NSGO-CTU Bylaws

Articles of Association for NSGO-CTU (January 1, 2025)

Name, location and founder

1.1 The name of the foundation is ’Nordisk Selskab for Gynækologisk Onkologis Kliniske Forskningsfond’ or in English: Nordic Society of Gynaecologic Oncology – Clinical Trial Unit.

1.2 The location of the foundation is [Nordic Society of Gynaecological Oncology – Department of Cancer Treatment, 9431 – Rigshospitalet, Copenhagen University Hospital – Blegdamsvej 9, 2100 OE, Copenhagen].

1.3 The foundation is established by Nordic Society of Gynaecologic Oncology (NSGO).

1.4 The foundation is a non-profit organization.
Purpose

2.1 The purpose of the foundation is to manage and support clinical research in gynaecologic cancer. Our primary focus is on developing, initiating, and conducting quality clinical trials within the field of gynaecological oncology contributing to future advances for patients. To achieve this purpose our work include:
• Supporting the design and implementation of clinical studies, including identification of research questions, patient populations, and trial endpoints.
• Supporting design and implementation of non-clinical studies, such as observational studies and basic translational studies, including identification of research questions, patient populations, and trial endpoints.
• Providing funding, operational assistance, and infrastructure for clinical trials.
• Facilitating collaboration among hospitals, research institutions, and healthcare professionals.
• Ensuring compliance with national and international regulatory standards for clinical research.
• Promoting dissemination of research results through publications, conferences, and educational activities.
• Contributing to the training and competence development of researchers and clinicians in the field of gynaecologic oncology.

2.2 The foundation has no subsidiary undertakings.
Foundation Capital

3.1 The foundation capital is the capital contribution from NSGO when the foundation was established in 2006.
Relationship with the Founder

4.1 No special rights or benefits have been granted to the Founder in connection with the establishment of the Foundation.

4.2 The Foundation’s assets may under no circumstances be returned to the Founder.
Foundation Committee

5.1 The Foundation is governed by a Board of Directors consisting of five members. The first NSGO-CTU Foundation Board was appointed by the NSGO Board. The Board is self-perpetuating when appointing new members. The Board of Directors comprises the NSGO President and four national representatives (Denmark, Finland, Norway, Sweden). The President-elect shall be amongst the four National representatives. The other members are selected for clinical/research experience relevant to gynaecological oncology. No restrictions are made as for the age or gender of the representatives.

5.2 Persons who possess knowledge and experience relevant to the purpose of the foundation, including the development and coordination of high‑quality clinical trials in gynaecological cancer, may be appointed as members of the board if they are generally accepted as trustworthy representatives for their respective scientific societies in their countries.

5.3 The Board of Directors shall at all times consist of a majority of independent members, so that the Foundation is governed independently in relation to the Founder. Therefor no other member from the NSGO board but the President and the President Elect can be in the Board of Directors in the Foundation.

5.4 The members of the Board of Directors shall be appointed for a fixed term of 3 years. Reappointment may occur no more than 3 times. The term of appointment shall start and expire immediately after the Significant Annual Meeting at which the annual accounts are approved.

5.5 A member of the Board of Directors shall retire if they no longer hold a working position within a public health institution treating patients with gynaecological cancer.

5.6 In the event that a member resigns before the expiry of the term of appointment, the appointing authority shall promptly appoint a new member for the remainder of the term.

5.7 Amongst the Board of Directors, the President of NSGO holds the role as Chairperson.

5.8 The Board of Directors may also appoint a Vice-Chairperson.

5.9 The Chairperson shall convene meetings of the Board. The Board shall hold meetings as required. Any member of the Board, the Medical Director, or the auditor may request that a meeting of the Board be convened. At every meeting the Board may convene in closed (executive) session for matters reserved exclusively to the Board, from which non-Board members shall be excluded.

5.10 The Board shall be quorate when more than half of its members are present. Decisions of the Board shall be taken by simple majority. In the event of a tie, the Chairperson shall have the casting vote.

5.11 The Board shall keep minutes of its proceedings. The minutes shall be approved by all members present. Any member who disagrees with a decision of the Board shall have the right to have their opinion recorded in the minutes.

5.12 The Board shall adopt rules of procedure specifying in further detail the performance of the Board’s duties.
Directors

6.1 NSGO-CTU is overseen by a Medical Director and, if appointed at the time, by a Deputy Medical Director and/or an International Trial Lead.

6.2 The Medical Director and, if appointed at the time, by a Deputy Medical Director and/or an International Trial Lead are accountable to the NSGO-CTU Foundation Committee.

6.3 The Medical Director is appointed for three-year terms and may be reappointed indefinitely in the best interest of the Foundation and NSGO-CTU.

6.4 The Medical Director shall be entitled to attend and speak at meetings of the Board of Directors, without possessing any voting rights. The Board may, in specific instances, determine otherwise regarding the Medical Director’s participation in Board meetings.
Significant Annual Meeting

7.1 The Foundation shall hold a Significant Board meeting (the annual financial statements meeting) each year before 30 March at which the Board shall approve the Foundation’s annual report for the most recent financial year.

7.2 The meeting shall be held in the municipality where the Foundation has its registered office or at another location in one of the Nordic countries as determined by the Board.

7.3 The agenda for the annual financial statements meeting shall include the following:
1. Presentation on the most recent financial year by the medical director.
2. Approval of the Foundation’s annual report.
3. Decision on the application of surplus for the consolidation of the Foundation, distributions in accordance with the bylaws, or coverage of deficits in accordance with the approved annual report.
4. Appointment of new members to the Board or reappointment of existing members, and information regarding newly appointed members.
5. Determination of any remuneration for the Board for the past year.
6. Election of the auditor.
Placement of Assets

8.1 It is the responsibility of the Board to ensure that the Foundation’s assets are at all times placed in a prudent and secure manner, considering both safety and the possibility of achieving satisfactory results.
Remuneration of the Board

9.1 A member of the Board may receive an annual remuneration, which must not exceed what is considered customary for the nature of the position and the scope of the work, and what may be deemed prudent in relation to the financial position of the Foundation and the Group. The annual remuneration is determined by the Board.

9.2 The remuneration for the Chairperson shall equivalate compensation for 5 working days or maximum DKK 25,000, and compensation for each of the other Board members shall equivalate 2 working days or maximum DKK 10,000. If any of the Board members prefer it, the remuneration may be used for congress participation with the maximum amount as stated above.
Financial Year

10.1 The Foundation’s financial year shall run from 1 October to 30 September.

10.2 The Foundation’s first financial year shall run from 1 October 2006 to 30 September 2007.
Annual Report and Audit of the Financial Statements

11.1 The Board of Directors shall prepare an annual report, which shall be presented in accordance with the provisions of the Danish Financial Statements Act.

11.2 The annual report shall provide a true and fair view of the Foundation, including the Foundation’s assets and liabilities, financial position, and results.

11.3 The annual report shall be presented and signed by the Board.

11.4 The Foundation’s financial statements shall be audited by an approved (state-authorized or registered) auditor. The auditor shall be appointed by the Board for a term of one year at the annual financial statements meeting. Reappointment may take place.
Signing Authority

12.1 The Foundation shall be signed by the Chairperson of the Board, by any two members of the Board jointly, or by the entire Board.
Amendment of the Bylaws

13.1 An amendment to the bylaws requires the approval of at least three-fourths of all members of the Board.

13.2 An amendment to the bylaws (except for a capital increase) requires approval from the Foundation Authority and, where applicable, consent from the Civil Affairs Agency.
Dissolution of the Foundation

14.1 A resolution to dissolve the Foundation requires the approval of at least three-fourths of all members of the Board. In the event of a resolution to dissolve, the Board shall propose a liquidator to the Foundation Authority to carry out the liquidation of the Foundation.

14.2 The dissolution of the Foundation requires the approval of the Foundation Authority and the consent of the Civil Affairs Agency.

14.3 In the event of dissolution, the Foundation’s funds shall be used in accordance with the purpose of the foundation.

14.4 No part of the Foundation’s assets may ever revert to the founder, the founder’s spouse living together with the founder, or the founder’s minor children.

14.5 The use of the proceeds from the liquidation shall be approved by the Foundation Authority.

Privacy Policy for NSGO-CTU

NSGO-CTU treats personal information and complies with the laws and principles of good data
processing practices. Therefore, we have adopted this Privacy Policy, which briefly describes how we treat personal information, so legal and transparent processing is ensured.

We are responsible for processing your personal information:

NSGO-CTU is the data controller and you can contact the organization’s data protection officer:

Mansoor Raza Mirza

Nordic Society of Gynecologic Oncology – Clinical Trial Unit
Copenhagen University Hospital
Department of Oncology, 9431
Blegdamsvej 60
DK-2100 Copenhagen
Office phone: +45 35 45 33 78
fax: +45 3545 2898
nsgo-dpo.rigshospitalet@regionh.dk

We treat the following personal information about personnel participating in NSGO-CTU trials:
• General personal information: For example; contact information such as name, work
address, work phone number, date of birth, email address, country, work title, date of start
of participation and termination in a trial and, if applicable, CV, GCP certificates, records of
training and other qualification data.
• If applicable, financial disclosure forms and/or Bank account number for reimbursement
purposes.

We collect personal information from:
• We will ask you to provide us the information yourself, when you in decide to take part
in NSGO-CTU trials.
The organization’s legal basis to process personal information:
• That we as an organization have a (legitimate) interest in processing your information, for
example to secure your qualifications in handling the care of the participants in a trial.
• That it is necessary for us to fulfill an agreement with your employer
• You have agreed that we can process your information via signing the delegation log.
The purpose of processing personal information:
• The participation of an investigator or of other individuals in a clinical trial which is being
conducted according to the principals governing clinical research as set out in the
Declaration of Helsinki and with the acceptance of all involved Regulatory Health
Authorities and involved Ethical Committees, requires collection, recording, storage,
transfer and/or other use of personal data (personal data processing).
• Communicate regarding studies.
• To handle payments and reimbursements.
• To comply with legislation.
• To deliver services, in the form of the possibility to participate in the Annual Meeting,
Investigator Meeting.
• To be able to give you access to IT systems, databases, eCRFs etc. related to the functioning
of each individual trial.

Consent:
When you decide to take part in a NSGO-CTU trial NSGO-CTU either makes a contract with you or
your employer where terms and conditions are described, or if you put your name on the
Delegation Log of a trial, you agree to the information described in this Privacy Policy.
However, it may happen that we judge it necessary to obtain your written consent for other
purposes. In that case you will have the opportunity to voluntarily agree, and you may withdraw it
at any time by notifying us.
Be aware that there are legal bases for certain forms of processing of your data for the abovementioned purposes and that your consent is the only legal basis for other forms of processing.

Dispatch of your personal information:
Depending on your role in a trial, your personal information might be shared with personnel at
other sites, monitors, group staff in other countries, NSGO-CTU office staff, members of NSGO,
CRO staff, Ethics Committees and Competent Authorities, both in Europe, but also in countries
outside the European Economic Area (for example the US). If your data (personal information) has
been transferred, they will be subject to the data protection legislation of the respective country,
also if a less severe data protection law should exist.
We do not disclose information about you to anyone outside the organization without the above
consent, however, it should be noted, that if you e.g. accept an invitation to a meeting, your
personal information might be forwarded to the meeting location or the meeting organizer. Only
personal information relevant for the 3rd party will be disclosed in these circumstances.
Furthermore, your data can be transmitted to public databases for registration, as well as
publication of a trial and your data can be stored and published in those databases.
Storing and deleting your personal information:
For historical reasons and as your details might be saved in old attendance lists, email
correspondence and minutes from meetings, we cannot promise that all personal information
about you will be deleted, when you end your participation in a study. In general, all information
about a trial is deleted at least 20 years after end of study.

Your rights:
You have a number of rights via the General Data Protection Regulation (GDPR):
• The Right to Information (to be informed what information we process about you)
• The Right of Access (to get a print of the information we process about you)
• The Right to Rectification (to have false information about you corrected)
• The Right to Erasure (to delete information we process about you, however, information
already received cannot be deleted)
• The Right to Restriction of processing (under certain conditions, to have the processing of
your data restricted)
• The Right to Object (to object to your information being used for wrong purposes)

You may make use of your rights by contacting us, however, the legality of the processing carried out
prior to e.g., a withdrawal will not be affected. If you submit a request to have your personal
information corrected or deleted, we will investigate whether the conditions are met and, in that
case, make changes or deletions as soon as possible and, if applicable, also notify our data
processors to do so.

If you do not believe that NSGO-CTU handles your data correctly, you can file a complaint with the
supervisory authorities – The Danish ‘Datatilsynet’ – About processing your personal information
(www.datatilsynet.dk).

Revision of Privacy Policy:
We reserve the right to change the organization’s privacy policy. When we change privacy policy,
we also change the date and version number at the bottom of this document. In case of significant
changes, you will receive a notification.

The current privacy policy for NSGO-CTU is always available on our website.

Practice Areas

Privacy Policy for NSGO

NSGO treats personal information and complies with the laws and principles of good data processing practices. Therefore, we have adopted this Privacy Policy, which briefly describes how we treat personal information, so legal and transparent processing is ensured.

We are responsible for processing your personal information:

NSGO is the data controller and you can always contact the organization’s data protection officer:

Mansoor Raza Mirza

We treat the following personal information about members:

General personal information: For example, contact information such as name, work address, work phone number, private phone number, date of birth, email address, country, work title, date of membership, date of membership termination and cv in relation to membership application. Parts of credit card number via Epay and, if applicable, Bank account number for reimbursement purposes. When applicable, Board Members may be asked to give NSGO copies of other personal documents (for example passport or tax bill) in relation to the Danish Laundering Act.
Other information: For example, positions of trust, board membership and other duties in relation to the organization.

We collect personal information from:

Usually we will get the information from you, when you register to become a member of NSGO and when you apply for reimbursements or pay your membership fee

The organization’s legal basis to process personal information:

That we as an organization have a (legitimate) interest in processing your information
That it is necessary for us to fulfill an agreement with you
You have agreed that we can process your information via becoming a member of the

The purpose of processing personal information:

That we can run the organization’s activities, including planning, implementing and following up on them
To invite to vote for Board and President Elect elections
To distribute newsletters
To comply with legislation

To deliver services, in the form of the possibility to participate in the Annual Meeting, Investigator Meeting and if applicable Strategic Meetings, Board Meetings, Scientific Committee Meetings, Foundation Meetings.
To notify members about other Gynecologic Cancer Managing your relationship with the organization
To handle your membership rights
For you to fulfill your obligations as a member of the organization, including paying the membership fee, etc.
Being able to display situation images from a specific event in the organization for instance from NSGO Annual Meetings
To maintain historical value data for statistics and the like

Consent:

When you become a member, we have a legal basis to process your personal information for the (legitimate) interest of the organization. However, it may happen that we judge it necessary to obtain your written consent for other purposes. In that case you will have the opportunity to voluntarily agree, and you may withdraw it at any time by notifying us.

Dispatch of your personal information:

We do not disclose information about you to anyone outside the organization without your consent, however, it should be noted, that if you e.g. accept an invitation to a meeting, your personal information might be forwarded to the meeting location or the meeting organizer. Only personal information relevant for the 3^rd party will be disclosed in these circumstances.

Storing and deleting your personal information:

For historical reasons and as your details might be saved in old attendance lists, email correspondence and minutes from meetings, we cannot promise that all personal information about you will be deleted, if you terminate your membership.

Your rights:

You have a number of rights via the General Data Protection Regulation (GDPR):

The Right to Information (to be informed what information we process about you)
The Right to Rectification (to have false information about you corrected)
The Right to Restriction of processing (under certain conditions, to have the processing of your data restricted)
The Right to Object (to object to your information being used for wrong purposes)

You may make use of your rights by contacting us. If you submit a request to have your personal information corrected or deleted, we will investigate whether the conditions are met and, in that case, make changes or deletions as soon as possible and, if applicable, also notify our data processors to do so.

You can file a complaint with the supervisory authorities – The Danish ‘Datatilsynet’ – About processing your personal information (www.datatilsynet.dk).

Revision of Privacy Policy:

We reserve the right to change the organization’s privacy policy. When we change privacy policy, we also change the date and version number at the bottom of this document. In case of significant changes, you will receive a notification.

The current privacy policy is always available on our website.

Articles of Association for NSGO-CTU (January 1, 2025)

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