Privacy Policy

This Privacy Policy applies solely to the Website (as defined in the Terms and Conditions of Use). 

For the purposes of the UK GDPR and the Data Protection Act 2018 (the “Act”), the data controller is the University of 50 Stone Rd E, Guelph, ON N1G 2W1.

The software and web services relating to the Website are provided by Infonetica, who acts as a data processor on the University’s behalf.

Infonetica’s own privacy policy as it relates to the Ethics Review Manager services can be found at (https://www.infonetica.net/ethics-rm-privacy-policy/). 

References to "we" or “us” are to the University and where appropriate, to Infonetica as a processor appointed by the University.

Reference to “you” or “user” are to the visitors and users of the Website.

By accessing the Website, you understand that we will process personal data that you enter into, or upload onto, the Website. Any information (including personal data) that you provide must comply with the terms of this Privacy Policy and the Website's Terms and Conditions. 

We are committed to safeguarding the privacy of our website visitors and users and this policy sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. 

Information we may collect from you

We may collect and process the following data from you:

When you visit the Website:

• Your operating system, browser, IP address (a number assigned to your computer to identify it on the network);
  • The pages you browse.
  • The referring page that led you to the current page; and
  • Your software and aspects of its configuration.

If you submit or review a research or ethics review application via the Website:

• Your personal identifiers, contacts and characteristics, including your name, address, email address and telephone number; and
  • We may also collect personal data relating to third parties referenced in the application(s) that you submit via the Website. Where this is the case, you must ensure you have the necessary data privacy notices and/or consents to share such personal data with […] and its processors.

If you contact us for any reason, we may also keep a record of that correspondence.

This information is available to the Website’s administrators and is used for audit purposes.

Cookies

A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the browser each time the browser requests a page from the server. This enables the web server to identify and track the web browser. 

We use session cookies on the Website to keep track of you whilst you navigate the Website. Session cookies will be deleted from your computer when you close your browser. 

To maintain and improve the quality of the Website, we use Google Analytics. Google Analytics generates statistical and other information about the Website use by means of cookies, which are stored on user's computers. The information generated relating to our website is used to create reports about the use of the Website. Google will store this information. Google’s privacy policy is available at: http://www.google.com/policies/privacy/. 

By using the Website, you consent to the placement of cookies in your browser. You can control cookies through your browser settings. Note that if you opt-out of using cookies, this may impact your experience on the Website and the services offered. Should you opt-out of our web analytics, a cookie will be set to recognize your preference.

Where we store your personal data

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. We will store all your personal data on our secure servers. 

Data transmission over the internet is inherently insecure, and although we will do our best to protect your personal data, we cannot guarantee the security of the data you transmit to the Website and any transmission is at your own risk. Once we have received your information, we will use appropriate security procedures and features aimed at preventing unauthorised access, unlawful processing, accidental loss, destruction or damage. 

You are responsible for keeping your password and user details confidential. We will not ask you for your password except when you login to the Website or when you request us to provide you with technical assistance with the Website.

Uses made of the information and lawful basis for processing

Under the Act, the lawful bases we rely on for processing personal data are:

• Your consent. You can withdraw your consent at any time. You can do this by contacting [email address of customer]; or
  • We have a legitimate interest in doing so. 

The personal information and research project information you submit to the Website is processed for the purposes of: 

• Operation and administration of the Website, including requesting feedback from you on its features and services.
• Enabling your use of the services available on the Website, including making research and ethics review applications.
• Dealing with enquiries made by you relating to the Website or its use.
• Providing relevant content, information or offers to you in relation to our services. 

Personal information and project information will not be released to third parties except when authorised by the user (e.g. submission of application forms) or required by law. 

Third party websites

The Website may contain links to other websites. We are not responsible for the privacy policies or practices of third-party websites. 

Retention

Infonetica will retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

Amending the Website's Privacy Policy

From time to time the University may at its sole discretion amend this Website's Privacy Policy. Your continued use of the Website constitutes your acceptance of and agreement to any changed Terms and Conditions and/or Website's Privacy Policy. It is your responsibility to review the current posted version of the Terms and Conditions and the Website’s Privacy Policy as you will be bound by such amendments

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to raimssupport@uoguelph.ca. If you have a complaint or concern about the privacy policy or potential violations thereof you may contact the University’s Information Governance & Privacy Office at privacy@uoguelph.ca.