electronic signatures and makes no claims under 21 CFR Part 11.

You must maintain your own source documentation, and you must record protocol deviations, visit completions, and regulatory events in your own systems. Anything the Service displays — a computed window, a coverage warning, a follow-up item — is advisory. Nothing in the Service prevents, authorizes, or approves any clinical activity. Delegation records within the Service mirror your own PI-signed DOA log; they never create authority.

You remain solely responsible for your obligations under Good Clinical Practice, ICH E6(R3), applicable FDA and other regulations, your IRB’s requirements, and your agreements with sponsors and CROs. Use of the Service does not transfer, discharge, or share any of those obligations, and we do not act as your regulatory advisor.

You are responsible for verifying that any schedule, visit window, or day calculation in the Service matches your protocol before relying on it.

You retain ownership of the data you enter. You grant us the limited licence necessary to host, process, back up, and display it so we can provide the Service.

You may export your data at any time through the Service’s export features. On termination we will retain your data for 60 days so you can export it, after which it may be permanently deleted. Deletion from routine backups follows on the schedule described in the Privacy Policy.

The Service is not designed to receive protected health information (“PHI”) as defined under HIPAA, and must not be used to store it.

You agree not to enter patient names, dates of birth, addresses, telephone numbers, email addresses, medical record numbers, insurance identifiers, or any other individually identifying information, including in free-text fields. Subjects must be identified only by the coded, site-assigned identifiers for which the Service provides fields.

We are not a HIPAA Business Associate, do not act as one, and no Business Associate Agreement is in place or implied by these Terms or by your use of the Service. If you enter PHI in breach of this section, you do so as your own act, and you are responsible for the consequences under your own HIPAA obligations.

We do not warrant that any date, window, schedule, coverage assessment, or other output is accurate or suitable for your protocol. You must independently verify every output you rely on. We may modify or discontinue features at any time.

You will indemnify and hold us harmless from any claim arising out of your data, your use of the Service, your breach of these Terms, your entry of PHI in breach of §6, or your regulatory obligations.

Term and automatic renewal. Paid subscriptions run in monthly terms. Your subscription renews automatically for successive monthly terms, and your payment method is charged at the start of each term, until you cancel. There is no minimum commitment and no fixed end date.

Free trial. New subscriptions begin with a 30-day free trial.

Cancellation. You may cancel at any time, for any reason, with no cancellation fee, by emailing support@crcrunsheet.com. We will confirm your cancellation by email. Cancellation takes effect at the end of the term you have already paid for — you keep access for the remainder of that term. We do not pro-rate or refund a partial month, except where the law requires it.

Fees and price changes. Fees are as stated at purchase and are billed in advance. We may change pricing on at least 30 days’ notice given as described in §14; a change takes effect at your next monthly renewal falling after that notice period. If you do not accept a price change, cancel before it takes effect.

Renewal reminder. At least once every twelve months we will email you a reminder that your subscription renews automatically, stating the current price and how to cancel.

Reading, printing, and exporting your data are never gated on subscription status. If you cancel or your subscription lapses, you keep full read and export access to everything already in your account; only creating new studies requires an active subscription. Section 5 governs how long we retain your data after termination.

Do not use the Service to break the law, infringe rights, upload malware, attempt to gain unauthorized access, reverse engineer, resell or white-label the Service, or overload the infrastructure.

You may cancel at any time as described in §10. We may suspend or terminate for material breach of these Terms, non-payment, or use that risks harm to the Service or other customers. §§3–9, 13 and 14 survive termination, as do any fees that accrued before termination.

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to conflict-of-laws rules. The state and federal courts located in the Commonwealth of Virginia have exclusive jurisdiction, and both parties consent to venue there. There is no mandatory arbitration clause and no class-action waiver.

Severability. If any provision of these Terms is held unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, or if it cannot be, severed. The remaining provisions stay in full force.

Notices. We give notice to you by email to the address on your account, or in-app; notice is deemed received on the day it is sent. You give notice to us at support@crcrunsheet.com. Keeping the email address on your account current is your responsibility.

We may update these Terms. Material changes will be notified by email or in-app at least 30 days before taking effect, and the version number above will change. Continued use after that constitutes acceptance.

support@crcrunsheet.com