Privacy Policy

Depending on how you interact with NER, we may collect information including:

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• your name, title, organization, and professional role;

• email address, telephone number, and other contact information;

• information submitted through website contact or intake forms;

• information relating to inquiries, service requests, agreements, or account administration;

• billing and administrative information;

• information contained in correspondence with NER;

• technical information associated with use of our website, such as IP address, browser type, device information, referring pages, and website activity; and

• other information you voluntarily provide to us.

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Research Ethics and Oversight Information

When NER provides research ethics review, Board of Record, oversight, compliance, consulting, or related services, we may receive information contained in research submissions and supporting documentation.

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This may include:

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• research protocols and applications;

• investigator and research team information;

• institutional information;

• conflict-of-interest disclosures;

• recruitment and consent materials;

• study-related correspondence;

• safety information;

• research agreements and supporting documents; and

• information relating to research participants or prospective participants where necessary for the applicable review or oversight function.

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NER asks researchers and institutions to avoid providing identifiable personal or personal health information unless it is necessary for the purpose for which the information is being submitted.

NER may use personal information to:

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• respond to inquiries and requests;

• provide research ethics review and related services;

• administer REB submissions and review processes;

• provide Board of Record services;

• conduct research oversight, monitoring, compliance, quality assurance, or consulting activities;

• communicate with researchers, institutions, sponsors, board members, advisors, and other relevant parties;

• manage agreements, billing, administration, and organizational operations;

• maintain appropriate records;

• improve our website, services, resources, and user experience;

• protect the security and integrity of NER systems;

• investigate or respond to suspected misuse, security incidents, or legal concerns;

• meet legal, regulatory, professional, contractual, insurance, or accreditation-related requirements; and

• carry out other purposes identified at the time information is collected.

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NER will not use personal information for an unrelated purpose unless permitted or required by law or appropriate consent has been obtained.

NER recognizes that research ethics submissions may contain confidential, proprietary, sensitive, or otherwise protected information.

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Access to research ethics materials is limited to individuals who require the information to perform legitimate NER functions. Depending on the nature of the review or service, this may include:

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• NER staff;

• Research Ethics Board members;

• REB Chairs or Co-Chairs;

• consultants or subject-matter experts;

• legal or regulatory advisors; and

• authorized technology or service providers supporting NER operations.

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Individuals participating in NER's review and oversight activities are expected to comply with applicable confidentiality, privacy, and information-security obligations.

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NER does not make confidential research submissions publicly available except where authorized by the submitting organization or researcher or where disclosure is required by law.

Where consent is required, NER obtains consent for the collection, use, or disclosure of personal information through appropriate means having regard to the nature and sensitivity of the information and the circumstances in which it is collected.

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In some circumstances, NER may collect, use, retain, or disclose information without consent where permitted or required by law.

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You may withdraw consent to certain uses of your personal information, subject to legal, regulatory, contractual, research-integrity, record-retention, or other legitimate requirements.

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Withdrawal of consent may affect NER's ability to provide certain services.

NER seeks to collect only the information reasonably necessary to fulfill the purpose for which it is collected.

 

Individuals submitting information to NER should not provide unnecessary identifying, confidential, sensitive, or personal health information.

NER may disclose information where reasonably necessary to provide its services or operate the organization, including to:

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• authorized NER staff and REB members;

• institutions, researchers, sponsors, or other parties involved in an applicable ethics review or oversight process;

• consultants, advisors, or subject-matter experts engaged in a review;

• technology, hosting, communications, document-management, security, and other service providers;

• professional advisors, including legal, accounting, insurance, or auditing professionals;

• regulators, governmental authorities, courts, law-enforcement agencies, or other parties where disclosure is required or permitted by law; and

• another organization in connection with a permitted organizational restructuring, transfer, or similar transaction, subject to appropriate confidentiality and privacy protections.

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NER does not sell personal information.

NER currently maintains its primary internal data storage on a server physically located at NER's office in Canada.

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NER may also use third-party technology providers for services such as website hosting, email, communications, backups, security, and other operational functions.

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As a result, certain information may be processed or temporarily stored by service providers outside NER's office and, depending on the provider, outside Canada.

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Where information is processed outside Canada, it may be subject to the laws of the jurisdiction in which it is processed and may be accessible to courts, governments, law-enforcement authorities, or regulatory bodies in that jurisdiction.

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NER takes reasonable steps to use service providers and safeguards appropriate to the nature and sensitivity of the information involved.

NER's website may use cookies and similar technologies to operate the website, understand how visitors use it, improve functionality, and maintain security.

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These technologies may collect information such as:

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• IP address;

• browser and device type;

• pages visited;

• date and time of access;

• referring website; and

• general website interaction information.

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Where available, you may adjust your browser or cookie settings to restrict certain cookies. Disabling cookies may affect some website functionality.

If you choose to receive newsletters, updates, educational resources, or other electronic communications from NER, we may use your contact information for that purpose.

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You may unsubscribe from optional electronic communications at any time by using the unsubscribe mechanism provided in the communication or by contacting NER.

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Operational, administrative, ethics-review, or service-related communications may still be sent where necessary.

NER uses reasonable administrative, technical, and physical safeguards designed to protect personal and confidential information against unauthorized access, use, disclosure, alteration, loss, or destruction.

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Safeguards may include, as appropriate:

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• access controls;

• authentication measures;

• secure technology platforms;

• confidentiality obligations;

• staff and board member training;

• information-security procedures;

• secure internal data storage; and

• limits on access based on role and operational need.

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No electronic system or method of transmission can be guaranteed to be completely secure. NER therefore cannot guarantee absolute security of information transmitted or stored electronically.

NER retains personal information and research-related records only for as long as reasonably necessary to fulfill the purposes for which the information was collected and to satisfy applicable legal, regulatory, contractual, operational, insurance, research-integrity, and record-retention requirements.

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When information is no longer required, NER will take reasonable measures to securely destroy, delete, or anonymize it, as appropriate.

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Research ethics records may be subject to specific retention requirements and may therefore need to be retained after completion or termination of a study or NER's involvement with an organization.

Subject to applicable law and certain exceptions, you may request:

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• access to personal information NER holds about you;

• correction of inaccurate or incomplete personal information; and

• information regarding how your personal information has been used or disclosed.

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Additional rights may apply depending on your province or territory and the circumstances in which NER holds the information.

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NER may need to verify your identity before responding to a privacy request.

NER takes suspected privacy and security incidents seriously.

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Where a breach involving personal information occurs, NER will assess the circumstances and take appropriate steps to contain, investigate, document, and respond to the incident.

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Where required by applicable law, NER will notify affected individuals, privacy regulators, institutional partners, or other appropriate parties.

NER's website may contain links to external websites, publications, organizations, or resources.

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NER is not responsible for the privacy, security, or information-handling practices of third-party websites.

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Users are encouraged to review the privacy policies of external websites before providing personal information.

NER may update this Privacy Policy from time to time to reflect changes to our services, technology, practices, or legal requirements.

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The current version will be posted on our website with its effective date.

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Material changes may be communicated through additional means where appropriate.

NER has designated a Privacy Officer who is responsible for overseeing NER's privacy practices and responding to privacy-related inquiries and requests.

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Questions, concerns, access requests, correction requests, or complaints relating to privacy may be directed to:

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Privacy Officer
Nova Ethical Review (NER)
Email: info@novaethicsreview.ca

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NER will review and respond to privacy concerns in accordance with applicable privacy requirements.

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Individuals may also contact the appropriate federal or provincial privacy regulator if they believe their privacy rights have not been appropriately addressed.