Sciteline respects the privacy of our clients, business partners, employees and those who seek information and/or contact us through www.sciteline.com. We recognize the need for appropriate protections and management of the information provided to Sciteline by its clients and users. As such, Sciteline has established policies and practices to inform what information we collect and how that information is used. These policies and practices apply to Sciteline, including its divisions and subsidiaries. 

 
This Privacy Policy explains how information, including Personally Identifiable Information (PII) is processed for the products and services we provide to our clients. This Policy also explains how information is processed through use of our website and our products and services. 

 
We want to help you understand how data is processed so that you may make informed decisions on your personal information. 

 

Definitions 

Personal Identifiable Information (“PII”): any information relating to an identified or identifiable individual; this includes any information that could be used on its own or in combination with other pieces of information to identify a person. PII is not just a person’s name or email address, it can include information related to your location, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of an individual. 

 

Information Collection 

• Personal Identifiers. To communicate with individuals and provide our products and services, individuals will be asked to provide basic contact information about themselves, such as name, email address, telephone number and postal code when registering with us. Individuals are responsible for the accuracy and completeness of the information they provide. If you create a user profile, with our products, you will be asked to provide a username and password, contact and demographic information about themselves, such as email address, gender, date of birth. This request is for identity purposes and to manage individual user accounts. 

 

• Health Information. As part use of our products and services, we store individuals’ personal health information (PHI). This information may come directly from users/clients when registering and using specific products, to which explicit consent is requested. This information may also be obtained indirectly from a healthcare provider who is using our products and services. ​

 

• Technical Information. When visiting our website, we may automatically collect Information about an individual visit to the site, including the internet protocol (IP) address, internet domain names, the web browser and operating system used to access the Sciteline’s website, any products viewed or searched for, the files visited, the time spent in each file and the time and date of each visit. This is used for improving the stability and functionality of our website. The data will not be passed on or used in any other way. 

 

Sciteline collects information both directly and indirectly. Most information is directly collected from you when you register and use certain products and services, and when you visit our website and request information. Information may also be obtained indirectly from our customer organizations, including healthcare providers (e.g. hospital, clinic, physician, principal investigator) who are using our products and services and requesting we process information on their behalf. When information is collected indirectly, we require our customers, including healthcare providers, to obtain consent. 

 

Information Use and Disclosure 

Sciteline is committed to protecting the privacy, confidentiality and security of all personal data that has been entrusted to us. We do not use or disclose PII except as described in this policy herein, with your consent, or as required by law.   

 

PII may be used for the following reasons: 

• To respond to your inquiries; 

• To provide our products and/or services;  

• To monitor and analyze the use of the services, and to improve our level of service; 

• To detect, investigate, address and prevent fraudulent or illegal activities; 

• To provide notifications about unscheduled downtimes or new features, functionalities, terms or other aspects of the services. Some communications will be optional with your consent. 

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PII may be disclosed for the following reasons: 

• To provide our products and/or services; for example, we disclose your contact information to researchers you have consented to communicating with you. 

• When we use third party vendors, service providers or agents, such as Cloud Service Providers they may be granted access to your information on our behalf. These third-party vendors only process information as directed by us and are bound by strict privacy and security provisions.  

• PII may be disclosed as mandatory by applicable privacy laws (PIPEDA, PHIPA), such as to disclosure what is necessary for the purpose of eliminating or reducing a significant risk of serious bodily harm to a person or group of persons. 

• We may be required to disclose information if we have a legal obligation, such as in response to a court order, subpoena, search warrant, law or regulation. We take care on such requests to only provide the minimum information as requested, and that the authorities that are making the disclosure request have legitimate grounds to do so. 

 

Sciteline will never share, sell, or trade PII to third parties. All other disclosures beyond those issued as part of this policy will require your freely given consent before proceeding. 

 

De-identified Information  

Sciteline may de-identify, aggregate or anonymize PII, so that information can be used without linking to an individual. We will not use data to re-identify individuals. De-identified information is used for the following purposes: 

• To conduct audits, measurement and analyses functions in an effort to maintain, administer, support, enhance and protect the services including determining usage trends and patterns and measuring the effectiveness of content, features or services; 

• To monitor and analyze the use of the services; 

• To track adoption and usage of the products and services for internal quality improvement, internal research and internal product development purposes; 

• To provide benchmarking and performance tracking solution. 

 

Consent 

As indicated in this Policy, whenever we rely on an individual’s explicit consent to process their PII, the individual has the right to opt-out and withdraw their consent at any time. 

 
Sciteline processes PII with your consent. We use: 

• Implied consent when you choose to contact us or contact third parties directly through our services. Use under implied consent is limited to reasonable purposes based on your direct actions.  

• Express consent is in use when processing sensitive information, including health information, or for purposes that require your affirmative response prior to use.  

 

Individuals may withdraw consent at any time; however, if you withdraw, you may not be able to proceed with the activity or receive the benefit for which the PII is being requested. 

 

Individual Rights 

Any individual may: 

• Ask Sciteline to restrict our processing of personal data or object to our processing; 

• Request a copy of the PII we hold about the individual; access may also be provided directly. 

• Request Sciteline amend PII to change inaccurate information.  

• Make an inquiry and/or complaint. 

 

Sciteline strives to keep PII we collect accurate. The individual providing us with personal information is responsible to provide true, accurate, current and complete information about themselves, and notify Sciteline if there are any updates or changes to ensure it remains true, accurate, current and complete. 

 

In some cases, such as when Sciteline is processing information on behalf of a customer organization, we may forward requests to the customer organization for processing. When processing on behalf of an individual’s healthcare provider, we encourage individuals to contact their healthcare provider directly. 

 

Data Security 
Sciteline is committed to taking reasonable efforts to secure the PII you choose to provide us. To protect the privacy of any PII you have provided, we employ industry-standard controls including physical access controls, internet firewalls, intrusion detection and network monitoring. 

  

When an individual communicates with us via our site, we cannot guarantee or warrant the security of any information that transmitted, as is the nature of the internet, no data transmission over the internet can be guaranteed to be 100% secure. While we have implemented reasonable safeguards to prevent unauthorized use or disclosure of the information, we cannot guarantee the security of any information transmitted via our site. 

 

Data Retention 

For our products and services that we provide to healthcare providers, we will retain data in accordance with our client’s data retention policy and will destroy and/or return data at the end of the provision of services. After such time, data may be stored in an aggregated and anonymized format. 

 
Where we have collected PII directly, it shall not be kept for longer than is necessary for the purpose of collection, unless retention is required by law. An individual may notify us at any time should they choose to deactivate their account and have their personal data deleted. If retention is not legally required, we will delete or destroy the PII in a manner designed to ensure that it cannot be reconstructed or read. 

 

We store Canadian client data on secure servers located in Canada. Sciteline’s Canadian servers are located in Toronto, Ontario and Montreal, Quebec and are certified as ISO 27001:2022 compliant. 

 

Changes to this Policy 
Sciteline will review and update this policy periodically. We reserve the right to change the terms of at any time (for example due to changes in data protection laws). We will take adequate and reasonable action to obtain your consent if required, as a result of any such change 

 

Links to Non-Patient Websites and Third Parties 
The Sciteline website may provide links to third-party web sites for convenience and information; by accessing those links, you will leave the Sciteline website. 

 
Sciteline does not control those sites or their privacy practices which may differ from Sciteline’s policy. We do not endorse or make any representations about third party websites. 

 
We encourage individuals to review the privacy policy of any company or institution before submitting personal data. Some third-party companies and institutions may choose to share personal data with Sciteline; that sharing is governed by that third-party’s privacy policy. 

 

 

HOW TO CONTACT SCITELINE 
For more information about Sciteline’s privacy practices or to raise a concern you have with our practices, contact us: 

 
Sciteline Privacy Team 
privacy@sciteline.com 

 
2 Bloor St E  
Suite 850, Toronto, ON, 
Canada, M4M 1A8