Conflict of Interest Policy

Effective Date: January 1, 2026

1. Purpose

The Society of Individualized Medicine & Therapies (SIMT) is committed to maintaining the highest standards of integrity, transparency, and ethical conduct. The purpose of this Conflict of Interest Policy is to protect the integrity of the Society's decision-making processes, preserve public trust, and ensure compliance with applicable federal and state nonprofit laws.

This policy applies to all members of the Board of Directors, officers, committee members, editors, reviewers, employees, contractors, volunteers, and any individual acting on behalf of the Society.

2. Statement of Policy

Individuals serving SOIMT have a duty to act solely in the best interests of the Society. Decisions must be made objectively and without improper influence from personal, professional, financial, or institutional interests.

Conflicts of interest do not necessarily imply wrongdoing; however, they must be disclosed and appropriately managed.

3. Definition of a Conflict of Interest

A conflict of interest exists whenever an individual's personal interests could reasonably appear to interfere with their ability to make impartial decisions on behalf of SOIMT.

Conflicts may be:

Actual
Potential
Perceived

4. Examples of Conflicts

Examples include, but are not limited to:

Ownership or investment in a company that conducts business with SOIMT
Receiving consulting fees, honoraria, or speaking fees from organizations affected by Society decisions
Employment by an organization seeking grants, sponsorships, endorsements, or publication through SOIMT
Family relationships with vendors, applicants, editorial authors, or contractors
Financial interests in products or technologies discussed in Society publications
Personal relationships that may influence editorial or governance decisions
Participation in grant review involving one's own institution

5. Duty to Disclose

Covered individuals shall disclose any actual, potential, or perceived conflicts promptly and before participating in any discussion or decision.

Disclosures shall include:

Financial interests
Employment
Consulting relationships
Advisory board participation
Stock ownership
Intellectual property interests
Paid expert testimony
Research funding
Family relationships relevant to Society business

6. Annual Disclosure

All Board members, officers, editors, and key volunteers shall complete an annual Conflict of Interest Disclosure Statement.

Individuals must update their disclosures whenever a material change occurs.

7. Recusal

Any individual with a conflict shall:

Disclose the conflict
Refrain from influencing discussion
Abstain from voting
Leave the meeting during deliberation when requested

The remaining disinterested decision-makers shall determine whether the conflict requires recusal.

8. Editorial Conflicts

Editors and peer reviewers shall disclose any relationship with manuscript authors or sponsoring organizations.

Editors shall recuse themselves from handling manuscripts involving:

Their own work
Work from their institution when objectivity may be compromised
Close collaborators
Family members
Financially related organizations

Alternative editors shall be assigned.

9. Research and Grant Review

Individuals participating in research review, grant evaluation, awards, or scholarship selection shall disclose all relevant conflicts before participating.

Reviewers with conflicts shall not score, rank, or discuss affected submissions.

10. Gifts and Benefits

Covered individuals shall not accept gifts, favors, travel, entertainment, or other benefits that could reasonably influence Society decisions.

Nominal promotional items of insignificant value may be accepted if permitted by law and organizational policy.

11. Confidentiality

Individuals shall not use confidential Society information for personal benefit or disclose confidential information obtained through their service.

Confidential information includes:

Financial information
Editorial decisions
Peer review materials
Grant applications
Membership information
Strategic planning documents

12. Documentation

Meeting minutes shall document:

The existence of disclosed conflicts
Individuals recused
Actions taken
Final decisions

13. Violations

Failure to disclose a conflict may result in:

Removal from committee assignments
Removal from editorial responsibilities
Termination of employment or volunteer service
Removal from the Board
Other corrective actions deemed appropriate

14. Whistleblower Protection

Individuals reporting potential conflicts in good faith shall be protected from retaliation.

15. Policy Review

The Board of Directors shall review this policy annually and revise it as necessary.