Privacy Policy

1. Introduction

The Environmental Impact Review Board (EIRB) is committed to protecting the privacy of individuals who access and use the EIRB Registry. This Privacy Policy describes how personal information is collected, used, disclosed, stored, and protected through the Registry.

The EIRB Registry serves as the official online record for environmental impact review proceedings. It supports public access to review information, document submissions, participation in proceedings, and communication with stakeholders.

By using the EIRB Registry, you acknowledge that you have read and understood this Privacy Policy.

2. Legislative Authority

The EIRB Registry operates in accordance with applicable laws, policies, and procedures, including:

• The Inuvialuit Final Agreement;
• Applicable EIRB Rules and Review Guidelines;
• The Northwest Territories Access to Information and Protection of Privacy Act (ATIPP); and
• Other applicable privacy, access-to-information, records management, and public-record requirements.

3. Information We Collect

Information you provide

When you create an account, submit documents, register as a Party to a Proceeding, subscribe to notifications, or contact EIRB, the Registry may collect information such as:

• Name, organization, role, or affiliation;
• Email address, telephone number, and mailing address;
• Username, password credentials, and account preferences;
• Project participation information, including Party status where applicable;
• Documents, submissions, comments, correspondence, information requests, responses, and other materials voluntarily provided through the Registry.

System and usage information

When you access the Registry, the system may automatically collect information needed to operate, secure, and support the Registry, such as:

• IP address, browser type, device information, and operating system;
• Date and time of access, pages visited, and features used;
• Login activity, account activity, and audit information;
• Error logs, security logs, and other system performance information.

4. Purpose of Collection

Personal information is collected only for purposes related to the administration of environmental impact review proceedings and the operation of the EIRB Registry. These purposes include:

• Creating and managing user accounts;
• Authenticating users and protecting account security;
• Processing registrations, submissions, comments, information requests, responses, and other Registry activity;
• Managing project records and public review information;
• Notifying users about project activity, document filings, and procedural updates;
• Maintaining the official public registry record;
• Responding to inquiries and supporting user requests;
• Maintaining the security, integrity, availability, and reliability of Registry services;
• Meeting legal, regulatory, audit, and records-management obligations.

5. Public Nature of Registry Information

The EIRB Registry exists to support transparency in environmental impact review proceedings. Documents, submissions, comments, correspondence, and other materials filed through the Registry may become part of the public record and may be publicly accessible unless confidentiality has been requested and approved under applicable EIRB procedures.

Users should avoid including unnecessary personal information in documents or comments intended for public filing. If personal information is included in a public filing, it may be visible to other Registry users and members of the public.

6. Confidential Information

Certain information may be submitted confidentially where permitted by EIRB rules, directions, or decisions. If confidentiality is requested, EIRB may review the request and determine how the information will be handled.

Protection of Confidential Filings

Where the Environmental Impact Review Board determines that a filing may be treated as confidential, the Registry will restrict public access to the content of the document. The Registry may continue to display limited metadata, including the title, filing date, submitting party, and a notice indicating that the document was filed confidentially. Access to confidential documents is limited to authorized individuals in accordance with EIRB Rules, Board directions, applicable legislation, and approved Registry access controls. Confidential content is protected through secure hosting, user authentication, role-based permissions, encrypted communications, audit logging, and other administrative and technical safeguards.

If you are submitting a confidential document, do not include sensitive personal, commercial, legal, or proprietary information in public filings. Confidential submissions are subject to review by EIRB and, where approved, will be protected through restricted access controls. The Registry may display limited information about a confidential filing, such as the title, filing date, and a notice that the document has been filed confidentially, while withholding the confidential content from public view.

By submitting information through the EIRB Registry, you acknowledge that you are responsible for ensuring that any request for confidential treatment is clearly identified at the time of submission.

Confidential information will be handled in accordance with applicable legislation, EIRB procedures, and any direction issued in the relevant proceeding.

7. Use of Personal Information

Personal information collected through the Registry will be used only for purposes consistent with this Privacy Policy, applicable legislation, and EIRB procedures. The EIRB will not sell, rent, or commercially distribute personal information collected through the Registry.

8. Disclosure of Personal Information

Personal information may be disclosed where necessary for Registry operations, public review functions, legal compliance, or procedural fairness. Disclosure may occur:

• As part of the public environmental review record;
• To authorized EIRB staff, administrators, technical service providers, and contractors who require access to perform authorized duties;
• To Parties to a Proceeding where disclosure is required or permitted for participation in the review process;
• To comply with applicable law, court order, regulatory requirement, or EIRB direction;
• With your consent, where consent is required.

Disclosure will be limited to the information reasonably necessary for the authorized purpose.

9. Email Notifications

The Registry may send email notifications related to account activity, project activity, document filings, comment periods, procedural notices, deadlines, and other review process communications. These notifications support participation in environmental impact review proceedings and operation of the Registry.

Users are responsible for maintaining current contact information in their Registry account.

10. Security of Information

The EIRB uses reasonable administrative, technical, and physical safeguards to protect information against unauthorized access, disclosure, alteration, loss, or destruction. Safeguards may include:

• Secure hosting infrastructure;
• Encrypted connections, such as HTTPS;
• User authentication controls;
• Role-based access restrictions;
• Audit logs and administrative monitoring;
• Backup and recovery procedures;
• Security review and maintenance activities.

No online system can guarantee absolute security. Users are responsible for protecting their account credentials and promptly notifying EIRB of suspected unauthorized access or account misuse.

11. Retention of Records

Information submitted through the Registry may form part of the official record for an environmental impact review proceeding. Records may be retained in accordance with EIRB records management requirements, legal obligations, archival needs, and public-record requirements.

Records may remain available through the Registry for historical, legal, accountability, and transparency purposes.

12. Cookies and Analytics

The Registry may use cookies or similar technologies to maintain user sessions, support website functionality, improve security, analyze website use, and improve the user experience. Users may configure browser settings to manage cookies, but some Registry features may not function properly if cookies are disabled.

13. Your Privacy Rights

Subject to applicable legislation, Registry users and other individuals may have the rights described below. These rights may be limited or modified by applicable law, EIRB Rules, Board directions, procedural fairness requirements, public-record obligations, and records-retention requirements.

Requests will be handled in accordance with applicable access-to-information and privacy legislation and EIRB procedures.

14. Third-Party Service Providers

The Registry may rely on third-party technology providers for services such as hosting, software development, system support, email delivery, security monitoring, backups, or related technical functions.

Where third-party service providers process information on behalf of EIRB, they are expected to use information only for authorized purposes and to apply appropriate safeguards consistent with applicable contractual, legal, and privacy requirements.

15. Changes to this Privacy Policy

The EIRB may update this Privacy Policy from time to time. Any changes will be posted on this page with the revised effective date or last updated date.

16. Contact Us

For questions about this Privacy Policy or the handling of personal information through the EIRB Registry, please contact: