Privacy Policy

Last updated: October 28, 2025

Who we are

GridVue Lab (“we,” “us,” or “our”) is a research & development lab within University of Ottawa, located at CBY E016-161 Louis-Pasteur Private, Ottawa, ON K1N 1A2. You can contact us at gridvue@uottawa.ca for privacy questions.

What this policy covers

This policy explains how we collect, use, disclose, and protect personal information when you visit our website gridvue.ca, contact us, subscribe to updates, apply for roles, or participate in our research projects. If you are part of a research study, see “Research participants” below for additional details.

Information we collect

1) Information you provide to us

Contact & inquiries: name, email, phone, organization, message content.
Subscriptions & events: your email preferences, RSVPs, attendance information.
Careers & collaborations: CV/resumé, cover letter, portfolio links, funding or collaboration proposals.
Research participation (if applicable): consent forms, survey/interview responses, audio/video recordings, and study metadata (see the Research section for specifics).

2) Information we collect automatically

Usage & device data: IP address, browser type/version, device type, operating system, pages viewed, time on page, referring pages/links.
Cookies & similar tech: used for core site functions (e.g., session management), analytics, and—if enabled—marketing (see Cookies).

3) Information from third parties

Analytics/hosting/CDN: aggregated metrics, performance and security signals.
Recruitment/HR platforms (if used): application status and communication history.
Event platforms (if used): registration and attendance data.

How we use your information

Provide, operate, secure, and improve our website and services.
Respond to inquiries and manage collaboration or media requests.
Manage subscriptions, newsletters, and event communications.
Evaluate applications for roles, internships, and collaborations.
Conduct and administer research studies (see Research participants).
Comply with legal obligations and enforce our terms.

Legal bases (EU/UK visitors)

Where GDPR/UK GDPR applies, we rely on: consent (e.g., newsletters, optional cookies), contract (e.g., event registrations), legitimate interests (e.g., site security, core analytics), and legal obligations. You may withdraw consent at any time.

Research participants

If you participate in our studies, we will provide a study-specific consent form describing:

Purpose & procedures of the research.
What data we collect (e.g., survey responses, interview audio, physiological signals, device logs).
Lawful basis & consent, and whether data is anonymized, pseudonymized, or identified.
Who will access your data (study team; approved collaborators under agreements).
Where data is stored and retention period.
Risks/benefits, voluntary participation, and withdrawal options.
Ethics/IRB/REB approval information and contacts for questions or complaints.

If study materials differ from this website policy, the study consent form governs your participation data.

How we share information

We do not sell personal information. We share data with:

Service providers acting on our behalf (hosting, CDN, analytics, email, event tools, recruitment).
Research collaborators under written agreements and only as approved by ethics boards and/or your consent.
Legal/regulatory authorities when required by law or to protect rights, safety, and security.

All providers are required to process data only per our instructions and to protect it appropriately.

International transfers

Your information may be transferred to and processed in countries other than your own. Where required, we use safeguards such as Standard Contractual Clauses or equivalent mechanisms.

Data retention

We retain personal information only as long as necessary for the purposes above, then delete or anonymize it according to our retention schedules. Research data follows study-specific retention timelines and ethics requirements.

Security

We use administrative, technical, and physical safeguards proportionate to the sensitivity of the data (e.g., access controls, encryption in transit, logging). No method of transmission or storage is 100% secure.

Your rights & choices

Access, correction, deletion

Depending on your jurisdiction (e.g., PIPEDA in Canada, GDPR/UK GDPR in the EU/UK, CPRA in California), you may have the right to access, correct, delete, or receive a copy of your personal data, and to object or restrict certain processing. Contact [privacy@yourdomain] to make a request.

Marketing preferences

You can unsubscribe from newsletters using the link in each email or by contacting us.

Cookies

You can control cookies in your browser settings. If you are in a region requiring consent for non-essential cookies, we use a consent banner to capture and honor your choices. See Cookies below.

Cookies

We use:

Strictly necessary cookies for core site functions and security.
Analytics cookies to understand traffic and improve content (e.g., privacy-centric analytics or GA4 with IP anonymization and limited retention).
Optional marketing/embedded media cookies (e.g., YouTube, social embeds) only with your consent.

You can change your cookie preferences at any time via our banner or by clearing cookies in your browser.

Children’s privacy

Our site is not directed to children under the age of 13 (or the age of digital consent in your region). We do not knowingly collect data from children on the website. Research involving minors—if any—follows ethics approvals and parental/guardian consent processes.

Third-party links

Our site may link to external websites or embedded content. Their privacy practices are governed by their own policies.

Changes to this policy

We may update this policy to reflect changes in our practices or legal requirements. We’ll post the updated version here and revise the “Last updated” date. Material changes may be communicated more prominently.

Contact us

Mailing address: GridVue Lab, 161 Louis-Pasteur Private, Ottawa, ON K1N 1A2
For research participants: Refer to your consent form or contact the study team at [study-contact@yourdomain].