Recontacting people from a site's patient database responsibly

A site's database may include past participants, people who enquired about a study and other contacts. Those records are not automatically a general-purpose marketing list. Before using them for a new study, check the permission given, its scope, the site's approved processes and any relevant ethics or privacy requirements.

Do not assume that taking part in one study means someone agreed to hear about every future study. Confirm that the proposed contact is covered by the person's permission and the site's current procedures. If the scope is unclear, pause and ask the site's privacy, governance or ethics contact before reaching out.

Use accurate contact preferences and any opt-out or do-not-contact records. Choose an approved channel, limit the information in messages and avoid revealing a diagnosis or other sensitive detail in a subject line or voicemail. Tell the person who is contacting them and why, and give them a clear way to decline further contact.

If someone is interested, explain the next step and share only the study information approved for that purpose. A response or past record does not confirm eligibility. The study team must explain the study, obtain any required consent and assess eligibility under the current protocol. Clinrol Connect's patient re-engagement feature page describes staff-reviewed follow-up with earlier enquiry context; it does not replace checking whether contact is appropriate.

If a person declines or asks not to be contacted, record and honour that preference through the site's approved process. Keep records accurate, limit access to authorised staff and retain information according to the applicable policy rather than choosing an informal retention period.

Requirements can vary by country, institution, ethics approval and study. This guide is general information, not legal advice. Use the site's approved procedure and consult its privacy or ethics lead when the permission or intended use is uncertain.