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EnrollNow's Suggested IRB Template

Protecting Participant Information in EnrollNow

EnrollNow is a secure, web-based application designed to help research teams centralize and manage participants’ personally identifiable information. Originally developed at the University of Michigan as Ripple™, the platform provides research teams with a user-friendly interface for managing information such as:

  • Participant names and contact information
  • Participant or study identification numbers
  • Demographic information
  • Recruitment and enrollment activity
  • Study events, appointments, and workflow information

Data Privacy and Security

Participant information stored in EnrollNow is protected using administrative, technical, and organizational safeguards. Study data is stored in encrypted, dedicated databases that are segregated from other customer accounts. Access is limited to authorized users based on their assigned roles and permissions.

EnrollNow includes security features such as:

  • Encryption of data in transit and at rest
  • Role-based access permissions
  • Automatic session timeouts
  • User activity and audit logs
  • Regular data backups
  • Network and firewall protections
  • Password-strength requirements
  • Administrative safeguards designed to prevent unauthorized access

EnrollNow’s infrastructure and security controls are designed to support customers’ obligations under the Health Insurance Portability and Accountability Act (HIPAA).

Separating Participant Information from Research Data

EnrollNow is primarily used to manage participant identity, contact, recruitment, and study workflow information. Research teams should follow their organization’s policies and approved study procedures when determining what information may be stored in EnrollNow.

When appropriate, directly identifying participant information should be stored separately from research data, such as clinical records, study outcomes, or questionnaire responses. Maintaining this separation can help reduce the risk of connecting a participant’s identity with their research data.

Using This Information for IRB Submissions

The information in this article has been summarized and formatted so it can be copied and pasted into an Institutional Review Board (IRB) submission, as appropriate.

Before submitting, review the content to ensure it aligns with your organization’s requirements, approved study procedures, and IRB guidelines.

For questions or additional assistance, contact the EnrollNow Support Team at help@enrollnow.io or reach out to your Customer Success Manager.

"Participant personal information will be kept in EnrollNow™(formerly Ripple™) a secure web application designed for the storing and management of personally identifying information of research participants. Ripple™ was initially developed at the University of Michigan to provide a user-friendly, web-based secure interface where research teams can centralize the storage and management of research participants’ personal information, including name, participant ID, demographics, and study workflow (e.g., appointments). Participant information managed with EnrollNow is private and secure. This information is kept in fully encrypted format inside dedicated databases that are segregated from other EnrollNow accounts and thus only authorized study staff will have access to the study data. Likewise, EnrollNow infrastructure complies with the privacy and security guidelines of the Health Insurance Portability and Accountability Act (HIPAA), including 2048-bit data encryption in transit and at rest, automatic logoff, audit trail, daily backups in triplicate dedicated servers, firewall, custom access permission for lab members, zxcvbn password strength estimation, and enterprise administrative safeguards to prevent unauthorized staff from accessing participant information. Furthermore, EnrollNow is used only for storing personally identifiable information of participants and is not used to capture other research data (e.g., questionnaires, health records, etc.). This ensures that the personally identifiable information and research data are segregated."