Research Portal User’s Agreement

Security Statement

The Research Portal is a federal government information system. It is intended for use only by individuals participating in the preparation of applications/nominations for funding from the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council (NSERC) and the Social Sciences and Humanities Research Council (SSHRC); in the administration of awards; and in the merit review of applications. System activity is monitored. In the event of inappropriate use of the system, CIHR, NSERC and SSHRC reserve the right to take appropriate action, including, but not limited to, removing an individual’s access to the system, reporting the matter to the Office of the Privacy Commissioner of Canada, or taking legal recourse, as appropriate. If at any time CIHR, NSERC or SSHRC becomes aware of possible fraud or other unlawful acts, the appropriate authorities will be notified.

All information that you enter in this electronic system will be protected in accordance with federal laws and policies, and managed in accordance to the agency’s retention and disposition schedules. The system will be password-protected and your account will be accessible only to you. Your data will be transmitted to the agency in an encrypted file format and stored in a database on a secure server at the agency’s national office.

Use and Disclosure of Personal Information

Legal authority to collect personal information:

CIHR, NSERC and SSHRC collect personal information under their respective authority granted by the Canadian Institutes of Health Research Act, Natural Sciences and Engineering Research Council Act or the Social Sciences and Humanities Research Council Act. Social insurance numbers are collected pursuant to the Income Tax Act, section 237 (1)(b) to issue tax slips. All personal information provided to CIHR is governed by the Privacy Act. All personal information provided to NSERC and SSHRC is collected, used, disclosed, and safeguarded in accordance with the Privacy Act, the Access to Information Act, and relevant Treasury Board policies. This means that you will be informed of the purpose for which your personal information is being collected and how to exercise your right of access to that information.

Purposes for Collection, Use, and Disclosure of Personal Information:

Personal information provided through Research Portal is used primarily for administrative purposes: to review proposals and to administer and monitor awards. Proposals are shared in confidence with expert external assessors and with review committees. CIHR, NSERC and SSHRC ensure that this information is shared, stored, and disclosed in a secure manner as per Treasury Board policies. Proposals and related documentation may be shared with relevant officials from another organization that has entered into a formal funding agreement with CIHR, NSERC or SSHRC. Further detail on the use and disclosure of personal information by NSERC is described in the Use and Disclosure of Personal Information Provided to NSERC, and by SSHRC in the Protection and Disclosure of Personal Information: Grants and in Protection and Disclosure of Personal Information: Fellowship and Scholarship Programs and in the relevant program literature. The uses and consistent uses of collected personal information are also explained in CIHR's, NSERC’s and SSHRC’s personal information banks in their Info Source chapters. Personal information is disposed of in accordance with the relevant Disposition Schedule Authority.

Consequences of not providing personal information:

As personal information is necessary to administer the application and review process, failure to provide required personal information will result in CIHR, NSERC or SSHRC not accepting the application.

Protection of and right of access to personal information:

Under the Privacy Act, individuals have the right to the protection of and access to the records held by the Agencies that hold their personal information. Additional details concerning use, protection and disclosure of your personal information can be found on the CIHR ATIP page, the NSERC ATIP page and the SSHRC ATIP pages. Consult the Canadian Common CV website for the Privacy Statement on the CCV.

Updating/correction of personal information:

If you would like to update or request a correction to your personal information, please send a Record Correction Request Form or an email to the respective Agency’s ATIP Coordinator ( ATIP-AIPRP@NSERC-CRSNG.GC.CA or with the corrections or updates. In accordance with the Directive on Personal Information Requests and Correction of Personal Information, SSHRC and NSERC will document any correction or notation made to personal information in a manner that ensures it will be retrieved and used whenever the personal information is used for an administrative purpose. This also involves notifying the individuals and public and private sector organizations that use the information for administrative purposes of any correction or notation made to the personal information. However, please note that the personal information attached to an application remains with the application as originally submitted, unless a change is needed for an administrative purpose.

Right of Complaint:

Individuals have the right to file a complaint with the Privacy Commissioner of Canada if they believe NSERC or SSHRC has mishandled their personal information.

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