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Privacy Policy

Axis Workshops Limited - Privacy Policy

Last updated: 12th September 2018

Overview

  1. This Privacy Policy is to explain how Personal Information (as defined below) is collected, used, and disclosed. As a guiding principle, our mission is to create a platform which results in great, reasoned and actionable decisions from a workshop meeting. As such, we collect information needed to help execute this mission.
  2. By extension of this, the scope of personal data collected by the application is minimal. For a facilitator this includes name, email address and Gravatarlink if there is one connected to that email address, and IP address for security purposes. For a participant in a workshop we temporarily store the name entered on login, but do not persist this permanently. Nowhere else in the platform is personal information required or expected.
  3. By using the services provided through this site (the "Services" and "Site", respectively), you accept the policies and practices described in this Privacy Policy. Each time you visit the Site or provide information to us, you agree that you consent to our use and disclosure of the information that you provide, and consenting to receive notifications (including by email), all as further described in this Privacy Policy. This Privacy Policy is incorporated into the Site's Terms of Use (the "Terms of Use"). If a term is capitalised and is not defined in this Privacy Policy, it shall have the meaning ascribed to it in the Terms of Use.
  4. In this Privacy Policy, "Personal Information", means all and any information about an identified or identifiable individual (e.g: a name or e-mail address of an individual) as well as other non-public information that is associated with the foregoing, and "Non-Personal Information" means information that is not and cannot be associated with or linked to Personal Information. Non-Personal Information does not enable identification of, or contact with, individuals.

How We Collect Information

  1. User Provided Information. We receive and store user information which could be provided directly or indirectly by you. You may, as part of the Services, provide what is generally called “Personal Information”, including your name and email address. When you access Axis as a workshop facilitator, the application retrieves these details from our authentication provider and retains them temporarily to improve the performance of the platform.

    If you are joining as a participant we temporarily store your name, and create a pseudonym that all interactions with the workshop are stored against. When the workshop is ended the name entered is deleted and cannot be retrieved.
  2. “Cookies” Information. As you use the Service, we may also passively collect certain information, including your Internet protocol address, browser type, access times, and operating system. We may also use Cookies and other similar means to collect and store information regarding the date and time of your use of the Service. This type of information is collected to make the Services more efficient. "Cookies" are small pieces of information that a website sends to your computer's hard drive while you are viewing a web site. We may use both session Cookies (which expire once you close your web browser) and persistent Cookies (which stay on your computer until you delete them). Persistent Cookies can be removed using internet browser help file directions. Please note that if you delete, or choose not to accept, Cookies from the Services, you may not be able to utilise the features of the Services to their fullest potential. In addition, we may use third party services such as Google Analytics that collect, monitor and analyse this type of information in order to increase our Service’s functionality. These third-party service providers have their own privacy policies addressing how they use such information.
  3. Third Party Web Beacons. We may from time to time contract with partners to optimise the Service and communications from the Site. To do this, we may use web beacons, clear GIFs and Cookies provided by such partners. The information collected will allow us to learn how to improve the Services for the benefit of our users. This information may be collected directly by the third party, and Axis does not participate in that data transmission. Information collected by a third party in this manner is subject to that third party’s own data collection, use, storage and disclosure policies.
  4. Corporate Directory Services. If you are logging on as a facilitator using a corporate instance, your details may be shared by your company using their corporate directory services and linked to Axis' own authentication sub-processor.
  5. You may join the Site directly, by logging in using your an email address and name. This will be stored by our authentication processor, Auth0 and is only accessible by the platform.

How We Use Information

  1. We use your Personal Information to ensure the best possible personalised experience of the Axis platform and no more. We do not keep personal details within the application and anything we use within the application to identify data belonging to you or your organisation uses a pseudonym in order to ensure that, in the event of a data breach, it would not be possible to identify you personally.
  2. From time to time we may use and disclose Non-Personal Information, generally for statistical analysis of patterns of use of the services, and to improve the quality of features involving technologies such as Machine Learning. Such Non-Personal Information may include information derived from Personal Information, for example excluding Personal Information like names and contact details from the data.
  3. We use the information collected to operate, maintain, enhance and provide all of the features of the Services; to communicate with you; to respond to your questions and comments; to notify you about special offers and products or services that may be of interest to you; to customise your experience with the Site or Services; to ask you for information from you, including through surveys; to resolve disputes, collect fees, or troubleshoot problems; to prevent potentially prohibited or illegal activities; to enforce our Terms of Use; and as otherwise described to you at the point of collection.
  4. We will use the information collected to understand and analyse the usage trends and preferences of our users, to improve the Service, and to create new features and functionality.
  5. We may use your e-mail address or other Personal Information (a) to contact you for administrative purposes such as customer service or to address intellectual property infringement, privacy violations or defamation issues related to submissions posted by you on the Services or (b) to send you promotional messages related to the Services and the activities of third parties we work with.
  6. We may use “cookies” information and automatically collected information to: (a) personalise the Services, such as remembering your information so that you will not have to re-enter it during your visit or the next time you visit the Services; (b) provide customised third party advertisements, content, and information; (c) monitor and analyse the effectiveness of Services and third party marketing activities; and (d) monitor aggregate site usage metrics such as total number of visitors and pages viewed.

Links to Other Sites

  1. The Site contains links to other sites. We are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave the Site and to read the privacy statements of each and every site that collects Personal Information.

Disclosure of Information

  1. We may disclose your Personal Information: (i) if such disclosure is made to comply with applicable law or order (such as order issued by a court or an authorised administrative agency, respond to a subpoena, legal process, warrant etc); (ii) to our service providers for the purpose of providing their services such as information technology services and hosting services; or (iii) as part of a merger or consolidation, or as part of the sale of stock or assets of the business to which the information pertains.
  2. We may from time to time share part or all of your Personal Information with our affiliated entities. Data processing agreements will be in place before such sharing occurs.
  3. Any information, including Personal Information, that you voluntarily choose to include in an accessible area of the Services will be available to anyone who has access to that content, including other users.
  4. We work with third parties to provide website, application development, hosting, maintenance, and other services for us (“Third Party Service Providers”). To the extent it is necessary for these Third Party Service Providers to complete their contractual obligations to us, they may have access to or process your Personal Identifiable Information. Generally, these disclosures are made under terms comparable to this policy, and the recipients are limited to using the information the purpose for which it was provided. By using the Site or the Services, you are authorising us to disclose to Third Party Service Providers the information required to complete their services for us. These Third Party Service Providers are not controlled by Axis and personal information disclosed to them is subject to the applicable Third Party Service Provider’s privacy policy, security practices and any Data Processing Agreements in place. A list of our third party service providers can be found in our Processors List.
  5. We may transfer your Personal Information to countries other than the country in which the data was originally collected. Those countries may not have the same data protection laws as the country in which you initially provided that information. When we transfer your Personal Information to other countries, we will protect it as described in this Privacy Policy.
  6. We may disclose information to suppliers who you contact through the Services. Throughout this Site and the Services, all services provided by a third-party supplier are described as such. By making a request through the Services, you are authorising us to disclose to suppliers the information required to complete your request. These suppliers are not controlled by Axis and personal information disclosed to them is subject to the applicable supplier's privacy policy and security practices. Therefore, we encourage you to review the privacy policies of any supplier whose products you purchase through this Service.
  7. We make available to third parties certain automatically-collected and other aggregate non-personally-identifiable information, to: (i) comply with various reporting obligations; (ii) for business or marketing purposes; or (iii) to assist such parties in understanding our users’ interests, habits, and usage patterns for certain programs, content, services, advertisements, promotions, and/or functionality available through the Services.
  8. We reserve the right to disclose your Personal Information that we believe, in good faith, is appropriate or necessary to take precautions against liability; to protect Axis and others from fraudulent, abusive, or unlawful uses or activity; to investigate and defend ourselves against any third party claims or allegations; to assist government enforcement agencies; to protect the security or integrity of the Services; to protect the rights, property, or personal safety of, Axis, our users, or others, or as otherwise required by law. In such cases, we reserve the right to raise or waive any legal objection or right available to us.
  9. If you were referred to this Site from another site (for example, through a link you clicked on another site that directed you to this one), we may share some information about you with that referring website. We have not placed limitations on any referring website’s use of your personal information and we encourage you to review the privacy policies of any website that referred you here.
  10. We may share your Personal Information in connection with a corporate transaction, such as a divestiture, merger, consolidation, or asset sale, or in the unlikely event of bankruptcy.

Your Information & Choices

  1. Subject to applicable law, you may have the rights to request access to and receive information about the Personal Information we hold about you, update and correct inaccuracies in your Personal Information, and have your Personal Information blocked or deleted, as appropriate. Personal Information stored by Axis will be deleted after the legal basis for processing that data has passed and according to local law. To exercise these rights, you can request a copy of the Personal Information or its deletion by raising a ticket request here. We will respond to your inquiry within 30 days, or will notify you that more time is needed for particularly complex requests.
  2. All non-transactional emails contain a link which you can use to change your contact preferences in relation to marketing communications from Axis.

Third Party Use of Disclosed Profiles

  1. In the event you have disclosed your Personal Information to third parties through the Site, in whole or in part, we cannot control such Personal Information following disclosure, and cannot force the deletion or modification of that Personal Information by the parties to whom it was made available. A request for deletion or modification of Personal Information will need to be directed to the third party.

Security

  1. We use a variety of industry-standard security technologies and procedures to protect your Personal Information from unauthorised access, use, or disclosure. Notwithstanding, we cannot fully eliminate security risks associated with Personal Information. You assume all responsibility and risk for your use of the Site and the information you post or access through the Site.

User Feedback

  1. If you provide us feedback, any such comments become our exclusive property. We may use feedback for marketing purposes or to add to or modify the Services without any obligation, monetary or otherwise, to you.

Modifications

  1. This Privacy Policy is subject to revisions from time to time. Should you object to any such modifications, you must cease using our Service and request that we delete your profile. Continued use of the Service following any such change will indicate your acknowledgement of such change and agreement to be bound by the terms and conditions thereof. All such changes will apply to previously collected information. Therefore, please make sure you read this Privacy Policy regularly. Your continued use of the Services after the revised Privacy Policy has become effective indicates that you have read, understood and agreed to the current version of the Privacy Policy.

Our Commitment to Children’s Privacy

  1. Protecting the privacy of young children is especially important. For that reason, we do not recommend, knowingly collect or knowingly maintain Personal Information of persons under 14 years-of-age, and no part of the Services is directed to persons under 14 years-of-age. If you are under 14 years-of-age, then please do not use or access Services at any time or in any manner. If we learn that Personal Information has been collected on the Services from persons under 14 years-of-age and without verifiable parental consent, then we will take the appropriate steps to delete this information. If you are a parent or guardian and discover that your child under 14 years-of-age has obtained an Account on the Services, then you may alert our Support team by raising a ticket request here and request that we delete that child’s Personal Information from our systems.

Privacy Settings

  1. Although we may allow you to adjust your privacy settings to limit access to your information, please be aware that no security measures are perfect or impenetrable. We cannot control the actions of other users with whom you may choose to share your information. Therefore, we cannot and do not guarantee that information you post on the Services will not be viewed by unauthorised persons. We are not responsible for circumvention of any privacy settings or security measures contained on the Site or within the Services.

Storage, Security and Retention of Information

  1. You acknowledge that Personal Information will be processed and stored by Axis in databases hosted in the EU. We have taken reasonable steps to protect the information users share with us, however, no transmission of information via the Internet can be entirely secure, so please always use caution when submitting Personal Information. As long as there is a legal basis for processing your Personal Information, we will retain your Personal Information for as long as you have an active Account, or until we receive a request for the deletion of data, unless retention is otherwise required to comply with our legal, financial reporting, or compliance obligations, or to enforce this privacy policy.

In the Event of Merger or Sale

  1. In the event that all or a portion of Axis Workshops Limited or its assets are acquired by or merged with a third party entity, we reserve the right, in any of these circumstances, to transfer or assign the information that we have collected from users in connection with such merger, acquisition, sale, or other change of control.

Contact

  1. If you have questions or concerns about our Privacy Policy, please contact us via the email address axis@axis.ws with the subject “Privacy Policy Enquiry" or contact us on our chat widget on this page