We are committed to you
Here at KeyOps we believe in long-lasting and trustworthy relationships, which is why we want to earn and maintain your trust. We developed this Privacy Notice to demonstrate the measures we have taken to protect your personal information. The PrivacyNotice also serves to provide you with transparency about how we collect, use, and share your personal information when you interact with our website(www.keyops.io), mobile application (“Platform”), and any of our online products, support, and services.
If you are a California resident, please also review the California PrivacyNotice Addendum at the bottom of this Privacy Notice.
Who are we?
KeyOps is a business intelligence platform that allows healthcare practitioners to share their expertise by answering short surveys that help life science companies get insights about the industry and particular products. Our aim is to advance patient care by improving the information exchanged between physicians and life science partners for the betterment of patient care.
KeyOps provides the opportunity for physicians to feel impactful by contributing their expertise and for life science companies to be more in tune with small market changes.
What personal information do we collect?
"Personal information" is information that can directly or indirectly identify you. It includes information that relates to or could reasonably be linked directly or indirectly to a particular person. Depending on the applicable law, personal information does not include business information, such as your work email address or job title. Furthermore, de-identified or aggregated information is not considered personal information.
Why We Collect Your Personal Information?
We collect your personal information under the following circumstances:
To register for an account
When you register for an account, we require certain information about you to determine your eligibility for our Platform, process your application, set up your profile, verify your identity when you log into your account and contact you regarding your account. We need information such as your name, age, gender, email address, KeyOps unique identifier, IP address, city of residence, medical specialty, hospital affiliation, practice location, physician license number, academic history, and years of service. Some information we collect is optional and you can choose to provide it to us if you wish to do so. We will use the information you provide to us to set up your account and validate your identity. This information allows us to ensure you have the proper credentials to participate in our services as well as to curate relevant surveys to you.
To continue to provide you with services
We will use your personal information to identify which surveys or study groups you are eligible for. For example, we may process your personal information to send you survey initiations that are tailored to your specialty. We will also collect your financial information to compensate you for surveys you have completed or purchases you have made.
To provide you with a convenient experience on our Platform based on your needs and preference
For example, we may use your personal information to understand your usage patterns on our Platform so we can customize your experience, and deliver tailored messages, market research surveys, newsletters, and offers.
To communicate with you
We may use your personal information to send you information, updates, or invitations via email, telephone, or on the Platform that relate to the following:
- Survey participation, promotions, incentives, advisory boards, presentations, online medical education activities (including accredited continuing medical education activities), medical newsletters, medical alerts, events, and contests
- Respond to your inquiries or instructions
- Communicate upgrades or updates to our Platform
- Goods and services we think you would be interested in
We may also collect personal information which you voluntarily disclose when you make comments in on our website, chats, forums, video calls, or if you upload photographs or videos.
To limit our communication with you, such as withdrawing from receiving offers, invitations, or educational resources, you may withdraw your consent by unsubscribing from our communication by clicking the unsubscribe link at the bottom of the email or contacting us at email@example.com. Please refer to You Have Choices and Rights, below.
To manage our Platform and develop our services
We generally do not use personally identifiable information to improve features on our Platform, website and/or any online services or products. That means that the information we collect to provide us with insights and analytics about our services is de-identified and aggregated, and therefore we cannot identify you. We will use this de-identified and/or aggregated information for the following purposes:
- Deliver, improve, and monitor our Platform and website to ensure it is functioning as intended
- Manage our business
- Identify trends, patterns, and user base which will help us improve the functionality and efficiency of our Platform
- Measure marketing effectiveness
- Monitor suspicious activity for security and fraud purposes
To obtain industry insights and analytics
When we collect answers to market research surveys you complete, we anonymize and aggregate the information before we disclose the information to a third party for analytics and insights. Your identity will not be disclosed to the third party that requested the survey unless you give us explicit consent to do so.
To meet legal requirements and protect you
For example, we may use your personal information to:
- Meet our obligations in response to a Court Order
- Comply with our legal obligation based on legislation or regulations (e.g. tax reporting obligations or audits)
- To prevent spam, fraud, or abuse
Please note that we do not collect personal health information about individuals, and you should refrain from disclosing any patient personal health information.
How We Collect Personal Information?
(a) Directly from you
Most of the personal information we use is received directly from you, such as when you:
- Register for an account or update your profile
- Participate in a medical education activity
- Respond to an online survey
- Engage on an advisory board
- Submit comments, reviews, or other user-generated content on our Platform or website
- Request customer or technical support from us
- Otherwise submit personal information to us via the Platform or website
You also directly provide us with bank account information so we can compensate you for your participation in a survey or advisory board.
(b) From a Third Party
Life science companies occasionally provide us with a list of physicians they would like to deploy surveys to. The third-party life science company collects explicit consent from each physician on the list to disclose the information to us. Once we have this information, including an email address for the physician, we will contact the physician, by email, to seek explicit consent to participate in a survey.
We might also collect a physician’s conspicuously published name, email address and other contact information if we think the physician would find our services relevant.
(c) Use of Technologies and Cookies
We use the following types of cookies on our website or Platform:
- Strictly Necessary Cookies: These essential cookies are necessary to provide you with our services and grant you the ability to access our Platform or website.
For more information on how Google Analytics collects and processes information, as well as how you can control the information sent to Google, please review Google’s site “How Google uses data when you use our partners’ sites or apps” located at www.google.com/policies/privacy/partners/.
- Functionality Cookies: These cookies allow us to remember your choices on our Platform and Website and therefore provide you with enhanced features and personalized content. For example, these cookies help us remember your name or preferences on our Platform. While functional cookies can be disabled, this may result in less functionality while you use our Platform or website.
How and Why We Share Your Personal Information?
Since you entrust us with your personal information, we take measures to limit who we share your personal information with, how much information we share, and how your personal information will be used. We may share your personal information under the following circumstances:
To engage on our Platform
Under certain circumstances, such as when you participate on an Advisory Board, your name, profile picture and other information such as your specialty or comments you put on a chat may be viewable by others who are also on the Advisory Board. If you post comments on our website, those comments as well as your name will be made public. You should not post anything publicly if you do not wish others to see it.
To disclose survey results
Our general practice is to share anonymized market research results with third parties in aggregate form (i.e. individual user responses will not be shared). If your personal information will be revealed to a third party, such as when you participate on an advisory board or you are chosen by a third party to participate in a market research survey, we will notify you that your personal information will be disclosed and give you the option to participate. We will not reveal your personal information unless we obtain explicit consent to do so or where required by law (e.g. where we must comply with applicable adverse incident reporting requirements).
To improve our Platform and enhance our engagement with you
We may share your personal information with service providers and/or third parties to help us administer the services on our Platform. For example, we may use a service provider to host surveys, process compensation payments, provide analytics, or perform marketing services. When we disclose personal information to service providers and third parties, we do so under an agreement that they will limit their use of the personal information to perform their function only.
We may share de-identified and/or aggregated information with third parties for various purposes such as to deliver targeted advertisements or provide analytics to interested third parties. We reserve the right to process, sell, trade, or rent aggregated or anonymous information that is not associated or linked to your identity.
Where required by law
We may be legally required to share your personal information with law enforcement, government agencies or other parties. For example, we may be required to share your personal information for fraud investigations or Court Orders. We may also use your personal information to exercise our legal rights and defend against a legal claim, or otherwise required by law.
Sale or Transfer of Business
We may decide to sell, transfer, or merge our business with another entity. We will comply with our legal requirement in determining whether we can disclose your personal information.
How Do We Protect Your Personal Information?
We are committed to protecting your personal information and have implemented reasonable administrative, technical, and physical safeguards to protect against unauthorized access. However, no system is completely secure, therefore, you are advised to take steps to protect your information, such as using strong passwords, keeping your password secure and using up-to-date antivirus software. We cannot guarantee that your personal information will remain secure.
Some of our service providers or third parties may access, process, or store your personal information outside of Canada. In that case, your personal information will be subject to the laws of the jurisdiction (e.g. United States) it is accessed, processed, or stored in and may require disclosure to the government, courts, or law enforcement of that jurisdiction.
For users located in the province of Quebec, this means that our service providers may store and process your information outside of the province of Quebec and may store, process, or access your information outside of Canada.
Our Platform and website may contain links to other websites not operated or controlled by KeyOps (“third-party websites”). The information you share with third-party websites will be governed by the privacy policies and terms of service of the third-party website and not this Privacy Notice. By providing these links, we do not imply that we endorse or have reviewed these websites or their privacy practices. Please contact the third-party websites directly for information on their privacy practices and policies.
How Long Do We Keep Your Personal Information?
We retain your personal information for as long as necessary to fulfill the purpose for which we collected the information unless we are required or permitted by law to retain it for longer. When your personal information is no longer required, we securely destroy or anonymize the data so that it no longer identifies you.
You Have Choices
Providing and withdrawing consent
By registering on our Platform, enlisting for our newsletter, or directly communicating with us, you are providing us with consent to the collection, use and disclosure of personal information. At times we may rely on your “implied” consent (i.e. we assume you provide us consent based on your activity). We assume we have your consent to continue to collect, use or disclose your personal information unless you tell us otherwise.
There are instances in which we will ask you for “explicit” consent, such as when a third party would like to know the identity of the survey responder or would like to invite a physician to participate on an Advisory Board. We will not disclose your identity without first seeking your explicit and informed consent.
Where implied or explicit consent was obtained, you have the option to withdraw your consent at any time, subject to legal or contractual restrictions. For example, you may unsubscribe to our newsletter or other correspondence we send you by clicking the “unsubscribe” link or contacting us at firstname.lastname@example.org .
If you choose to withhold or withdraw your consent, we may not be able to process your personal information which may affect the way you are able to interact with our Platform. It may also affect your ability to participate in certain activities, such as participate on an Advisory Board. Withdrawing your consent will not affect the lawfulness of any processing that was conducted prior to your withdrawal.
You also have the right to delete your account. In order to do so contact email@example.com to request deactivation and deletion of your account.
For further information about how to manage your privacy settings, you may reach us at firstname.lastname@example.org
You Have Rights
Depending on the applicable legislation, you may have certain rights that you may exercise. To exercise your rights, please prepare a written request.
Right to access
You have access to your profile on the Platform which you can review and correct at any time. If you need access to your personal information which you cannot readily obtain on our Platform, please submit a written request to email@example.com. We will provide you with access to your personal information, within a reasonable time and at a minimal or no cost in accordance with applicable law.
It is your responsibility to provide us with accurate and up-to-date personal information. If you identify an inaccuracy or incompleteness in your personal information, we will update our records and notify third parties in accordance with applicable laws.
In certain circumstances, we may not be able to provide you with access to your personal information such as if doing so would be extremely impractical, reveal personal information about another user or a third party, or the information is protected by solicitor-client privilege. If you are unsatisfied with our response to your access and/or correction request, you may bring it to the attention of the Privacy Commissioner of Canada or the Privacy Commissioner of your province or territory.
Right to rectification
You have the right to ask us to rectify personal information you think is inaccurate or incomplete. We may, however, need to verify the accuracy of the new information you provide to us.
Right to be forgotten
You have the right, with various exceptions, to restrict our dissemination of your personal information, including delisting from search results.
We May Change Our Privacy Notice
We will occasionally update this Privacy Notice. We recommend that you check our Privacy Notice from time to time to keep yourself informed of any changes. If you continue to use our Platform or visit our website at any time after we posted our revised Privacy Notice, we will assume you agree to the changes made to the Privacy Notice.
If we make significant changes to our Privacy Notice, we will post a notice on our website and depending on the circumstance, we may communicate those changes with you via email or application notification.
Do You Have Questions?
We want to answer your questions, so you feel comfortable with the personal information you entrust us with. You can contact us by email at firstname.lastname@example.org or post mail at:
155 Queens Quay E
Suite 200 Box 87
Toronto, ON M5A 0W4
Effective June 1st, 2023
California Privacy Notice Addendum
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (“CCPA”).
This Addendum solely applies to consumers who are California residents and supplements the information contained in KeyOps’ Privacy Notice. The Addendum does not apply to job applicants or employees.
We may make changes to the Addendum. Please refer to the Addendum from time to time to keep yourself informed of how we may collect, use, and share your personal information.
Information We Collect
We collected the following categories of personal information from consumers within the last twelve (12) months for business purposes:
Categories of Sources
We obtain personal information from the following sources (see Privacy Notice for more information):
- Directly from you
- From third parties
- Indirectly from you through technologies and cookies
Use of Personal Information
For more information about how we use your personal information for business purposes, please see Why Do We Collect Your Personal Information in the Privacy Notice.
Sharing Personal Information
In the past 12 (twelve) months, we disclosed the following categories of personal information for a business purpose:
- Category A: Identifiers
- Category B: Personal information categories
- Category C: Protected classified characteristics
- Category F: Internet or other similar network activities
- Category G: Geolocation
- Category H: Sensory data
When we disclose personal information to a third party, we enter into a contract with them that limits their use of the personal information and to keep it confidential.
We disclose your personal information for a business purpose to the following categories of third parties:
- Service providers
- Third parties with whom you provided us consent to share your personal information with
- Third parties such as cookie information recipients
You have the right to ‘opt-out’ of us sharing your personal information in terms of this section by clicking following the process described below under “Your Rights”.
Sale of Information
We do not sell personal information. No category of personal information has been sold in the preceding 12 (twelve) months.
As a California resident, you have the following rights, subject to certain exceptions and limitations:
- Right to know, over the past 12 months, the categories and specific personal information we collect, use, disclose, and sell about you, the categories of sources from which we collected your personal information, our purposes for collecting or selling your Personal Information, the categories of your personal information that we have either sold or disclosed for a business purpose, and the categories of third parties with which we have shared personal information.
- Right to access and portability of personal information that we collected over the past 12 (twelve) months. You also have the right to request we provide you with a copy of the personal information we collected in a portable, readily reusable format that allows you to transmit the information to a third party.
- Right to delete the personal information we have collected from you or maintain about you.
To exercise your right, please submit your request to email@example.com. When you make a request, we will confirm your verifiable consumer request and attempt to fulfill the request subject to applicable exceptions as outlined in the law. We may request more information to be able to verify who you are and identify you in our system based on the information we currently have. Please also refer to You Have Choices and Rights, above.
If we do not get a verifiable request, which contains sufficient information to verify you and describes your request with sufficient detail, we may not be able to fulfill your request. We might also not be able to fulfill your request because we cannot identify you in our system or your personal information was already deleted based on retention periods.
We will confirm we received your request within 10 (ten) business days from the date of receipt. We will verify the process for you and seek additional information if it is necessary. We may also ask that you to provide us with an attestation that you are who you claim to be.
We will process your request within 45 (forty-five) days of the receipt. Should we require a time extension, we will inform you in writing.
We will not discriminate against you for exercising your CCPA right.