Privacy Policy

Last updated: June 2026

1. Introduction

The Rnomics Platform ("we", "us", "our") is operated by the Academic RNomics and Genomics Core Platform at the Université de Sherbrooke. This Privacy Policy describes how we collect, use, and protect your personal information when you use our website (the "Platform").

By using the Platform, you agree to the collection and use of your personal information as described in this policy.

2. Personal Information We Collect

We collect the following personal information:

  • Account information: email address, first name, last name, and optionally a phone number, provided during registration.
  • Laboratory information: principal investigator (PI) name, PI email address, and laboratory membership details.
  • Submission data: sample names, reference files, and notes you provide when creating sequencing submissions.
  • Technical data: IP addresses are recorded when you download results files. Browser user-agent information may also be collected for security purposes.
  • Cookies: a session cookie is used to maintain your login, and a language preference cookie stores your language choice (English or French). Both are essential for the Platform to function.

3. How We Use Your Information

We use your personal information to:

  • Create and manage your user account
  • Manage laboratory memberships and coordinate between lab members and PIs
  • Process your sequencing sample submissions
  • Notify you when sequencing results are available
  • Record download activity for security and audit purposes
  • Communicate with you about your account or submissions

4. Information Sharing

We do not sell, trade, or otherwise share your personal information with outside organizations for commercial purposes.

Your information may be accessible to:

  • Other members of your laboratory and your PI, for coordination of submissions and results
  • Platform administrators (staff), who manage submissions, runs, and results
  • Université de Sherbrooke IT services, as required for infrastructure management and security

We may also disclose your information if required by law or to protect our legal rights.

5. Data Storage and Security

Your data is stored on servers hosted at the Université de Sherbrooke, within a PostgreSQL database protected by access controls. All data transmission is encrypted via HTTPS.

We implement reasonable technical and organizational measures to protect your personal information. However, no system is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you our services. Sequencing results and associated files are automatically deleted 30 days after becoming available. You may request deletion of your account and associated data at any time by contacting us.

7. Cookies

The Platform uses only essential cookies that are necessary for its operation:

  • Session cookie: maintains your authenticated login session (duration: 24 hours).
  • Language preference cookie: stores your preferred language (English or French) for future visits (duration: 1 year).
  • CSRF cookie: protects against cross-site request forgery attacks (essential security cookie).

We do not use tracking cookies, analytics cookies, or advertising cookies. No cookie consent banner is required as all cookies are strictly essential.

8. Your Rights

Under the Canadian Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Law 25 (Loi sur la protection des renseignements personnels dans le secteur privé), you have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your personal information
  • Withdraw your consent to the collection or use of your information
  • File a complaint regarding how your personal information is handled

To exercise any of these rights, please contact us at the email address below. We will respond to your request within a reasonable timeframe.

You may also file a complaint with the Commission d'accès à l'information du Québec (www.cai.gouv.qc.ca).

9. Contact

For any questions, requests, or complaints regarding this Privacy Policy or the handling of your personal information, please contact:

Rnomics Platform
Academic RNomics and Genomics Core Platform
Université de Sherbrooke
rnomics-fmss@usherbrooke.ca

10. Policy Changes

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.