Privacy Policy.

1. Introduction

USClinX, LLC ("USClinX," "we," "our," or "us") is a Texas limited liability company headquartered in Lubbock, Texas. We operate usclinx.com and provide a credentialing and application standard for U.S. clinical observerships ("the Service").

This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and what rights you have with respect to your information. It applies to all individuals who visit our website, submit an application, or otherwise interact with USClinX.

By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Who We Are and How to Contact Us

USClinX, LLC is the data controller for personal information collected through usclinx.com and the USClinX application process.

Email: privacy@usclinx.com
Website: usclinx.com
Location: Lubbock, Texas

3. Information We Collect

We collect personal information in connection with the USClinX Verified Application process. The categories of information we collect include:

3.1 Identity and Contact Information

Full legal name, email address, phone number, date of birth, country of citizenship, and current residence.

3.2 Government-Issued Documentation

Passport (photo page) and U.S. visa class (self-reported).

3.3 Medical Education and Professional Credentials

Medical school name, country, and graduation year; medical school diploma and official transcript; ECFMG certification status and certificate (where applicable); USMLE Step 1, Step 2 CK, and Step 3 score reports; curriculum vitae; personal statement; and letters of recommendation.

3.4 Health Documentation

Immunization records and tuberculosis screening results.

3.5 Background Screening Information

Background screening information is obtained only after applicant authorization and may be processed by GBS or another third-party screening provider. The screening provider may collect information directly from the applicant and may provide screening status or results to USClinX as part of the applicant’s Verified Application process. USClinX may use this information to confirm completion of the screening process and include authorized screening information in the Verified Application packet. USClinX does not sell applicant background screening information. This category also includes Police Clearance Certificates for applicants from certain jurisdictions.

3.6 Financial Information

Payment card information is processed directly by Stripe; USClinX does not store raw card data. We retain payment confirmation and transaction records.

3.7 Professional Liability Documentation

Professional liability insurance declarations page or certificate of insurance.

3.8 Compliance Training Records

HIPAA, OSHA, and bloodborne pathogen training certificates.

3.9 Automatically Collected Information

When you visit usclinx.com, we may automatically collect IP address, browser type and version, pages visited and time spent on pages, and referring URL.

4. How We Use Your Information

We use the personal information we collect for the following purposes:

• →To verify your credentials and documentation, and to confirm completion of background screening, in connection with the issuance of the USClinX Verified Application.
• →To communicate with you about the status of your application, required clarifications, or updates.
• →To process your application fee through our payment processor, Stripe.
• →To transmit your Verified Application to participating programs to which you have directed submission.
• →To maintain the audit trail associated with your Verified Application for the retention period described in Section 8.
• →To comply with applicable legal obligations, including OFAC compliance screening for sanctioned jurisdictions.
• →To improve the Service, including by analyzing aggregate, non-identifiable usage patterns.
• →To enforce our Terms of Service and protect the rights and safety of USClinX, applicants, and participating programs.

USClinX does not use your personal information for advertising, profiling, or sale to third parties. USClinX does not sell personal data.

5. How We Share Your Information

5.1 Participating Observership Programs

When you direct USClinX to submit your Verified Application to a participating program, we transmit your complete Verified Application package to that program. We do not share your application with any program to which you have not affirmatively directed submission.

5.2 Third-Party Service Providers

We share personal information with the following service providers, each of which processes information on our behalf under written data-handling obligations:

5.3 Legal and Compliance Disclosures

We may disclose personal information if required to do so by law, regulation, legal process, or governmental request, or if we believe disclosure is necessary to protect the rights, property, or safety of USClinX, our applicants, participating programs, or the public.

5.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of all or substantially all of USClinX's assets, personal information held by USClinX may be transferred to the successor entity. We will provide notice before personal information is subject to a different privacy policy.

6. Legal Basis for Processing

USClinX processes personal information on the following legal bases: performance of a contract (verification and issuance of the Verified Application as agreed in the Terms of Service); legal obligation (OFAC compliance and applicable law); legitimate interests (fraud prevention, security, and integrity of the verification standard); and consent (background screening and other consent-based processing, which you may withdraw at any time by contacting privacy@usclinx.com).

7. Data Security

USClinX implements the following measures to protect your personal information: encryption in transit (TLS/HTTPS) for all data transmitted between your browser and usclinx.com; encryption at rest for documents and records stored with our cloud service providers; access controls limiting data access to USClinX personnel performing verification or audit functions and contracted service providers under confidentiality obligations; and cyber-liability insurance coverage appropriate to the volume and sensitivity of data handled.

No method of transmission over the internet or electronic storage is completely secure. While we use commercially reasonable measures to protect your information, we cannot guarantee absolute security.

8. Data Retention

We retain applicant records for a period of seven years following the most recent issuance or renewal of the Verified Application, after which records are securely destroyed. You may request earlier deletion by contacting privacy@usclinx.com, subject to legal, audit, and contractual retention obligations. Payment records are retained as required by applicable law and our obligations to Stripe.

9. Your Rights

9.1 Rights Available to All Applicants

You may request access to, correction of, or deletion of your personal information, and may withdraw consent where processing is based on consent, by contacting privacy@usclinx.com.

9.2 Texas Residents

If you are a Texas resident, you may have additional rights under the Texas Data Privacy and Security Act (TDPSA), including the right to know whether we process your personal data, access your personal data, correct inaccuracies, request deletion, obtain a portable copy, and opt out of the sale of personal data. USClinX does not sell personal data. To exercise these rights, contact privacy@usclinx.com. We will respond within 45 days of receiving a verifiable request.

10. Data Breach Notification

In the event of a data breach that compromises the security of your personal information, USClinX will notify affected individuals and, where required, applicable regulatory authorities in accordance with applicable law, including Texas Business and Commerce Code § 521.053.

11. Children's Privacy

The Service is intended solely for use by medical graduates and final-year medical students. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have collected personal information from a minor, we will take steps to delete that information promptly.

12. Third-Party Links and Services

Our website may contain links to third-party websites or services. This Privacy Policy applies only to information collected by USClinX. We are not responsible for the privacy practices of third-party websites or services, and we encourage you to review their privacy policies before submitting personal information.

13. International Applicants

USClinX is headquartered in the United States and processes personal information in the United States. If you are located outside the United States, your personal information will be transferred to and processed in the United States, which may have different data protection laws than your country of residence. By submitting an application, you consent to the transfer of your personal information to the United States for processing in accordance with this Privacy Policy.

14. Fair Credit Reporting Act Notice

USClinX may receive consumer reports (background screening status or results) from a consumer reporting agency in connection with the Verified Application process, subject to your authorization and applicable law. Pursuant to the Fair Credit Reporting Act (FCRA), 15 U.S.C. § 1681 et seq., you have the right to obtain a copy of your consumer report from the consumer reporting agency and the right to dispute incomplete or inaccurate information directly with the consumer reporting agency.

USClinX does not make clinical eligibility, placement, acceptance, or scheduling decisions based on your background screening, and does not decide whether your background screening qualifies you for a specific observership. Participating programs independently review your Verified Application packet, including any authorized background screening information, and determine whether you satisfy their requirements.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on usclinx.com with a revised "Last Updated" date. If we make material changes, we will provide notice to applicants with active Verified Applications by email.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: privacy@usclinx.com
Website: usclinx.com
Location: Lubbock, Texas