Privacy policy

Introduction

Queen Mary University of London ('us', 'we' or 'our') is committed to protecting and respecting your privacy. This Privacy Policy describes how we collect, store, use and distribute personal data through our software, website, mobile application ('App'), documentation, and related services from DiplomacyDojo (together, the 'Services').

In this Privacy Policy, references to 'you' means the person whose personal data we collect, use and process. Please read this Privacy Policy carefully to understand our treatment and use of personal data.

We will use your personal data only for the purposes and in the manner outlined below, and in compliance with applicable laws.

Please note that by using the Services, you acknowledge that you have read and understand this Privacy Policy.

All DiplomacyDojo platforms

If you choose to create a user account, you will be asked to provide an email address and password so that we can identify you across devices and comply with any potential request to delete or access your data. We will also ask you for an optional referral code, which we may use to track your participation in special programs, described in more detail below.

Identity of the controller of personal information

The data controller for DiplomacyDojo Platforms is Queen Mary, University of London.

Processing of your personal data

How and why do we process your personal data ?
When you use the Services, we may collect and process different personal data about you. The personal data we process, the basis of processing and the purposes of processing are detailed below. Sometimes, these activities are carried out by third parties(see 'Sharing of Personal Data' section below). We encourage you to supply only the information you are comfortable with.

Personal data Legal basis of processing Purpose of processing
Account information: Personal information (including first name), password, referral code for participation in special programs, and email address. –Contractual necessity
–Consent
This is required to provide the Services, to maintain our customer/visitor lists, to respond to your inquiries or provide feedback, for identification and authentication purposes, for service improvement, and to address issues like malicious use of the Services.¬
Your communications with us:

Your email address, full name, platform, operating system version, communications with us, and any attachments you submit via our help portal, such as an optional profile photo or phone number.
–Contractual necessity
–Consent
–Legitimate interests
We collect this information when you request information about our services, register for our newsletter, request customer or technical support, or otherwise communicate with us.
You can unsubscribe at any time by clicking the unsubscribe link in each email or by contacting us via the methods described in 'Contact Us' below.
Financial and billing information (when purchasing the Services) (including billing name, address and credit card number), as applicable. –Contractual necessity
–Consent
–Legitimate interests
We may use a 3rd party processor to collect and administer payments.
Interaction and Communication data:

Information, participation data, text, graphics, video, messages, responses to treatment and satisfaction surveys, or other materials generated through your interactions with DiplomacyDojo.
–Contractual necessity
–Consent
–Legitimate interests
We collect this information to enable us to administer and improve our Services to you.
Hardware Diagnostic and login information:

Crash reports, along with logging information from your system documenting the error. Information regarding your operating system version, hardware, browser version (and .NET version information in case of Windows systems), and your email address, if provided. Additionally, certain login information may be maintained in a cookie stored locally on your device in order to streamline the login process.
–Contractual necessity
–Legitimate interests
We collect this information to enable us to administer and improve our Services to you.
Your use of our Services:

Analytics information collected through the use of cookies, log files and web beacons (such information may include standard information regarding your mobile device, browser type, browser language, operating system, Internet Protocol address, and the actions you take on our website (such as the web pages viewed and the links clicked) or while using the Services.
–Contractual necessity
–Legitimate interests
We collect this information to enable us to administer and improve our Services to you.

We may also use your Analytics Information in conjunction with an analytics service such as Google Analytics to monitor and analyze use of the Services, for the Services’ technical administration, to increase the Services’
Product surveys, promotional activities and social media content. –Contractual necessity
–Consent
–Legitimate interests
Within or outside the App, we may offer the ability to participate in surveys or run sweepstakes or contests to promote the Services. Contact information you provide may be used to reach you about the sweepstakes or contest and for other promotional, marketing and business purposes, as permitted by law. In some jurisdictions, we are required to publicly share information about winners.

We may offer forums, articles, or social media pages. Any content you provide on these channels will be considered 'public' and is not subject to privacy protections.


Information from other sources

We may obtain information about you from other sources, including through third party services and organizations to supplement information provided by you.For example, if you access our Services through a third-party application, such as an app store, a third-party login service, or a social networking site, we may collect information about you from that third-party application that you have made public via your privacy settings. This supplemental information allows us to verify information that you have provided to us and to enhance our ability to provide you with information about our business, products, and Services.

Analytics vendors

We may also use Google Analytics and other service providers such as Bugsnag to collect information regarding visitor behaviour and visitor demographics on our Services.

For more information about Google Analytics, please visit Google Privacy Policy

Use of de-identified and aggregated information

We may use personal information and other data about you to create de-identified and aggregated information, such as general location information, information about the computer or device from which you access our Services, or other analyses we create. We may also use this information to improve our services. We may share this information with the parties listed in 'Sharing of Personal Data' below.

Where does DiplomacyDojo obtain my personal data from?

Most of the personal data we process is obtained from you when, through the application you: register for a DiplomacyDojo account and interact by typing and submitting content with DiplomacyDojo. Other types of personal data may be obtained from third parties, including, for example, your name and time zone from Facebook.

Sharing of personal data with third parties

We do not share your personal data with third parties, except as provided below.

1. Service providers

We use third party service providers who provide technical and support services to help us provide and improve the product and Services. In providing the Services, these third party service providers may have limited access to databases of user information or registered member information solely for the purpose of helping us to improve the product and they will be subject to contractual restrictions prohibiting them from using the personal data of our members for any other purpose.

2. Disclosures to third parties for special programs

If you participate in the special program, we will share the outcome of your participation in the program(as measured by your survey responses, engagement and satisfaction metrics) with the program partner, which may include your employer, certification authorities, or other academic partners who help conduct the study. Note that your participation in special programs may be governed by terms outside of this Privacy Policy.

At any point you may also withdraw your consent to have your personal data used in the special program by[contacting us as set forth below.]If you withdraw your consent to share personal data, you may continue to use DiplomacyDojo’s standard features.

3. Disclosure to other third parties

In certain circumstances, we share and / or are obliged to share your personal data with third parties for the purposes described above and in accordance with applicable law, including if we, in good faith, believe doing so is required or appropriate to comply with law enforcement or national security requests and legal process, such as a court order or subpoena; protect your, our or others’ rights, property, or safety; enforce our policies or contracts; collect amounts owed to us; assist with an investigation or prosecution of suspected or actual illegal activity or as otherwise allowed under applicable law.

These third parties include:

- administrative authorities(tax or social security authorities)
-financial institutions
-insurance companies
-police, public prosecutors, regulators
-external advisors

We may also disclose your personal data in connection with a corporate re-organization, a merger or amalgamation with another entity, a sale of all or a substantial portion of our assets or stock, including any due diligence exercise carried out in relation to the same, provided that the information disclosed continues to be used for the purposes permitted by this Privacy Policy by the entity acquiring the information.

How is my personal data secured

DiplomacyDojo operates and uses appropriate technical and physical security measures to protect your personal data. We have, in particular, taken appropriate security measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.

Access is only granted on a need-to-know basis to those people whose roles require them to process your personal data.

You are also responsible for helping to protect the security of your personal data. For instance, safeguard your user name, password and personal credentials when you are using the Services, so that other people will not have access to your personal data.Furthermore, you are responsible for maintaining the security of any device on which you utilize the Services.Unfortunately, no system is 100 % secure, and we cannot ensure or warrant the security of any personal data you provide to us.

Storage of personal data

We will keep your personal data for as long as it is necessary to fulfil the purposes for which it was collected as described above and in accordance with our legal and regulatory obligations.

If you would like further information about our data retention practices you can ask for this at any time(see 'Contact Us' section below).

Cookies

What is a cookie? It’s a file which has within it an identifier (i.e.a combination of letters and numbers) that a web server sends to a browser to be stored by that browser. This assists the server in more quickly identifying the browser – as each time that this browser requests a page from the server it sends this identifier back to the server. We may use both 'session' cookies and 'persistent' cookies on the website. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date. We will use the session cookies to: keep track of you whilst you navigate the website; keep track of items in your shopping basket; prevent fraud and increase website security; and other uses. We will use the persistent cookies to: enable our website to recognise you when you visit; keep track of your preferences in relation to your use of our website; and other uses. We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers.

The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available here. Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies.

Your rights

You may have various rights under data protection legislation (where applicable).

These may include(as relevant):

The right of access enables you to check what type of personal data we hold about you and what we do with that personal data and to receive a copy of this personal data;
The right to rectification enables you to correct any inaccurate or incomplete personal data that we hold about you;
The right to erasure enables you to request that we erase personal data held about you in certain circumstances;
The right to restrict processing of your personal data by us in certain cases, including if you believe that the personal data held about you is inaccurate or our use of the personal data is unlawful;
The right to data portability enables you to receive your personal data in a structured, commonly used and machine readable format and to have that personal data transmitted to another data controller.
Note that we will require you to take steps to verify your identity in accordance with applicable law.

"Do not Track"

Do Not Track('DNT') is a privacy preference that users can set in certain web browsers. Please note that we do not respond to or honour DNT signals or similar mechanisms transmitted by web browsers.

Children’s information

The Services are not directed to children under 13 (or other age as required by local law), and we do not knowingly collect personal data from children. If you learn that your child has provided us with personal data without your consent, you may contact us as set forth below. If we learn that we have collected any personal data in violation of applicable law, we will promptly take steps to delete such personal data and terminate the child’s account.

Your right to lodge a complaint with a supervisory authority

If you are unhappy about any aspect of the way we collect, share or use your personal data, please let us know using the contact details below.You also have a right to complain to your local Data Protection Authority if you prefer. Contact details for Data Protection Authorities in the EU are available at Data Protection

Changes to this policy

We may need to make changes to this Privacy Policy at any time. If we make any material changes to how we collect your personal data, or how we use or share it, we will post or provide appropriate notice in accordance with applicable law.

In order to ensure fairness of the processing, we encourage you to review the content of this Privacy Policy regularly.

Contact us

For further information, to exercise your rights, or if you have any questions or queries about this Privacy Policy, please contact:

email: anne.hsu@qmul.ac.uk
postal: Queen Mary University of London
Mile End Road
London E1 4NS