Last update: 15th of September 2020
We take your Personal Data seriously.
This policy tells you about how we collect, store, use and disclose your personal data when you interact with us, via email, web, through our knowledge platform or in any other manner.
Information you provide to us:
When you use the Website: We may collect any Personal Data that you choose to send to us or provide to us, for example, on our Contact form if you register to participate in our knowledge platform or when you register to our events.
If you contact us through the website, we will keep a record of our correspondence.
When you use the Services: We receive and store data you provide directly to us. For example, when registering to our events or setting up a new user of our knowledge platform, we collect Personal Data, such as name and e-mail address, to provide you with the Services associated.
The types of data we may collect directly from our customers and users include: names, usernames, email addresses, postal addresses, phone numbers, job titles, as well as any other contact or other data provided by you.
Information we automatically collect:
When you visit the Website and knowledge platform, we may collect certain data related to your device, such as your device’s IP address, referring website, what pages your device visited in our Website, and the time that your device visited our Website.
How do we use the data?
We will use the data we collect via our Websites:
- To administer our Website, our events and for internal operations, including troubleshooting, data analysis, testing, statistical and survey purposes;
- To improve our Website and knowledge platform to ensure that content is presented in the most effective manner for you and for your computer;
- To analyze customers’ use of the Websites and knowledge platform for trend monitoring, marketing and advertising purposes;
- As part of our efforts to keep our Website safe and secure.
We may use the data we collect:
- To set up a user account of the knowledge platform when you are requesting it.
We may also use the data you send to us via the Website and/or Services or knowledge platform, to communicate with you via email and, possibly, other means, regarding products, services, offers, promotions and events we think may be of interest to you or to send you our newsletter, if this is in accordance with your marketing preferences and you have explecitely granted permission for that.
However, you will always be able to opt-out of such communications at any time (see the “Your Choices” section below).
Do we share and disclose data to third parties?
We do not sell your Personal Data to anyone.
Protection of ourselves and Others: We reserve the right to access, read, preserve, and disclose any data as necessary to comply with law or court order; enforce or apply our agreements with you and other agreements; or protect the rights, property, or safety of ourself, our employees, our users, or others.
Disclosures for National Security or Law Enforcement: Under certain circumstances, we may be required to disclose your Personal Data in response to valid requests by public authorities, including to meet national security or law enforcement requirements.
All the data you decide to include in your knowledge platform profile is also disclosed to other users of the knowledge platform profile as this is a basic Service of it (i.e. finding other experts in the field)
Is Personal Data about you secure?
We use appropriate technical, organizational and administrative security measures to protect any information we hold in our records from loss, misuse, and unauthorized access, disclosure, alteration and destruction. Unfortunately, no company or service can guarantee complete security; unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of user data at any time. Among other practices, your account is protected by a password for your privacy and security. You must prevent unauthorized access to your account and Personal Data by selecting and protecting your password appropriately and limiting access to your computer or device and browser by signing off after you have finished accessing your account.
Your Privacy Rights
What choices do you have?
You can always opt not to disclose information to us and to other users of the knowledge platform or participants of our events, but keep in mind some data may be needed to register with us or to take advantage of some of our website-features.
You can opt-out of receiving certain promotional or marketing communications from us at any time, by using the unsubscribe link in the emails communications we send or by contacting us at firstname.lastname@example.org
How can you access and update your information?
We provide individuals with the opportunity to access, review, update, and delete any Personal Data we hold about them. You can send an email to email@example.com for this purpose.
If you are resident in the European Economic Area, please see the section below headed “Additional Information for users in the European Economic Area” for further information about your privacy rights.
We do not knowingly collect or solicit Personal Data from anyone under the age of 16. If you are under 16, please do not attempt to register or send any Personal Data about yourself to us. If we learn that we have collected Personal Data from a child under age 16, we will delete that data as quickly as possible.
If you have questions about this policy
If you have any questions or concerns regarding our privacy policies, please send us a detailed message to firstname.lastname@example.org, and we will try to resolve your concerns.
Particularities (in light and subject to the foregoing)
Data retention summary
ALICE cares about the privacy of Knowledge Platform and Intranet (hereafter Platform) users and makes the utmost to protect any personal data collected during the registration process of a user account and using the functionalities that Platform is providing. All the collected information is needed to prevent a misuse of the Platform and provide a quality service to its users. Below it is explained how the personal data (generated by Platform users) is used, stored and protected by ALICE.
ALICE does not collect any personal data when browsing the Platform without registering the user account. Basic personal data is collected in the moment when a Platform visitor registers a new user account.
Additionally, personal data from ALICE members is collected in order to effectively provide the services by ALICE as described in ALICE Statutes and Terms of Reference. For every member a user account is created in the platform with the collected data.
Any data collected by ALICE through other means, e.g. events registration is used to register new users without explicit consent.
Registration of User Account
All the content of Platform is available only to registered users. The content of Platform includes:
- Physical Internet Knowledge Platform, including the following themes:
- Funding Opportunities
- Physical Internet Companies
- Physical Internet Projects
- Physical Internet Documents and Videos
- ALICE members Intranet
When registering a new user account in the Platform, the following basic information is required:
- Username – chosen by the user of Platform and used as an identifier when user logs in to Platform
- Password – chosen by the user of Platform. The password must have at least 8 characters, at least 1 digit(s), at least 1 lower case letter(s), at least 1 upper case letter(s), at least 1 non-alphanumeric character(s) such as *, -, or #
- E-mail address – required to allow an automated informative communication to the user when updates occur that are relevant to the user profile
- First name – displayed as part of the user profile in Platform
- Last name – displayed as part of the user profile in Platform
- City (Optional) – enhanced user experience when the location of the user is indicated, e.g. finding other users in the same are, etc.
- County (Optional) – enhanced user experience when the location of the user is indicated, e.g. finding other users in the same are, etc.
After the account creation and first login, users can improve their profiles and indicate their potential business interests by providing additional data in the settings section of user profile (i.e. contact details, tags of interests). Added content will be visible to the other users of Platform.
Anyone registering as a user on Platform, will have access to the content of different Projects and Companies of Physical Internet Knowledge Platform (hereafter Contents) as long as they follow them. The access to the ALICE Intranet is limited only to ALICE members and is granted by the system administrators.
Contents that registered user have selected to follow, are displayed in their user profile and will be visible to the other users of Platform. Other Users can gather information on the followed Contents by any other User through the content pages.
The Platform includes the messaging functionality that allows the direct communication between Platform users.
Data retention period
All user profile related data is retained in the database of Platform until the user profile will be deleted. The deletion of user profile can only be done by the system administrators. To delete the user data, a request should be sent to: email@example.com
ALICE members who suspend their ALICE membership, will lose automatically the access to ALICE Intranet section of Platform. However, their user account of Platform is maintained, and the Knowledge Platform section can still be accessed.
All data is stored to the database in a cloud that is secured with cutting edge technology to protect against hacking, malware, ransomware, malicious websites, etc. Accessing Platform is possible only via a SSL secure connection.
User rights concerning personal data
To ensure fairness, transparency, and accountability, users of Platform are invited to exercise the following rights, free of charge, whenever they think it is appropriate.
- Review, update, and correct your personal data
Users can review and correct/update their personal data linked to the user account of Platform at any point of time by logging in to their account and making desired modifications.
- Unfollowing of Contents
Users can unsubscribe from Contents at any point of time and changes to their visible user profile will occur automatically
- Deletion of user account
To delete a user account, a request should be sent to firstname.lastname@example.org. The request will be processed by the system administrators as soon as possible but no later than 7 days.
In case of any complaints linked to the user data retention and/or this policy, users must contact ALICE secretariat by e-mail email@example.com.