National Research Mentoring Network (NRMNet) Information and Privacy Policy

I. Information Collection and Use

NRMNet and the National Institute of Health (NIH) is the sole owner of the information collected on the NRMNet website. The data collected will be used for program evaluation as per NIH policy.

II. User Profiles

(a) Creating a User Profile

Upon first login, a User completes an initial profile with answers to a series of questions. These answers provide information that include, but is not limited to, personal information (for example, name and e-mail address); demographic data (for example, ethnicity and gender); professional credentials (for Mentor/Coaches); name of college or university and enrollment status (for Mentees); preferred attributes of potential matches; and interest or comfort in discussing specific issues (for example, work-life integration). NRMNet uses this information to determine the User’s eligibility to participate in the NRMNet Programs. NRMNet may post aggregated demographic data about its participants on the NRMNet website; this aggregated demographic data is not linked to any personally-identifiable information. Refer to the  of this document for detailed information on NRMNet Sponsors and the conditions under which some personal data may be shared with NRMNet Sponsors and other parties.

(b) Updating a User Profile

At any time, a User may log in and edit information in the User’s User Profile.

(c) Removing a User Profile

At any time, if a User no longer wishes to participate in the NRMNet Program, the User may log in and remove the User’s User Profile by contacting NRMNet staff via e-mail (

(d) Hiding a User Profile

If a User is a prospective Mentor/Coach or Mentee, and if the User wishes to suspend the User’s participation in the Program, the User may log in and hide the User’s User Profile. The User Profile remains stored on the NRMNet database, but it is not used for potential matches and cannot be viewed by Mentees or Mentor/Coach. If the User later decides to participate again, the User may log in and unhide the User’s User Profile.

III. Cookies

A cookie is a piece of data that contains information about a User and that is stored by a browser (for example, Internet Explorer, Firefox, or Chrome) in memory on the device (for example, computer, tablet or smartphone) on which the browser executes. NRMNet uses cookies to maintain user session data, including but not limited to login time and session duration. Usage of a cookie, however, is not linked to any personally-identifiable information while the User is on the NRMNet website. Once the User terminates the browser, the cookie is deleted, unless the User has chosen to have the User’s username and password remembered for one-click login, in which case a cookie resides on the User’s device. If a User rejects the cookie, the User will not be able to use the NRMNet website.

IV. Log Files

NRMNet uses IP addresses to analyze trends, administer the website, track user movement, and gather broad demographic information for aggregate use. IP addresses are not linked to personally-identifiable information.

V. Sharing of Information

(a) Sharing of Information within the NRMNet Program

A User’s Public User Profile becomes visible to other Users during the matching process. The attributes visible in a User’s Public User Profile is a subset of all the attributes in the User’s User Profile. When a User answers questions to populate attributes in their User Profile, the visibility of the attribute’s value in the User’s Public User Profile is specified in the information bubble associated with the question asked.

NRMNet uses the profile data associated with each Mentor/Coach and each Mentee to make intelligent recommendations on potential matches, potential training opportunities and workshops.

(b) Sharing of Information with the National Institute of Health (NIH), NRMNet Funder, and the Coordinating and Evaluation Center (CEC).

NRMNet will share identifiable data with the National Institute of Health and the Coordinating and Evaluation Center (CEC), a program funded by NIH.

(c) Sharing of Information with Various Other Parties

Support or other involvement of industry or any other third party in the study (e.g., participation by the third party; involvement of project resources or citing the name of the study or NIH support; or special access to project results, data, findings or resources) may be advantageous and appropriate. However, except for licensing of patents or copyrights, support or involvement of any third party will occur only following notification of and concurrence by NIH.

The sponsors may be interested in interviewing Users about their experiences with the NRMNet Program. If a User gives permission in the User’s User Profile to be interviewed by the sponsors or their representatives, NRMNet may provide them with the User’s name and e-mail address.

VI. Links to Third-party Web Sites and Dealings with Advertisers and Sponsors

The NRMNet website may contain links to websites of third parties, including without limitation, advertisers and sponsors, which are not under the control of NRMNet. NRMNet is not responsible for the content of any linked website or any link contained in a linked website, or any changes or updates to such websites. NRMNet provides these links only as a convenience, and the inclusion of any link does not imply that NRMNet endorses or accepts any responsibility for the content on such third-party website. A User’s correspondence or dealings with, or participation in promotions of, advertisers or sponsors found on or through the NRMNet website (including payment and delivery of related goods or services, any personal information or opt-in contact information voluntarily given to advertisers and sponsors, and any other terms, conditions, warranties or representations associated with such dealings) are solely between the User and such advertiser or sponsor. NRMNet will not be responsible or liable for any loss or damage of any sort incurred as the result of any such dealings, including the sharing of the information the User supplies to NRMNet with advertisers or sponsors, or as the result of the presence of such advertisers on the MNRMNet website. NRMNet is not responsible for the privacy practices of third-party websites. Users should be aware of when they leave the NRMNet website and should read the privacy policy of each and every website that collects personally-identifiable information. This document NRMNet Information and Privacy Policy) applies solely to information collected by NRMNet under the and domain names.

VII. Evaluation

NRMNet is founded by the National Institutes of Health and as part of the funding, information will be collected to evaluate the impact NRMNet is having.  This is not an evaluation of any mentor or mentee, rather it is of NRMNet as a whole.  The information will be used to improve NRMNet and begin to gauge its effectiveness.  Periodically you may be asked to complete a 10 second or 2 minute survey and annually you will be asked to complete a longer survey.  Participation is voluntary but we would very much appreciate your participation.  All information collected is confidential and no individually identifiable information will ever be released.  If you are interested, we will be happy to give you copies of the results

VIII. Security

NRMNet undertakes commercially reasonable precautions to protect User’s Information from loss, misuse and unauthorized access, disclosure, alteration or destruction. Despite these precautions, resolute hackers may wrongfully gain access to your Personal Information. Although such unauthorized access is unlikely, NRMNet informs Users here of this risk and advise Users that NRMNet is not liable for any damages caused by such unauthorized access.

IX. Email Options

Users in the NRMNet Program are automatically added to the NRMNet organization mailing list, which is delivered from a mailing-list subscription service (e.g., Constant Contact, MailChimp). Users will receive quarterly newsletters and may occasionally information on partners’ products, services, and special deals. Users may manage their subscriptions via the delivery service.

There are, however, two types of e-mailings that all Users agree to receive when they join the NRMNet Program, and they do not have the option to opt out of receiving these e-mails. These e-mails are invitations to participate in NRMNet evaluation; and site and service updates. Therefore, NRMNet will disable the User Profiles of Users who request not to receive any e-mail from NRMNet.

X. Site and Program Updates

NRMNet sends Program announcement updates to Users. Users cannot unsubscribe from Program announcements, which contain important information about the Program. NRMNet may communicate with Users via e-mail or phone to provide requested information about the Program and to address issues related to Users’ accounts.

XI. Notification of Changes and Acceptance of Information and Privacy Policy

If NRMNet decides to change the NRMNet Information and Privacy Policy, NRMNet will post the changes on the NRMNet website so that Users are aware of what information NRMNet collects, how NRMNet uses it, and under which circumstances, if any, NRMNet discloses it. NRMNet reserves the right to modify the NRMNet Information and Privacy Policy at any time, so NRMNet encourages Users to review our website frequently for such notices. A User’s continued use of any portion of our website following posting of the updated privacy statement will constitute the User’s acceptance of the changes.

XII. Revision Date

Approved by the University of North Texas Legal Department: March 13, 2015 and August 21, 2019

Effective: March 23, 2015

Revised: August 21, 2019