Privacy Policy

The ACES Research Center, an initiative of the Association for Counselor Education and Supervision (“ACES,” “Research Center,” “we,” “us,” or “our”), respects the privacy of individuals who visit our website, use Research Center resources, participate in trainings or programs, schedule consultations, request project support, or otherwise interact with the Research Center.

This Privacy Policy explains how information may be collected, used, shared, and protected in connection with the ACES Research Center website, research consultation services, project support, trainings, programs, and related services.

By using the ACES Research Center website or services, you acknowledge the practices described in this Privacy Policy.

Information We Collect

The information we collect depends on how you interact with the Research Center and the services you use.

Information You Provide

We may collect information that you voluntarily provide when you:

• Schedule a research consultation;
• Register for a training, workshop, or other program;
• Request customized project support;
• Submit an inquiry or contact form;
• Apply for a grant, program, or other Research Center opportunity;
• Make a payment for a Research Center service;
• Submit documents or materials for consultation or project support; or
• Otherwise communicate with the Research Center.

This information may include your name, email address, telephone number, professional or institutional affiliation, ACES membership status, professional role, areas of research interest, consultation needs, scheduling information, and other information necessary to provide the requested service.

Research and Project Materials

Individuals receiving consultation or project support may be asked to provide materials such as manuscripts, research proposals, research plans, instruments, de-identified datasets, analysis plans, grant materials, presentations, or other documents necessary to provide the requested service.

Users retain ownership of materials they submit unless otherwise established through a separate written agreement.

Submitted materials will be accessed and reviewed only as reasonably necessary to provide the requested Research Center service or as otherwise described in an applicable project agreement.

Users are responsible for ensuring that they own, control, or otherwise have appropriate authorization to provide materials submitted to the Research Center.

Sensitive or Restricted Information

Users should not submit personally identifiable research participant information, protected health information, confidential institutional records, or other sensitive or restricted information or data unless the submission of such information has been specifically authorized through an applicable written agreement and appropriate safeguards have been established.

Users remain responsible for complying with applicable institutional requirements, research protocols, Institutional Review Board (IRB) requirements, laws, regulations, and professional and ethical standards governing information they provide to the Research Center.

Information Collected Automatically

When you visit the Research Center website, certain technical information may be collected automatically through cookies, analytics technologies, server logs, or similar technologies.

This information may include:

• Internet Protocol (IP) address;
• Browser and device information;
• Operating system;
• Pages visited;
• Date and time of access;
• Referring website or source;
• General geographic information derived from an IP address; and
• Information about interactions with the website.

This information may be used to operate and maintain the website, understand how visitors use Research Center resources, improve website performance and usability, and help protect the security of Research Center systems.

How We Use Information

The Research Center may use information collected through its website and services to:

• Provide research consultation and project support;
• Process consultation and program registrations;
• Schedule and manage appointments;
• Communicate regarding appointments, services, trainings, grants, or programs;
• Match users with appropriate Research Center consultants or affiliates;
• Review materials submitted for requested services;
• Administer grants, trainings, programs, and other Research Center opportunities;
• Process payments and maintain related administrative records;
• Respond to questions and requests;
• Improve Research Center services, resources, programs, and website functionality;
• Maintain the security and integrity of Research Center systems;
• Evaluate Research Center operations and services;
• Comply with applicable legal, regulatory, institutional, or organizational requirements; and
• Carry out other purposes reasonably related to the service or program for which the information was provided.

We do not use submitted unpublished research, manuscripts, proposals, data, or other nonpublic project materials for purposes unrelated to providing the requested service unless the user has provided permission or such use is addressed through a separate agreement.

Consultation and Project Confidentiality

The Research Center recognizes that users may share unpublished research, scholarly work, research ideas, grant proposals, project materials, and other nonpublic information when receiving Research Center services.

The Research Center and individuals providing services will handle such information in accordance with applicable ACES policies, Research Center procedures, and any project-specific agreements.

Access to submitted materials may be provided to Research Center consultants, affiliates, staff, or other qualified individuals when reasonably necessary to provide or administer the requested service.

Use of Research Center services does not create an attorney-client, healthcare provider-patient, therapist-client, or other legally privileged relationship.

How We Share Information

The Research Center does not sell personal information.

Information may be shared when reasonably necessary to operate the Research Center or provide requested services, including with:

• ACES personnel responsible for administering Research Center activities;
• Research Center consultants or affiliates assigned to provide requested services;
• Service providers that support website hosting, scheduling, communications, payment processing, videoconferencing, document management, data collection, grant administration, or related functions;
• Other individuals or organizations identified in an applicable project agreement; or
• Governmental, regulatory, legal, or other authorities when disclosure is required by applicable law or reasonably necessary to protect the rights, safety, security, or operations of ACES, the Research Center, its users, or others.

Individuals and organizations receiving information on behalf of the Research Center are expected to use that information for purposes related to the services they provide.

Third-Party Services

The Research Center may use third-party platforms and service providers to support functions such as scheduling, payment processing, videoconferencing, website hosting, document submission, grant management, data collection, email communications, or other Research Center activities.

Information submitted through these services may be processed by the applicable third-party provider in accordance with its own terms, privacy policies, and data practices.

Users are encouraged to review the privacy policies of third-party services when interacting with those platforms.

The Research Center may also provide links to external websites or resources. This Privacy Policy does not govern the privacy practices of websites or services operated by other organizations.

Payments

When payment is required for a Research Center service, payment information may be collected and processed through a third-party payment processor.

The Research Center may receive information associated with the transaction, such as the purchaser’s name, contact information, payment status, transaction amount, and transaction identifier. Full payment card information may be handled directly by the applicable payment processor rather than stored by the Research Center.

Cookies and Website Analytics

The Research Center website may use cookies or similar technologies to support website functionality, understand website traffic, evaluate how visitors interact with the site, and improve the user experience.

Users may be able to control cookies through their browser settings. Disabling certain cookies may affect the functionality of some portions of the website.

Data Security

The Research Center takes reasonable administrative, technical, and organizational measures intended to protect personal information and submitted materials from unauthorized access, disclosure, alteration, or loss.

However, no website, electronic communication, storage system, or online transmission method can be guaranteed to be completely secure. Users should therefore exercise appropriate care when determining what information or materials to transmit electronically.

Users should not submit sensitive or restricted research information unless its submission has been specifically authorized and appropriate safeguards have been established.

Data Retention

The Research Center may retain personal information, administrative records, and submitted materials for as long as reasonably necessary to provide services, administer Research Center activities, maintain appropriate organizational records, comply with applicable requirements, resolve disputes, or fulfill obligations established through a project agreement.

Retention periods may vary depending on the type of information, service, program, or project involved.

Project-specific data retention or destruction requirements may be established separately through a project agreement when appropriate.

Research Participants and Institutional Data

The Research Center generally does not require personally identifiable research participant information to provide consultation services.

Researchers and project partners are responsible for appropriately de-identifying research data before providing it to the Research Center unless another arrangement has been expressly established.

Researchers remain responsible for determining whether sharing information with the Research Center is permitted under their IRB approval, informed consent procedures, institutional policies, data use agreements, funding requirements, and applicable laws or regulations.

Research Center consultation or project support does not replace IRB review or other institutional, regulatory, or ethical oversight.

Communications

The Research Center may use contact information provided by users to communicate about requested services, appointments, registrations, programs, applications, transactions, or other Research Center activities.

Where applicable, users may also be given the opportunity to receive announcements, newsletters, training opportunities, funding opportunities, or other communications from ACES or the Research Center.

Users may unsubscribe from optional promotional communications using the instructions provided in those communications. Administrative or service-related communications may still be sent when necessary to provide a requested service.

Children’s Privacy

The ACES Research Center website and services are intended primarily for adults engaged in higher education, research, counseling, counselor education and supervision, and related professional activities.

The Research Center does not knowingly seek to collect personal information directly from children through its general website or research consultation services.

Your Privacy Choices

Depending on the nature of your interaction with the Research Center and applicable law, you may contact us to request assistance regarding personal information you have provided, including requests to correct inaccurate information or inquire about information maintained in connection with Research Center services.

Certain information may need to be retained for administrative, contractual, legal, financial, research-integrity, or other legitimate purposes.

Changes to This Privacy Policy

ACES may update this Privacy Policy periodically to reflect changes in Research Center services, organizational practices, technology, third-party services, or applicable requirements.

Updated versions will be posted on this page with a revised “Last Updated” date.

We encourage users to review this Privacy Policy periodically.

Relationship to the Terms of Service

Use of the ACES Research Center website and services is also governed by the ACES Research Center Terms of Service.

Project-specific agreements may establish additional requirements regarding confidentiality, data access and management, research ethics and integrity, intellectual property, authorship, retention, or other matters related to a particular project.

If a project-specific agreement establishes requirements regarding the handling of information for that project, those requirements will apply as provided in the applicable agreement.

Contact Us

ACES Research Center
Association for Counselor Education and Supervision
Email: centeroperations@acesresearch.org
Website: www.acesresearch.org