Draft for legal review
Tumour board policy
Last updated: 28 October 2026
Purpose
Live Tumour Boards are educational and advisory multidisciplinary discussions. An outcome recorded by a board is an educational multidisciplinary opinion. It does not replace the treating team's decision.
Disclaimer on every join
Each participant accepts, every time they join a room, that the purpose is educational, no identifiable data will be shared, local consent and governance rules are followed, and the discussion does not replace the treating team.
De-identification
- Only de-identified material is allowed. Case summaries must not contain names, record numbers, dates of birth or other identifiers.
- Every slide is scanned. Raw DICOM is refused; images with identifying tags or burned-in text are blocked and cannot be presented until fixed.
- "Report PHI" on any slide or message hides it immediately for everyone except the chair and moderators.
Consent
Presenters confirm that sharing the case complies with their institution's rules and any required patient consent. Promoting a case to the Academy requires the presenter's consent.
Recording
Recording is allowed only when the board permits it and every participant has consented when joining. If anyone declines, recording is disabled. Recordings are made by the video provider; only participants can see a recording link.
Retention
- Board chat and Q&A: 1 year.
- Outcomes and minutes: kept as the record of the board.
- Minutes are public only if the chair opts in; invite-only and institution boards are never indexed.