Privacy Policy

Effective Date: October 06, 2010

Introduction

This Policy (together with the colwiz Terms of Service and any other documents referred to in it) sets out the basis on which any personal data that we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purposes of the Data Protection Acts 1988 and 2003, the data controller is Colwiz Limited, a company registered in Ireland under company registration number 463711, with registered office at 22 Northumberland Road, Ballsbridge, Dublin 4 (“colwiz”).

colwiz aims to provide services that will support you in managing your research activities. As a result, information concerning those research activities will be stored on the colwiz servers. This will include personal data that you choose to include in your profile and that as a result is openly disclosed by you on our website, together with publication metadata associated with the articles in your personal library. We understand that you may have some concerns about the uses to which we may put your personal data. Your privacy is very important to us. Accordingly, we have developed this Privacy Policy in order for you to understand how we collect, use, communicate, disclose and make use of personal information.

Outline

The following outlines our Privacy Policy. Further details concerning the purposes for which we collect personal data are given in the subsequent paragraphs.

Before or at the time of collecting personal information, we will inform you of the purposes for which that information is being collected.
We will collect and use personal information solely with the objective of fulfilling the purposes that we have specified and for other directly compatible and legitimate purposes.
We will retain personal information only as long as is reasonably necessary for the purposes.
We will collect personal information by lawful and fair means.
All personal data that we collect will be relevant to the purposes for which it is to be used, and, to the extent necessary for those purposes, we will endeavour to ensure that it is accurate, complete, and up-to-date.
We will take appropriate security measures against unauthorized access to, or unauthorized alteration, disclosure or destruction of, your personal information, in particular where the processing involves the transmission of your data over a network and against all other unlawful forms of processing.
We will make readily available information about our policies and practices relating to the management of personal information

We are committed to these principles in order to ensure that the confidentiality of personal information is protected and maintained.

Information that might be collected or processed by us

There are two types of personal information that is collected and processed. The first type is the information that you provide about yourself either when you first set up your colwiz account, or in setting up and maintaining your online profile. The second type is more general information that colwiz collects that allows us to improve our services to you and other users; this is primarily metadata relating to publications in your publication library (e.g. aggregation of the number of users who have a particular paper in their library) and your research interests which is uploaded to our service to allow us to synchronise your desktop and online libraries. Below we list the types of information we may collect and process about you:

information provided by you by entering data directly into the colwiz site (this includes information provided at the time of registering to use the site, subscribing to our services, posting material or requesting further services);
information that you voluntarily provide in your public profile. Note this may include personally identifiable information by which others may be able to identify you or other aspects of your private life;
any information provided by you via the “feedback” sections or facilities of the site;
records of any e-mail correspondence that you send to us, and any associated contact details;
information concerning the publications that you have in your library that we use in aggregating numbers of readers. Note, however, that no personally identifiable information is collected for calculating these aggregate statistics. For example, our site may indicate that 10 users are reading a publication, but it will not be made public which users are reading that particular publication, unless a person identifies him/herself as an author of that particular publication;
information derived from the way in which you interact with the colwiz site, and details of transactions you carry our through the site and of the fulfilment of the services to you;
details of your visit to our site and the resources that you access.

IP Addresses and Cookies

As a result of the way in which the internet operates, we automatically receive certain information when you access our site. This includes the URL of the site from which you came, and also the site to which you go when you depart our site. We also receive the IP address of your computer (or the proxy server that you use to access the internet), details of your computer operating system; the type of web browser you use, as well as the name of your ISP. This information is used by us to analyse overall trends and also to improve the efficiency of our services. We do not share any linkage between your IP address and your other personally identifiable information with third parties (except as described in “Disclosure and sharing of information” below).

In order to allow us to:-

analyse site usage and trends;
improve and develop the quality of our services;
customise your experience with the site;
improve the efficiency of your interaction and usage of the site;
store information about your preferences so as to allow us to customise our site according to your individual interests;
deliver third party advertising via our site;
recognise you when you return to the site,

we use cookies. Cookies are tiny data files that reside on your computer and which allow us to recognise you when you return to the site using the same computer and web browser. You may remove or block cookies by using the appropriate settings in your browser. However, doing this may impact on your ability to use the site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to the site.

What we might use your personal information for

colwiz will use the personal information that you provide to us to improve our services. In particular, the information that you provide to us about yourself might be used to:

respond to any questions or complaints you might have or notify you of any changes that we have made to the site or to our Terms of Services;
provide our services to you, including the management of your publication library, and any social networking services that you choose to utilise;
notify you of any new articles or other research-related information that we believe you may find interesting; and
serve targeted and personalised third party advertisements.

Disclosure and sharing of information

We will only share or disclose your personally identifiable information with others as set out in this section:-

we may need to disclose your personal information or other information concerning your activities if we are required by law to do so, whether by subpoena or other legal process, including to assist any governmental, public or other regulatory enforcement agencies. We may also disclose such information if we believe in good faith that such disclosure is necessary in order to investigate, prevent or take action in respect of suspected, threatened, alleged or actual illegal activities.
we may share your personally identifiable information with third parties to the extent necessary to carry out your instructions or to provide the services or information available via the site;
we reserve the right to disclose your personal information in order to enforce or apply our Terms of Service or to protect the security and integrity of the site and the services, or to protect the rights property or safety of colwiz, its users, personnel or others;

Deletion of data

You are free to delete or edit any personal data that you have entered onto the colwiz site and services at any time. Data which is not personal to you, such as publication metadata associated with your publication library which is already in the public domain, will not be deleted if you stop using or deactivate your colwiz account. It may not be possible to remove all data resulting from communications with other colwiz users through our social networking services, since this data may continue to be held by those users. Also, data that has been removed may be retained in colwiz’s back up and archival copies of its data.

Where we store your information

The data that we collect and process about you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of the services, the processing of your transactions and the provision of the support services. By submitting your personal data, you agree to this transfer, storing or processing. colwiz will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy. Where we have given you (or where you have chosen) a password and/or user ID which enables you to access our site, you are responsible for keeping this information confidential.

Unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted to our site. Accordingly, any transmission is at your own risk.

Advertising and Marketing

colwiz will not sell, rent, share or disclose your personal information to third parties for marketing purposes. As described above, the colwiz site provides links to the websites of those organisations and companies who advertise on the colwiz website. You should be aware that all such websites are governed by their own terms and conditions of use and their own privacy policies, which may be different to those of colwiz. You should ensure that you read and understand those policies and terms of use before entering any personal data onto those websites. colwiz does not accept any liability or responsibility for any loss that you may suffer as a result of using those third party websites.

Access to Information

Subject to certain restrictions and limitations laid down by law, you have the right at any time to request a copy of any personal data that colwiz holds about you, and to have inaccuracies in that information corrected. colwiz reserves the right to charge the statutory prescribed fee for handling any such requests. To exercise this right, you should contact colwiz at privacy@colwiz.com. We may require additional proof of your identity in order to deal with your request.

Amendments to this Policy

colwiz reserves the right to amend this Privacy Policy at any time without notice. If appropriate, we will notify you by e-mail of any such amendments, and the amended policy will be available at this website.

Questions concerning this Policy

If you have any questions concerning this Privacy Policy then please e-mail them to us at privacy@colwiz.com.

An up to-date copy of this document is available at http://www.colwiz.com/privacy