Terms of Use
Effective: September 01, 2023
Last updated: September 02, 2026
1. Purpose and Scope
These Terms of Use (“Terms”) govern your access to and use of UHN Protocols.
UHN Protocols is owned and operated by ProtologiQ and is made available to authorized users in connection with participating departments, programs, divisions, services and other organizational units.
By creating an account, accessing UHN Protocols or using any of its functions, you agree to these Terms.
If you do not agree with these Terms, you must not use UHN Protocols.
2. Definitions
For these Terms:
“ProtologiQ Corp” means the company that owns and operates UHN Protocols and provides the underlying software, technical infrastructure, maintenance, support and related services.
“ProtologiQ” means ProtologiQ Corp.
“UHN Protocols” means the software application and related services owned and operated by ProtologiQ Corp., including the UHN Protocols website, the UHN Protocols mobile applications for iOS and Android, and the related software, databases, infrastructure, systems and functionality through which the service is provided.
“Platform” means the technical environment through which UHN Protocols is provided.
“Participating Department or Program” means a department, program, division, service or other organizational unit that separately subscribes to UHN Protocols under an agreement with ProtologiQ and is authorized to use UHN Protocols and/or make Content or functionality available through it.
Current Participating Departments or Programs include the Department of Thoracic Surgery, Toronto General Hospital, University Health Network (“UHN”) and the Toronto Lung Transplant Program, Toronto General Hospital, UHN.
Other departments, programs, divisions, services or organizational units may become Participating Departments or Programs in the future by entering into their own applicable subscription or licence agreement with ProtologiQ Corp.
Each Participating Department or Program has its own subscription or licence, Content, Users, permissions and authorized functionality. Participation by one Participating Department or Program does not provide another department, program or organizational unit with access to UHN Protocols or to that Participating Department or Program’s Content or functionality unless separately authorized.
“Content” means protocols, procedures, practice resources, reference materials, tables, flowcharts, instructional videos, compendia, schedules and other educational, instructional or practice-related materials made available through UHN Protocols by or on behalf of a Participating Department or Program.
“Content Administrator” means an individual specifically authorized to administer Content for a Participating Department or Program.
“User” means an individual who has an account and is authorized to access UHN Protocols or particular Content or functionality.
“Supervisor” means an individual who has been authorized to review or manage particular User information or activities through UHN Protocols.
Where these Terms refer to a Participating Department or Program, the reference applies only to the particular department or program whose subscription, Content, Users or functionality is relevant. Authorization or participation by one Participating Department or Program does not, by itself, extend to another.
3. Account and Department or Program Authorization
Every function of UHN Protocols requires an account, including the application process.
Your account does not, by itself, provide access to all Content, functionality, applications, records or other resources available through UHN Protocols.
Access is granted according to the specific permissions and authorizations associated with your account.
A Participating Department or Program may authorize Users to access the Content and functionality that it makes available through UHN Protocols. Authorization by one Participating Department or Program does not, by itself, authorize access to Content or functionality provided by another Participating Department or Program.
For example, authorization to access Content provided by the Department of Thoracic Surgery, Toronto General Hospital, University Health Network UHN does not automatically authorize access to Content provided by the Toronto Lung Transplant Program, Toronto General Hospital, University Health Network UHN. Similarly, affiliation with UHN, by itself, does not establish authorization to access UHN Protocols or any particular Content or functionality.
Each Participating Department or Program is responsible for determining which individuals are authorized to access its Content and functionality, subject to its agreement with ProtologiQ and applicable law.
ProtologiQ provides and administers the technical mechanisms through which access permissions are established, maintained, changed, restricted and removed. ProtologiQ may assist a Participating Department or Program with user-access administration and troubleshooting but does not, solely by providing that technical assistance, determine an individual’s institutional eligibility or entitlement to access.
4. Account Security
You are responsible for maintaining the confidentiality of your login credentials and for taking reasonable steps to protect your account.
You must not share your password or permit another person to use your account.
You must promptly report suspected unauthorized access, compromised credentials or other security concerns through the designated support process.
You are responsible for activity performed through your account except to the extent the activity results from circumstances outside your reasonable control.
ProtologiQ may require password changes, multi-factor authentication or other security measures where reasonably necessary to protect UHN Protocols, its Users or participating organizations.
5. Educational, Instructional and Practice Content
UHN Protocols provides educational, instructional and practice-related Content developed, approved or provided by Participating Departments or Programs, including protocols, procedures, practice resources, reference materials, tables, flowcharts, instructional videos, compendia and other materials.
This Content forms part of the applicable Participating Department or Program’s educational, training and practice activities and is intended to be used by authorized Users in accordance with the requirements of that Participating Department or Program and the relevant department, program or clinical setting.
Each Participating Department or Program is responsible for the Content that it provides or approves for publication through UHN Protocols.
ProtologiQ may provide technical assistance with entering, formatting, updating, organizing or displaying Content, including minor Content updates requested by the applicable Participating Department or Program. Providing such technical assistance does not make ProtologiQ the author or substantive approver of that Content unless expressly agreed otherwise.
Participating Departments or Programs may review, update, correct, supplement or replace their Content from time to time.
Inadvertent errors, omissions, transcription errors, formatting errors, display errors, versioning errors or other inaccuracies may occur when Content is created, entered, uploaded, converted, updated or displayed through UHN Protocols.
If you identify an apparent error, omission, inconsistency or other concern with Content, you should report it through the designated process so that it can be reviewed and, where appropriate, corrected or updated.
Where a Participating Department or Program identifies a material error or important update, the applicable Content may be corrected or replaced and, where appropriate, affected Users may be notified.
The current version of Content published through UHN Protocols is the version intended for use through UHN Protocols. Content may display an effective date, revision date, version number or other version information.
Users should rely on the current version available through UHN Protocols rather than copies that have been downloaded, printed, reproduced or retained elsewhere.
A Participating Department or Program may add, remove, revise, correct, update or replace its own Content at any time.
6. Content Administration and Permissions
A Participating Department or Program may have permissions established by ProtologiQ that allow it to provide, manage or administer its own Content through UHN Protocols.
Its authority is limited to the Content and functionality for which it has been expressly authorized.
A Participating Department or Program that is authorized to provide access to its Content does not, solely because of that authorization, have permission to add, modify, delete, publish or administer Content belonging to another Participating Department or Program.
Access to UHN Protocols as a User does not give the User permission to add, modify, delete, publish or administer Content.
Content-administration permissions may be assigned only to individuals expressly authorized for that purpose.
ProtologiQ controls the technical permissions and functionality through which Content administration occurs. The applicable Participating Department or Program remains responsible for deciding who is authorized to administer its Content.
Content provided by one Participating Department or Program remains separate from Content provided by another, even where both are part of the same hospital, university, health system or other institution.
7. Calculators and Other Tools
UHN Protocols may provide calculators, tables, decision-support tools, reference tools or other interactive functionality.
Users must use these tools in accordance with applicable professional responsibilities, institutional requirements and the instructions associated with the relevant tool.
Where a tool depends on information entered by a User, its output may be affected by incomplete, incorrect or inappropriate input.
Users are responsible for confirming that information entered into a tool is accurate and appropriate for the intended use.
Apparent errors or unexpected outputs should be reported through the designated process.
8. Learning Records and User-Created Notes
UHN Protocols may allow Users to record educational activities, practical learning experiences, journal entries, progress information or personal learning notes.
User-created learning notes are intended for educational and training purposes.
Where a User is associated with a Supervisor or training program, authorized Supervisors may be permitted to review relevant learning records or User-created notes.
Users should not enter information about patients or other individuals unless expressly permitted by the applicable feature and authorized under applicable law and policy.
If a note-taking feature is modified or discontinued, existing records may continue to be retained in accordance with applicable legal, institutional, contractual and records-management requirements.
The discontinuation of a feature does not necessarily result in immediate deletion of information previously created through that feature.
9. Leave Requests
UHN Protocols may allow authorized Users to submit requests for leave or other absences.
Submitting a leave request through UHN Protocols does not mean that the leave has been approved.
Users remain responsible for complying with the leave rules, notice requirements and procedures applicable to their employment, appointment, fellowship, residency, training program or other relationship.
Applicable leave requirements may be presented through the leave request form or otherwise communicated by the relevant Participating Department or Program.
Leave requests may be reviewed, approved or declined by authorized Supervisors, department heads or other designated individuals.
UHN Protocols may record information relating to the submission, modification, review, approval or decline of a request, including timestamps and status information.
These records may be used to confirm the history of a request or investigate questions or disputes concerning its submission or processing.
ProtologiQ provides the technical functionality through which leave requests are submitted and processed but does not make substantive leave-approval decisions unless expressly authorized to do so.
10. Shared Calendars and Scheduling Information
UHN Protocols may display scheduling and leave information to members of an authorized group for operational, planning or coordination purposes.
The information displayed may include a User’s name, relevant dates and a status such as pending or approved.
The Platform should not be used to display detailed or sensitive reasons for leave unless such information is necessary, authorized and permitted by applicable law and policy.
Access to shared calendar information is limited according to applicable permissions.
ProtologiQ may provide technical assistance with schedule updates and corrections at the request of an authorized Participating Department or Program.
11. Applications for Fellowships, training opportunities or other programs.
UHN Protocols may provide functionality through which individuals can apply for fellowships, training opportunities or other programs.
An account is required to use application functionality.
Applications may remain active for an extended period while an application, selection, interview, credentialing or appointment process is underway.
The applicable Participating Department or Program is responsible for establishing the eligibility criteria, application requirements and substantive selection process for the opportunity.
ProtologiQ provides the technical application functionality but does not make admission, hiring, fellowship, appointment or selection decisions unless expressly authorized to do so.
Submission of an application does not guarantee an interview, appointment, position, fellowship or other outcome.
12. Applicant Information and Documents
Applicants may be required to provide information and upload documents such as curricula vitae, letters of recommendation, supporting statements or other materials required for an application.
Applicants are responsible for ensuring that information they provide is accurate and that they are authorized to submit the documents and information included in their application.
Application information may be made available to authorized individuals involved in the relevant application, selection, review or administrative process.
Application records will be retained in accordance with the Privacy Notice and applicable legal, institutional and records-management requirements.
13. Acceptable Use
You must use UHN Protocols only for authorized purposes and in accordance with applicable law, professional obligations, institutional policies and these Terms.
You must not:
- access or attempt to access information, Content, accounts or functionality for which you are not authorized;
- share another person’s credentials or allow another person to use your account;
- interfere with or attempt to bypass security or access controls;
- introduce malicious code or use UHN Protocols in a manner that may damage, impair or disrupt the Platform;
- copy, scrape, extract or systematically reproduce Content except as authorized;
- use UHN Protocols or its Content for unlawful, misleading or unauthorized purposes; or
- attempt to determine or exploit vulnerabilities in UHN Protocols without ProtologiQ Corp’s prior written authorization.
14. No Patient Personal Health Information
UHN Protocols is not intended for the entry, storage or communication of patient personal health information unless a particular function has been expressly designed, approved and authorized for that purpose.
Users must not enter patient-identifying information or patient personal health information into general notes, journals, free-text fields, application materials, leave requests or other areas not expressly designated for such information.
Where appropriate, UHN Protocols may display reminders such as:
“Do not enter patient-identifying information or personal health information into this field.”
Users remain responsible for complying with applicable privacy, confidentiality and professional requirements.
15. Intellectual Property
ProtologiQ owns or licenses the Platform, including the UHN Protocols software, source code, object code, system design, interfaces, databases, technical infrastructure and related technology.
Except for rights expressly granted under an applicable agreement, no ownership interest in the Platform is transferred to a User or Participating Department or Program.
Content supplied by or on behalf of a Participating Department or Program remains owned by that Participating Department or Program or by the third party from whom it has obtained the applicable rights.
ProtologiQ does not acquire ownership of a Participating Department or Program’s Content merely because the Content is hosted, formatted, maintained or displayed through UHN Protocols.
Users receive a limited, non-exclusive, non-transferable right to access and use UHN Protocols and authorized Content for the purposes for which access has been granted.
Users must not reproduce, distribute, publish, modify, sell, sublicense or commercially exploit Content except where expressly permitted.
16. Fees and Paid Content
Participating Departments or Programs separately subscribe to UHN Protocols under agreements with ProtologiQ and may pay applicable licence, support or service fees.
Those commercial arrangements are governed by the applicable agreement between ProtologiQ and the Participating Department or Program and are not governed by these User Terms except where expressly stated.
Certain Content, programs, resources or functionality may also be made available to individual Users on a paid basis where supported by UHN Protocols.
Where a User is required to pay for access, the applicable fee, payment terms, access period and other material terms will be presented before the User completes the applicable purchase or subscription.
The party responsible for processing and receiving payment will be identified through the applicable payment process.
Payment for access to Content does not transfer ownership of that Content or grant rights beyond the access expressly provided.
Payment or authorization for Content provided by one Participating Department or Program does not, by itself, provide access to Content or functionality provided by another.
Paid access may end when the applicable access period expires, the Content is withdrawn, authorization is revoked or otherwise in accordance with the applicable terms.
17. ProtologiQ Support and Platform Services
ProtologiQ operates and maintains UHN Protocols and provides technical and support services associated with participating subscriptions.
Depending on the applicable arrangement, these services may include:
- technical support;
- maintenance of the Platform;
- routine or minor software updates;
- minor Content updates requested or approved by an authorized Participating Department or Program;
- schedule updates;
- user-access administration; and
- troubleshooting of access or functionality.
ProtologiQ Corp’s performance of these services does not transfer responsibility for a Participating Department or Program’s substantive Content, institutional rules, educational decisions, leave decisions, application decisions or other matters that remain within that Participating Department or Program’s authority.
Material Content development, substantial revisions, custom development or other services outside the applicable support arrangement may be subject to separate arrangements between ProtologiQ and the Participating Department or Program.
18. Third-Party Content and Services
UHN Protocols may contain links to, integrate with or display information from third-party services.
ProtologiQ does not control third-party services and is not responsible for their availability, terms, privacy practices or content.
Your use of a third-party service may be subject to separate terms imposed by that provider.
19. Privacy and Personal Information
Personal information collected, used, disclosed, stored or otherwise processed through UHN Protocols will be handled in accordance with the UHN Protocols Privacy Notice and applicable law.
The responsibilities of ProtologiQ and the applicable Participating Department or Program may differ depending on the type of information and the functionality being used.
20. Electronic Communications
UHN Protocols may send administrative, security, application, scheduling, leave, educational or other service-related communications.
Certain communications may be necessary for operation of the service and may not be optional while you maintain an active account.
Where optional communications are offered, available preference or unsubscribe mechanisms will be provided as appropriate.
Users are responsible for maintaining accurate contact information associated with their account.
21. Availability and Technical Problems
ProtologiQ will use reasonable efforts to operate and maintain UHN Protocols but does not guarantee uninterrupted or error-free availability.
Access may be temporarily restricted because of maintenance, updates, security issues, network failures, third-party service failures or circumstances outside ProtologiQ Corp’s reasonable control.
Users should report technical problems through the designated support process.
Where time-sensitive institutional action is required and UHN Protocols is unavailable, Users remain responsible for following any alternative procedure established by the applicable Participating Department or Program.
22. Changes to UHN Protocols and These Terms
ProtologiQ may modify UHN Protocols, including its functionality, technical design and features.
Participating Departments or Programs may separately add, remove or modify their own Content, programs and functionality within the permissions available to them.
ProtologiQ may update these Terms from time to time.
Where a change is material, reasonable notice may be provided through UHN Protocols, by email or by another appropriate method.
Continued use of UHN Protocols after updated Terms become effective constitutes acceptance of the revised Terms.
23. Suspension and Termination
ProtologiQ may suspend or restrict access to UHN Protocols where reasonably necessary for security, maintenance, legal compliance or operation of the Platform.
A Participating Department or Program may determine whether an individual remains authorized to access the Content and functionality that it makes available through UHN Protocols.
Authorization granted by one Participating Department or Program does not automatically authorize access to Content or functionality made available by another Participating Department or Program.
Access to UHN Protocols or particular Content may end when a User’s applicable authorization, subscription or other access right ends.
ProtologiQ may suspend or terminate access where reasonably necessary to protect UHN Protocols, its Users, its systems or third parties, or where required by law or an applicable agreement with a Participating Department or Program.
Upon termination, provisions of these Terms that by their nature should continue will remain in effect.
24. Disclaimer
ProtologiQ provides the Platform and related technical services with reasonable care but cannot guarantee that UHN Protocols will be completely free from technical defects, interruptions, transmission problems or software errors.
Nothing in these Terms limits responsibilities that cannot lawfully be excluded or limited.
Nothing in these Terms changes the professional, institutional, educational, employment, appointment or other responsibilities that otherwise apply to a User or Participating Department or Program.
25. Limitation of Liability
To the extent permitted by applicable law, ProtologiQ will not be liable for indirect, incidental, special or consequential loss arising solely from the use of or inability to use UHN Protocols.
ProtologiQ is not responsible for substantive decisions made by a Participating Department or Program, including decisions concerning educational assessment, access authorization, scheduling, leave, applications, appointments, selection or employment.
Nothing in these Terms excludes or limits liability where doing so would be prohibited by applicable law.
Any additional allocation of liability between ProtologiQ and a Participating Department or Program is governed by their separate agreement.
26. Governing Law
These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in Ontario.
Any dispute concerning these Terms will be subject to the jurisdiction of the courts of Ontario, except where applicable law requires otherwise.
27. General
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in effect.
A failure to enforce a provision does not constitute a waiver of that provision.
These Terms, together with the Privacy Notice and any additional terms expressly applicable to particular functionality, constitute the terms governing a User’s use of UHN Protocols.
Separate agreements between ProtologiQ and Participating Departments or Programs continue to govern their respective commercial, subscription and service relationships.
28. Contact Information
Questions about UHN Protocols, account access, technical support or these Terms may be directed to:
ProtologiQ Corp
192 Spadina Ave., Suite 319
support@protocols.me
Questions concerning a Participating Department or Program’s Content, eligibility requirements, leave decisions, applications, educational requirements or other substantive matters should be directed to the applicable Participating Department or Program.