REDCap Terms of Service

Version: 1.0
Last Updated: Dec 9, 2022

The REDCap service (“REDCap”) at the University of Victoria is provided in support of teaching, learning, and research. This user agreement (“Agreement”) describes the terms under which you may access and use the REDCap service ("Terms of Service").

In order to become or continue as a user of REDCap, you must read and accept all of the Terms of Service of this Agreement.

if you do not agree to be bound by this Agreement, you must not use or access REDCap
it may not be used for commercial or personal purposes
it may not be used to collect credit card, bank account, or similar financial information

We reserve the right to modify this Agreement at any time, and without prior notice, by posting amended Terms of Service on this site. Your continued use of REDCap indicates your acceptance of the amended Agreement.

It is the responsibility of every REDCap User to ensure that information is collected, used, or disclosed only in accordance with the university’s obligations under the Freedom of Information and Protection of Privacy Act, RSBC 1996, c 165 (“FIPPA”).

Specifically, REDCap Project Administrators must, for example,

never collect more information than is necessary to achieve the legitimate goals of the project for which the survey is undertaken.
use information collected in a survey only for the purposes for which it was collected, moreover, or for a purpose that is consistent with or substantially similar to the original purpose for which it was collected.

If you have questions about whether or not you should collect or use certain information, contact the appropriate ethics liaison. Information gathered in the survey should be shared internally on a need-to-know basis only.

Information disclosure

By using REDCap, you agree to make your name and work email address available to REDCap administrators for support and system administration.

You should not add or share personal or private information about yourself that you do not wish others to see.
Any third parties’ personal information that you publish must already be publicly available or you must have written consent from the individual prior to publishing it.

Employees and subcontractors (“Customer Support Staff”) will only access survey questions and responses (“Survey Data”) as required for the purpose of implementing, maintaining, repairing, troubleshooting or upgrading REDCap and will limit the period of access to the minimum time necessary.

You may not make the disclosure of personal information to REDCap a requirement for participation in University-related activities except as permitted by FIPPA.

For additional information or assistance on privacy obligations, contact the appropriate ethics liaison.

Research

If you are planning to use REDCap to collect personal information for research, you must seek approval from the relevant Research Ethics Board before proceeding.

Access

There are 5 (five) types of user access to REDCap:

RedCap System Administrators

are the University Systems staff responsible for the administration and maintenance of the REDCap application, servers, and database.

REDCap Project Administrators

are the UVic faculty responsible (e.g. for development, production, inactive and archived) for a REDCap project and must see that a project is in production mode before actively collecting data.

REDCap Users

are UVic affiliated users (e.g. grad students) who are granted roles on a REDCap project by the REDCap Project Administrator.

Participant Users

are study participants who have been provided access to REDCap via an identifiable link or other project-specific information to enter data into the system. They do not have any administrative roles.

Anonymous Users

are individuals who access REDCap without authentication. Typically, these are anonymous study participants but depending on the project design, they may also be part of the research team.

User responsibilities

Staff, students, or faculty at UVic are eligible to request a REDCap Project Administrator or REDCAP User accounts.

Users must read, understand, and agree to these terms before using REDCap.
They are responsible for ensuring their use of the platform corresponds to all applicable regulations, research requirements, policies, and ethical requirements.

Before gaining access, users must take training for Privacy, Information Security, and Records Management. See the table below for the training relevant to your role.

Course	Required by Faculty/Staff users	Required by Student users
Introduction to Records Management @ UVic	Yes	No
Annual Staff Privacy Training	Yes	No
TCPS 2: CORE-2022 (Course on Research Ethics)	No	Yes

All users

must have a valid institutional email address in order to be provisioned access to REDCap.
must protect their password and not share access credentials with any other individual.
must ensure that endpoints (e.g. laptops, desktops, mobile phones, etc.) they use to access the REDCap service are in compliance with UVic’s UVic Information Security Standards for endpoints.
are responsible for managing data retention including maintaining project data for as long as required and flagging a project for archive when the data is no longer required.
must immediately notify RCS (arcsupport@uvic.ca) in the event of a suspected privacy breach, in the event their access credentials are compromised or believed to have been compromised, or any other security incident.

REDCap Project Administrators hold responsibility for all data collected, its disclosure, and use, as well as ensuring adequate security and privacy training of all REDCap Users.

Project Administrator responsibilities

In addition to their responsibilities as users, Project Administrators have the obligation to provision and de-provision users within their project. Due to the confidential nature of survey information, REDCap Project Administrators and REDCap Users must be de-provisioned within 24 hours of no longer requiring access.

Data Retention and Destruction

Data stored on the platform will be managed in accordance IM7700 - Records Management Policy. Projects that have been archived will be subject to deletion after 1 (one) year. The Project Administrator may request data destruction of a project for which they are responsible.

Support

Support for REDCap, including all end-user and survey support, is provided by Research Computing Services (RCS). RCS provides support for product feature and capability questions, how to conduct surveys, technical issues, and advanced topics in using REDCap, and provides online tutorials and how-to documents.

Any issues reported by survey respondents to the REDCap Project Administrator should also be directed to RCS (arcsupport@uvic.ca). University Systems provides support for access to and authentication with REDCap only.

Requests for University Systems support can be made through the Computer Help Desk.

Copyright obligations

All use of the REDCap Service must comply with the Canadian Copyright Act and guidelines outlined by the University of Victoria Copyright Office. Nearly all text, images, audio, video, and other information created by third parties, including material found on the Internet, are subject to copyright protection.

When posting copyrighted content, you must comply with the various conditions imposed by the work’s copyright holders. The University of Victoria Copyright Office provides resources, guidelines, policies, and workshops through their website. Any questions or concerns about intellectual property should be directed to the Copyright Officer.

In using this service, you consent to receive all communications including notices, announcements, feedback, support or other information from University Systems. University Systems may provide all such communications by email or by posting them as a notice on the University Systems site.

University policies

Use of the REDCap is subject to the following University of Victoria policies and guidelines:

Service disclaimer

REDCap

REDCap is provided by REDCap Inc. and use of the service at the University of Victoria is subject to the Agreement with REDCap Consortium. These documents may change without notice from the University of Victoria or the REDCap Consortium.

Disclaimer

The University of Victoria will endeavour to ensure that REDCap is available 24 hours a day; however, access to this site may be suspended temporarily and without notice in circumstances of system failure, maintenance or repair or for reasons beyond the control of the University of Victoria.

More information about computing issues and outages can be found through the University Systems Informed feed.

The REDCap pages may contain links to other websites outside the control of the University of Victoria: the University of Victoria is not responsible for the content of these sites.
The University of Victoria provides no guarantee on the availability of content linked within the REDCap Service.
References and links to any website must not be taken as an endorsement by the University of Victoria.
Content posted within the REDCap Service must not be taken or presented as an endorsement by the University of Victoria.