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Privacy Policy

Privacy Policy

eSAC recognizes privacy and security as important for individuals who become registered users at esacproject.net (the “site”). eSAC sees the protection of privacy as a cornerstone for building trust and developing participation in online communities and is therefore committed to protecting your privacy.

eSAC operations are consistent with Ontario privacy legislation.

This Privacy Statement describes: (i) the reason eSAC collects information; (ii) how eSAC collects personal information; (iii) the types of personal information eSAC collects; (iv) how that personal information may be used; (v) how personal information will be protected; and (vi) when and to whom personal information may be disclosed.

Why do we collect information?

We collect information for the following reasons: (i) to protect the site; (ii) to fulfil requirements of the Research Ethics Board of the University of Toronto regarding the use of information for research purposes; and (iii) to improve the site.

eSAC is an applied research study approved by the Research Ethics Board of the University of Toronto. All users who create an account become research participants. Study participants are free to withdraw at any time. Data posted in the website by a participant who withdraws will remain as part of the findings for collective analysis, unless the participant requests otherwise, at which point an appropriate alternative will be negotiated with the participant. Personal information will not be considered for analysis if the participant withdraws.

This information is collected by eSAC for the purpose of operating and administering the community or other web-based activity, for other purposes reasonably ancillary to that purposes and for any other purpose disclosed at the time when the individual signed up to participate or at a subsequent log-in to the Site.

What personal information does eSAC collect?

All users

The following types of personal information may be collected from any user of the site, whether registered or not:

• IP address;

• usage statistics (e.g.: pages visited; time spent on each page; searches; time of access).

• “cookies” (a small data file that we transfer to your computer’s hard disk). The cookie is used to identify the individual whenever he or she returns to the site. The information contained in the cookie is also used to tailor how the individual experiences the site. Please note that by changing the settings of their web browsers, individuals can prevent cookies from being set or delete them, but this may prevent them from participating in certain activities available via the site; and

• “web beacons” (also known as tags, transparent .GIF files and single pixel .GIF files). They are used to better understand how the site is being used in order to improve it.

Registered users

When first registering, users may decide to include in their registration form:

• personal and contact information (i.e.: name; phone number; email address; country of residence; Skype username; affiliation);

• information posted in the site (e.g. experience, academic background, biographic information, etc); and

• other personal information which is reasonably ancillary to these two types of information.

Users who do not enter information beyond their username and email address may still use the website as registered users, and those who do not desire to enter any information at all, may still use it as visitors, but will not have access to some features.

Entry/exit questionnaire

An entry/exit questionnaire will be used to collect data related to the experience and level of satisfaction of users joining the eSAC online community. After completing the registration process, all users will receive, by email, an invitation to complete the entry questionnaire. A similar questionnaire (exit questionnaire) will be sent at the end of the project.

Whether or not users complete the questionnaire, they are still able to access and use the platform. No personal or identifying information will be collected through the questionnaire. Only the principal investigators and the project director will have access to a code used to link the entry and exit questionnaires completed by the same user.

Other

From time to time, eSAC may promote surveys through the online platform. In every case, the purpose for collecting personal information will be clearly and fully disclosed and participants will be asked for explicit consent to make use of personal information.

As well, the site may offer to “opt in” to receive additional information or announcements from eSAC. If a user accepts, the information provided may be used to tailor the content received. Additionally, an individual who has previously opted to receive additional information and announcements may subsequently “opt out” by following the directions for doing so on the site.

How is the information protected?

eSAC uses physical, organizational and technological safeguards to protect personal information in its possession. For example, eSAC uses encryption to safeguard users’ personal information when transmitted over the Internet. However, eSAC cannot ensure or warrant the security of any data transmitted over the Internet, and cannot guarantee that information on the website may not be accessed, disclosed, altered, or destroyed by unauthorized persons.

Privacy controls are made available by eSAC to its registered users. Although eSAC makes reasonable efforts to test the effectiveness of its privacy controls, eSAC does not guarantee that such controls will operate without defect or interruption or that they will never be compromised. Consequently, eSAC expressly disclaims all representations, warranties and conditions (whether express or implied) relating to the controls.

eSAC will make any legally required disclosures of any breach of the security, confidentiality, or integrity of stored personal information to you via email or by posting on this website in the most expedient time possible.

How does eSAC share my personal information?

eSAC may share users’ personal information with its employees who need to use that information in a need-to-know basis.

From time to time, eSAC may engage service providers (inside or outside of Canada) to provide certain limited services (e.g. hosting the site). eSAC will only provide these service providers with the personal information they need to deliver the service for which they were hired. eSAC will also require those providers, through contractual means, to safeguard such information, maintain its confidentiality and not to use that information for any purpose other than providing the services for which they were retained.

eSAC may access and/or disclose any collected personal information if required or permitted to do so by law (e.g. to comply with a legal requirement including but not limited to one imposed by a warrant, subpoena, court order or like instrument served on eSAC or in urgent circumstances to protect the life, health or security of any person). eSAC may also disclose your personal information to its successor or any assignee of assets related to the site.

Before disclosing personal information to a third party other than as set out in this privacy policy, eSAC will obtain the affected individual’s consent to the disclosure.

Inquiries, Requests for Access and Submitting Corrections

eSAC welcomes your comments regarding this Privacy Statement. If you believe we have not adhered to this Privacy Policy or would like to request an amendment to your personal information being held by eSAC, please contact eSAC at info@esacproject.netor at:

eSAC Project - Privacy policy complaints

Centre for Global eHealth Innovation

190 Elizabeth Street

R. Fraser Elliott Building - 4th Floor

Toronto, ON

M5G 2C4

CANADA

Fax: 416-340-3595

Retention and Destruction

Registered users have the ability to edit their own profiles (including but not limited to removing information that they previously posted to the profile). To do it, log-in to www.esacproject.net, and click over your user name, select “Profile” and use the tools provided. Please note that back-ups of the site created prior to the edits and retained by eSAC will not be affected by such edits.

eSAC has set retention schedules for any back-up of the site it may create as part of the routine operation and administration of the site.

eSAC will keep personal information only for as long as such information is required for the purposes for which it was collected and in compliance with the Research Ethics Board of the University of Toronto. Consequently, there is no single retention period applicable to all instances of personal information collected by eSAC. Whenever personal information is no longer required by eSAC for the purposes for which it was collected, eSAC will destroy the personal information in a manner that takes into account the sensitivity of that information.

POSTING OTHER USERS PERSONAL INFORMATION

eSAC STRONGLY ENCOURAGES ALL USERS, AND IN PARTICULAR HEALTH CARE PROFESSIONALS AND RESEARCHERS, TO COMPLY WITH ALL CONFIDENTIALITY OBLIGATIONS IMPOSED BY ANY ORGANIZATION OR ASSOCIATION THEY ARE RELATED TO.

Changes to this Policy

eSAC will occasionally update or change this Privacy Statement. When a change is made, an updated copy will be posted on the site and the date of update will appear at the bottom of this page on the Site.

Consent

By using the site, you consent to the collection and use of this information by eSAC and its use in aggregated form by eSAC for the purposes stated above and for other reasonably consistent purposes.

Collected data will be anonymous, and individuals will be asked for permission to acknowledge their participation in a list provided at the beginning of any photography/multimedia exhibit.

Please note that by refusing to provide personal information or by denying or withdrawing consent to use personal information for purposes identified, you may be unable to participate in certain programs or activities sponsored by eSAC.


Latest update: July 20 2012