StudyTeam Frequently Asked Questions

1.   What is StudyTeam?

StudyTeam is a cloud-based software platform built to support clinical research operations through two separate but connected applications: StudyTeam for Sites® and StudyTeam for Sponsors®. StudyTeam for Sites helps research teams manage recruitment, organize workflows, track enrollment activity, and communicate with sponsors. StudyTeam for Sponsors gives sponsors visibility into recruitment progress across participating sites. Together, these applications reduce duplicative tasks, make complex work more manageable, and improve transparency by creating a shared view of study progress.

2.   Is StudyTeam free for sites?

Yes. StudyTeam for Sites is at no cost to sites. From time to time, we may offer optional add-on features for an additional fee, and if you decide to purchase an add-on, pricing will be communicated clearly before any charges apply.

3.   What are the Terms of Service?

The Terms of Service are simply the rules for using StudyTeam for Sites. Since the platform handles confidential and sensitive information, the Terms of Service outline who owns the data, how it’s protected, where responsibilities sit, and how the platform may be used. They may look like a lot of words, but they exist to keep things clear and predictable.

4.   What are the "Services"?

When we refer to our “Services,” we mean everything that makes up the StudyTeam platform. That includes access to the software, its features and modules, AI functionality, integrations, improvements, and support. If it’s built into the platform and available to you, it’s part of the Services

5.   Are there any other agreements?

IIn some cases, yes. Depending on how you use StudyTeam for Sites, additional agreements such as a Data Processing Agreement (DPA) and Business Associate Agreement (BAA) may apply. These agreements address specific regulatory requirements relating to privacy and data protection or the Services. All applicable agreements are referenced within the Terms of Service and made available online at https://www.onestudyteam.com/legal.

6.  Do the Terms of Service apply to all sites?

The Terms of Service apply to sites operating under a full license. For sites operating under a limited or Study-Specific License (SSL), use of StudyTeam for Sites is governed by the Acceptable Use Terms and, where applicable, the Business Associate Agreement and Data Processing Agreement.

7.   Why are the Terms and related agreements posted online?

Publishing our standard agreements online promotes transparency, improves accessibility, and allows us to keep the agreements current as law and technology evolve. If we update any terms, we will notify you. Your continued use of StudyTeam after the effective date constitutes your acceptance of the revised terms. This approach allows our platform to remain compliant without requiring sites to enter into amendments each time the law or technology changes. If you have any concerns about an update, simply reach out to us at support@reifyhealth.com.

8.   How do we sign the Terms of Service and related agreements?

The Terms of Service or related agreements don’t require a signature. Your organization accepts these agreements simply by using StudyTeam. If you would like an executed copy of the Terms of Service, Business Associate Agreement, or Data Processing Agreement, pre-signed versions are available via the link at the bottom of the applicable agreement webpage.

9.   Does the Business Associate Agreement need to be traditionally signed?

No. Under HIPAA, a covered entity must obtain satisfactory assurances from its business associate through a written contract that satisfies the requirements of a legally binding agreement under applicable law. Sign-in-wrap acceptance models are generally recognized as valid electronic signatures that create a legally binding agreement. If you prefer a signed version of the BAA, please click here and follow the instructions.

10.   Can we terminate the Terms of Service at any time?

Yes. The Terms of Service begin when you start using StudyTeam for Sites and continue until either party terminates. To terminate, reach out to your account representative or email us at support@reifyhealth.com. We ask for 30 days’ notice to allow for an orderly transition, but you may discontinue use at any time.

11.   Are you HIPAA compliant?

We take privacy and security seriously: we maintain administrative, technical, and physical safeguards to protect privacy and security and follow all applicable HIPAA requirements. If your site is a HIPAA covered entity, we will enter into a Business Associate Agreement where required, which outlines the applicable HIPAA requirements.

12.   Are you GDPR compliant?

GDPR does not provide a universal certification program. However, we comply with all applicable GDPR requirements and implement appropriate technical and organizational measures designed to protect personal data. We also enter into Data Processing Agreements where required.

13.   Who owns the data we upload, and how do you use it?

You own your data. We don’t claim ownership of any site, sponsor, or patient data. We receive only the limited right necessary to provide and improve the Services, including using aggregated or de-identified data for analytics and product improvement. We don’t sell your data. When we talk about improving the Services, we simply mean making StudyTeam work better for research teams.

14.   How do you keep our data secure?

We protect data using layered security controls designed to prevent unauthorized access, misuse, or disclosure. That includes access controls, encryption, monitoring, and internal security policies that guide how our systems are built and maintained. Our security approach is designed with healthcare research in mind and is foundational to how we build and operate StudyTeam.

15.   Where is our data stored?

StudyTeam for Sites is hosted in secure, enterprise-grade AWS cloud infrastructure across multiple regional data centers. Data is stored regionally based on the location of your site.

16.   What happens to our data upon termination?

Since clinical research often involves long regulatory and audit timelines, return or deletion isn’t automatic upon termination. If you’d like your data returned or deleted, just let us know. Otherwise, we may retain data for up to 25 years to support regulatory, audit, and research continuity requirements. That said, you may request return or deletion at any time. We don’t keep customer data indefinitely for business reasons; any continued retention is only to meet regulatory, legal, or audit obligations associated with clinical research.

17.   Do you ensure patient consent has been obtained?

Research teams are responsible for ensuring appropriate approvals and patient consent are in place before uploading data into StudyTeam. Because StudyTeam is not a patient-facing application, our role is to protect the data once it is in our system and operate the platform securely and responsibly.

18.   Do you review or validate the data we upload?

StudyTeam is a tool. We do not validate whether data is clinically accurate, sponsor-approved, IRB-approved, or legally sufficient. That responsibility stays with the site and sponsor.

Still have questions? Email us at support@reifyhealth.com and our team will be happy to help.