Terms & Conditions and Privacy Policy
Legal Notice / Public Disclaimer:
Updated: 25th May 2018
(Company Name Updated 15.03.2022)
(Company Address Updated 04.10.2023)
The Conference Monkey service is owned and operated by
INOMICS GmbH
Schröderstr. 11
D-10115 Berlin, Germany
(Formerly 11 Academia Networks GmbH)
You can contact us using the email address: info (at) inomics.com or by calling 0049 30 2084712 50
The managing directors of the company are Andreas F. Hoffmann and Christopher P. Nash
The company INOMICS GmbH has been established and registered according to the laws of the German State of Berlin and the Federal Republic of Germany.
Registration number: HRB 126307 B
Terms & Conditions:
Updated: 25 May 2018
This Statement applies to 11 ACADEMIA NETWORKS sites and services Account Holders.
It is divided into the following sections:
Section A) Preamble
Section B) Definitions
Section C) Statement of Service, Rights and Responsibilities
1. Privacy
2. Sharing Content and Information
3. Safety
4. Registration and Account Security
5. Protecting Other People’s Rights
6. Advertisements and Commercial Content
7. Special Provisions applicable to Advertisers
8. Amendments
9. Termination
10. Disputes
11. Other
Preamble
These Terms and Conditions, as defined in the Definitions below once accepted by you, form a user-agreement (The Agreement) between you and 11 Academia Networks GmbH (11 ACADEMIA NETWORKS), located at the address: Am Kupfergraben 6A, 10117 Berlin, Germany.
These Terms and Conditions make up the entire Agreement between you and 11 ACADEMIA NETWORKS and supersedes any prior agreements.
These Terms and Conditions are written in English. To the extent any translated version of these Terms and Conditions conflicts with the English version, the English version controls.
By accepting the 11 ACADEMIA NETWORKS Terms and Conditions and confirming the Agreement you confirm that you have read, understood and agree to the following Statement, the 11 ACADEMIA NETWORKS Privacy Policy, our Legal Notice and all accompanying and referred documentation.
The Agreement is valid from the time of acceptance, until it is changed or terminated according to Sections 8 and 9 of the statement of rights and responsibilities below.
Definitions
1. By the terms 11 ACADEMIA NETWORKS, We or Us we mean the sites and services we make available, including through (a) our consumer websites such as inomics.com, conferencemonkey.org, studypunk.com, newengineer.com, duedigital.com, medfrogs.com, codeslaw.com, biobirds.com, research-jobs.net, professors.ac, science88.cn, sciencecalifornia.com, 11academianetworks.com and any other 11 ACADEMIA NETWORKS operated website (including sub-domains, international versions, widgets, applications and mobile versions); (b) our content platform; (c) social plugins (d) other media, software (such as a toolbar), devices, or networks now existing or later developed.
2. By the terms Registered User, Registered Account Holder, User, Account Holder we mean someone who has registered an Account with one or more of the sites or services of 11 ACADEMIA NETWORKS.
3. By You we mean a Visitor or Account Holder to one of the 11 ACADEMIA NETWORKS operated sites or services.
4. By Terms and Conditions we mean all documentation and policies available that are related to the management and use of our sites and services, including but not limited to the Statement of Service, Rights and Responsibilities (The Statement), our Privacy Policy and our Legal Notice / Public Disclaimer (Legal Notice OR Disclaimer).
5. The Agreement or User-Agreement refers to the Terms and Conditions once you have accepted them whilst logging-in to or creating a new User-Account for one of the 11 ACADEMIA NETWORKS operated sites or services.
6. By Content Platform we mean a database and a set of APIs and services that enable others, including application developers and website operators, to retrieve data from 11 ACADEMIA NETWORKS or provide data to us.
7. By Private Data we mean Information about you that is not displayed to the general public or other 11 ACADEMIA NETWORKS sites or services Account Holders.
8. By Public Data we mean information about you that is displayed to the general public and/or other 11 ACADEMIA NETWORKS sites or services Account Holders.
9. By Content we mean anything posted on one of the sites or services of 11 ACADEMIA NETWORKS that would not be included in the definition of information.
10. By Commercial Content or Advertising we mean content posted on behalf of an organisation.
11. By Data we mean content and information that we or third parties can retrieve from 11 ACADEMIA NETWORKS or provide to 11 ACADEMIA NETWORKS through the Content Platform.
12. By Post we mean upload, send or otherwise make content available to us, including via third party means such as by using an application.
13. By Use we mean use, copy, publicly perform or display, upload, download, distribute, modify, translate, and create derivative works of.
14. By Advertiser or Recruiter we mean any individual sending us or posting content on behalf of an organization they work for or another third party, including commercial content. Advertisers and recruiters may or may not be 11 ACADEMIA NETWORKS sites or services Account Holders.
15. By Application we mean any application or website that uses or accesses the Content Platform, as well as anything else that receives or has received data from us. If you no longer access the Content Platform but have not deleted all data from us, the term application will apply until the data is deleted.
16. By User or Visitor we mean someone using one or more of the 11 ACADEMIA NETWORKS sites and services, including those not logged-in or who do not have a user account.
Statement of Service, Rights and Reponsibilities
1. Privacy
Your privacy is very important to us. We designed our Privacy Policy to make clear how you can use our sites and services to share with others, about how we collect and can use your content and information, and so that you can use it to help make informed decisions. By accepting these Terms and Conditions, you confirm that you have read the 11 ACADEMIA NETWORKS Privacy Policy.
We have designated a Data Protection Officer to coordinate privacy related enquiries. If you have questions or queries about privacy on 11 Academia Networks sites or services, please contact dpo@11academianetworks.com
2. Sharing Content and Information
You own all of the content and information you post on one of the 11 ACADEMIA NETWORKS sites or services about yourself. You can control how it is shared with others via your settings. When you wish to post information on behalf of an organization, you confirm that you have the legal authority to do so. All information and content posted on behalf of an organization remains the property of that organization. In addition:
a. For all content posted, including content that is covered by intellectual property rights, like photos, videos logos and trademark names (IP content), you specifically give us the following permission: you grant us a non-exclusive, transferable, sub-licensable, royalty-free, worldwide license to use any IP content that you post on or in connection with 11 ACADEMIA NETWORKS or one of its sites or services (IP License). This IP License ends when you delete the IP content, unless this content has been shared with others, and they have not deleted it.
b. If you want part or all of your content to be removed from a website, where there is no option to delete it yourself please contact us at info (at) 11academianetworks.com or using the details listed on our contact page. We will make every effort to ensure that deleted content is removed from all accessible areas of the 11 ACADEMIA NETWORKS websites within a reasonable period of time. However, you understand that removed content may persist in third-party applications or in secure backup copies for a longer period of time.
c. When you post any content on 11 ACADEMIA NETWORKS sites or services, you grant us editorial control of the content posted, which includes the right to edit and make changes when we consider it necessary in order to provide accurate and clear information to users. This includes but is not limited to: changing formatting such as text size and spacing; correcting spelling mistakes; adding or removing punctuation; repositioning, resizing or otherwise improving the readability of images, videos and logos. 11 ACADEMIA NETWORKS will endeavour to inform you of any significant changes made to content you have posted, but is not obliged to do so.
d. 11 ACADEMIA NETWORKS reserves the right to remove, instantly and without warning, any content or information posted that we deem necessary to remove for legal or editorial reasons.
3. Safety
We do our best to keep 11 ACADEMIA NETWORKS sites and services safe and the information stored there secure, but we cannot guarantee it. We need your help to reduce the chance of information being lost or stolen, which includes the following commitments:
a. You will not send or otherwise post unauthorized commercial communications (such as spam).
b. You will not collect users' content or information, or otherwise access one or more of 11 ACADEMIA NETWORKS sites or services, using automated means (such as harvesting bots, robots, spiders, or scrapers) without our permission.
c. You will not engage in unlawful multi-level marketing, such as a pyramid scheme.
d. You will not upload viruses or other malicious code.
e. You will not solicit login information or access an account belonging to someone else.
f. You will not bully, intimidate, or harass any user.
g. You will not post content that: is hateful, threatening, or pornographic; incites violence; contains nudity or graphic or gratuitous violence; is considered illegal according to the laws of the Federal Republic of Germany, the country in which you reside, or the country most relevant to the content you are posting, for example the country where an event you are posting details of is located.
h. You will not use any of the 11 ACADEMIA NETWORKS sites or services to do anything unlawful, misleading, malicious, or discriminatory.
i. You will not do anything that could disable, overburden, or impair the proper working of 11 ACADEMIA NETWORKS sites or services, such as a denial of service attack.
j. You will not facilitate or encourage any violations of this Statement.
4. Registration and Account Security
Registered users of any of the 11 ACADEMIA NETWORKS sites or services should provide their real names and information. To help us in registering and maintaining the security of your account, you agree that:
a. You will not provide any false personal information or create an account for anyone other than yourself or the organization you represent without permission. The person who created the account or the otherwise designated and named contact person is solely and completely responsible for the accuracy and legality of all content posted.
b. You will not create more than one personal profile.
c. If we disable your account, you will not create another one without our permission.
d. You will not use your personal profile for your own commercial gain or to earn income from a third party with which you are not affiliated, without our express permission.
e. You will not register a user account if you are under 18.
f. You will not use 11 ACADEMIA NETWORKS sites and services if you are a convicted sex offender.
g. You will keep your contact information accurate and up-to-date.
h. You will not share your password, let anyone else access your account, or do anything else that might jeopardize the security of your account.
i. You will not transfer your account (including any page or application you administer) to anyone without first getting our written permission.
j. If you select a username for your account we reserve the right to remove or reclaim it if we believe appropriate (such as when a trademark owner complains about a username that does not closely relate to a user's actual name).
k. We may deactivate, suspend or delete your account without warning or compensation if we suspect that it is being misused in any way.
l. You may appeal or question any action we take by contacting us directly at info (at) 11academianetworks.com or at the address on the contact page of the website.
5. Protecting Other People's Rights
We respect other people's rights, and expect you to do the same.
a. You will not post content or take any action that infringes or violates someone else's rights or otherwise violates the law.
b. We can remove any content or information you post on one or more of the sites and services of 11 ACADEMIA NETWORKS if we believe that it violates this Statement, including the associated Privacy Policy.
c. If we remove your content for infringing someone else's copyright, and you believe we removed it by mistake, you may appeal or question the action by contacting us directly at info (at) 11academianetworks.com or at the address on the contact page of the website.
d. If you repeatedly infringe other people's intellectual property rights, we will disable your account when appropriate.
e. You will not use any of our copyrights or trademarks (including names, logos, urls of our websites, services or related platforms), or any confusingly similar marks, without our written permission, at least per e-mail.
f. You will not post anyone's identification documents or sensitive financial information on any of the sites and services of 11 ACADEMIA NETWORKS.
6. Advertisements and Commercial Content
Our goal is to deliver information and advertising that is not only valuable to advertisers, but also useful and relevant to users and visitors to the website. In order to help us do that, you agree to the following:
a. You give us permission to use your public data as defined in our Privacy Policy, including your name and profile picture, in connection with other content that you associate with, for example institutions where you have worked, or events you have attended.
b. We do not give or sell your private data or information, as defined in our Privacy Policy, to advertisers without your consent.
c. You consent to your public data, as defined in our Privacy Policy, including information you display in a public profile, being collected, collated and made available to advertisers or recruiters. Activating this information is voluntary, and you may adjust or deactivate this information at any time, according to our Privacy Policy.
d. You understand that we may not always declare paid services and communications as such.
e. You understand that we may tailor and customize content and communication according to your specifications and preferences.
7. Special Provisions Applicable to Advertisers
a. You agree that we may format and edit information you upload, including determining the size, placement, and positioning of text and images, as outlined in section 2 of this Statement.
b. Unless otherwise explicitly specified, we do not guarantee the exposure that your advertising or content will receive, such as the number of views/impressions or clicks you will get.
c. We cannot control how people interact with your advertising or content, and are not responsible for click fraud or other improper actions that affect the cost of your advertising or paid content.
d. We will archive and hide your advertising or content when it reaches the agreed or stated expiry date. You understand, however, that it will remain on our system as a reference and may be accessible still. If you require permanent deletion of your content you may request this and we will comply if possible. You understand that if users have interacted with your advertising or content, it may remain on their computer or device, until the user deletes it.
e. We can use your ads and related content and information for marketing or promotional purposes.
f. You will not issue any press release or make public statements about your relationship with 11 ACADEMIA NETWORKS or one of its sites and services without permission in either written or email form.
g. You understand and accept that we may reject or remove any advertising for any reason.
h. If you are placing advertising or content on someone else's behalf, by accepting this Statement you confirm that have permission to place this, including the following:
I. You warrant that you have the legal authority to bind the advertiser to this Statement.
II. You agree that if the organization or company, that you as an advertiser represent, violates this Statement, we may hold you responsible for that violation.
i. You acknowledge that by posting paid content, you are legally obliged to meet this payment either at the time of booking, or within two weeks or other agreed period of the invoice date if paying by invoice. The amount due is considered that displayed at least once at the beginning of the booking process or as confirmed in written form (email, fax or letter) with an authorized representative of 11 ACADEMIA NETWORKS.
8. Amendments
a. We can change this Statement at any time. If we do this, we will provide you notice by posting the change on our Terms and Conditions page. Additionally if we update this Statement or any other part of our Terms and Conditions, for example our Privacy Policy, you will be prompted to accept these changes when you next login to your user account.
b. We can make changes for legal or administrative reasons, or to correct an inaccurate statement, upon notice without opportunity to comment.
9. Termination
If you violate the letter or spirit of this Statement, or otherwise create risk or possible legal exposure for us, we can stop providing all or part of 11 ACADEMIA NETWORKS services to you. We will notify you by email or at the next time you attempt to access your account. You may also delete your account or remove your content at any time. In all such cases, this Statement shall terminate, but the following provisions will still apply: 2b-d, 3-5, 6b, 7, and 9-11.
10. Disputes
a. If you have any question about this Statement, about any aspect of our Terms and Conditions, or would like more information about your rights and responsibilities as an 11 ACADEMIA NETWORKS sites or services Account Holder, please contact us at info (at) 11academianetworks.com or using the address and telephone numbers on the contact page of our website. We will endeavour to resolve any query or dispute you may have with our service in a cooperative and constructive manner. Our goal is customer and user satisfaction and this goal equally applies to individuals who are in any way concerned or dissatisfied with any aspect of our service.
b. If after contacting us you believe that a concern has not been sufficiently addressed, you will resolve any claim, cause of action or dispute (claim) that you have with us arising out of or relating to this Statement or 11 ACADEMIA NETWORKS exclusively in a court located in the State of Berlin, Germany. The laws of the Federal Republic of Germany will govern this Statement, as well as any claim that might arise between you and us, without regard to conflict of law provisions. You agree to submit to the personal jurisdiction of the courts located in Berlin, Germany, for the purpose of litigating all such claims.
c. If anyone brings a claim against us related to your actions, content or information on any of the 11 ACADEMIA NETWORKS sites or services, you will indemnify and hold us harmless from and against all damages, losses, and expenses of any kind (including reasonable legal fees and costs) related to such claim.
d. In the case of any dispute or claim you accept the following: WE TRY TO KEEP 11 ACADEMIA NETWORKS SITES AND SERVICES ONLINE, BUG-FREE, AND SAFE, BUT YOU USE IT AT YOUR OWN RISK. WE ARE PROVIDING ALL 11 ACADEMIA NETWORKS SITES AND SERVICES AS IS WITHOUT ANY EXPRESS OR IMPLIED WARRANTIES INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT GUARANTEE THAT ALL 11 ACADEMIA NETWORKS SITES AND SERVICES WILL BE SAFE OR SECURE. 11 ACADEMIA NETWORKS IS NOT RESPONSIBLE FOR THE ACTIONS, CONTENT, INFORMATION, OR DATA OF THIRD PARTIES, AND YOU RELEASE US, OUR DIRECTORS, OFFICERS, EMPLOYEES, AND AGENTS FROM ANY CLAIMS AND DAMAGES, KNOWN AND UNKNOWN, ARISING OUT OF OR IN ANY WAY CONNECTED WITH ANY CLAIM YOU HAVE AGAINST ANY SUCH THIRD PARTIES. WE WILL NOT BE LIABLE TO YOU FOR ANY LOST PROFITS OR OTHER CONSEQUENTIAL, SPECIAL, INDIRECT, OR INCIDENTAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS STATEMENT OR 11 ACADEMIA NETWORKS, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN THE EVENT THAT YOU HAVE PAID FOR PREMIUM CONTENT OR ADVERTISING ON ANY OF THE 11 ACADEMIA NETWORKS SITES OR SERVICES, OUR AGGREGATE LIABILITY ARISING OUT OF THIS STATEMENT OR YOUR USE OF 11 ACADEMIA NETWORKS SITES OR SERVICES WILL BE PROPORTIONATE AND REASONABLE, AND NOT EXCEED THE AMOUNT YOU HAVE PAID TO US IN THE LAST TWELVE MONTHS. IN ALL OTHER CASES, SHOULD YOU BE DISSATISFIED WITH 11 ACADEMIA NETWORKS, YOUR ONLY AVAILABLE COURSE OF REMEDIAL ACTION IS TO DESIST FROM USING 11 ACADEMIA NETWORKS AND ITS SITES AND SERVICES. APPLICABLE LAW MAY NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY OR INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATION OR EXCLUSION MAY NOT APPLY TO YOU. IN SUCH CASES, 11 ACADEMIA NETWORKS’ LIABILITY WILL BE LIMITED TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW.
11. Other
a. If any portion of this Statement is found to be unenforceable, the remaining portion will remain in full force and effect.
b. If we fail to enforce any of this Statement, it will not be considered a waiver.
c. Any amendment to or waiver of this Statement must be made in writing and accepted and signed by us.
d. You will not transfer any of your rights or obligations under this Statement to anyone else without our consent.
e. All of our rights and obligations under this Statement are freely assignable by us in connection with a merger, acquisition, or sale of assets, or by operation of law or otherwise.
f. Nothing in this Statement shall prevent us from complying with the law.
g. This Statement does not confer any third party beneficiary rights.
You will comply with all applicable local, national and international laws when using or accessing any of the 11 ACADEMIA NETWORKS sites or services.
Privacy Policy
Updated 4th June 2018
Introduction
Your privacy is important to us. 11 ACADEMIA NETWORKS is committed to ensuring that your privacy is protected and that we treat personal information that you trust us with in a responsible way.
Changes since previous version from 25th May 2018:
- Section D5 updated to clarify better the role of third-party processors.
- Section E updated to specify Google Analytics and Hotjar
- Section G renamed to “Third Party Analytics”, instead of “Google Analytics” and expanded to include Hotjar.
Privacy Policy Outline
The 11 ACADEMIA NETWORKS Privacy Policy is arranged into the following sections:
Section A) Context
Section B) Definitions
Section C) Your Rights
Section D) User Account Data, Contact Data and Customer Data
1. Where/how data are collected
2. What types of data are collected
3. How data are processed
4. How long data are kept
5. Who has access to data
6. Why data are collected
7. Legal Basis for processing data
Section E) How we store and process website activity data
Section F) Cookies
Section G) Third-Party Analytics
Section H) Advertising
Section I) Links to other website and plugins
Section J) Right of Disclosure and Account Deletion Procedure
Section A) Context:
This Privacy Policy applies for Account Holders of 11 ACADEMIA NETWORKS sites and services, whether logged-in or logged-out, and to individuals using the 11 ACADEMIA NETWORKS sites and services who do not have an Account.
It has been updated following a Data Audit and new company data privacy guidelines, in response to the GDPR legislation concerning data privacy for EU citizens, which comes into effect on 25th May 2018.
Should we ask you to provide certain information by which you can be identified when using any of the 11 ACADEMIA NETWORKS sites or services, it will only be used for the purposes for which you provided it or related purposes that are in your or our legitimate interest, in accordance with this privacy statement.
We maintain internal data privacy guidelines which our staff abide by. We update these internal guidelines and document within them our reasons and legal bases for processing different types of user data, so that we are confident we are doing so for the right legal and ethical reasons.
Our internal guidelines and documentation with regard to data privacy may be updated and changed, without automatically meaning that our Privacy Policy changes.
When updates to our internal guidelines affect this Privacy Policy, then we will update this Privacy Policy by updating this page. In the event that we make changes to this privacy policy, Registered Users will be prompted to accept these before they continue using their account. We will make reasonable efforts to inform and communicate to non-registered users when a change has been made to our Privacy Policy.
This policy is effective from 25th May 2018.
If you have concerns or questions about data privacy and data protection on 11 Academia Networks sites, please contact us at dpo@11academianetworks.com
Section B) Definitions:
This Privacy Policy sets out how 11 Academia Networks GmbH, hereafter referred to as “11 ACADEMIA NETWORKS”, “We” or “Us”, uses and protects any information that you give us when you use our sites or services, with “You” defined as a visitor or Account Holder to the 11 ACADEMIA NETWORKS websites and services.
By the term 11 ACADEMIA NETWORKS SITES AND/OR SERVICES, we mean all websites, features and services we make available, including through our consumer websites such as inomics.com, conferencemonkey.org, studypunk.com, newengineer.com, duedigital.com, medfrogs.com, codeslaw.com, biobirds.com, research-jobs.net, professors.ac, lingufish.com, 11academianetworks.com and any other 11 ACADEMIA NETWORKS operated website (including sub-domains, international versions, widgets, applications and mobile versions); (b) our content platform; (c) social plugins (d) other media, software (such as a toolbar), devices, or networks now existing or later developed.
Controller: As per the definitions laid down by the GDPR, the Controller is the entity that “determines the purposes and means of the processing of personal data”. In other words, it is responsible for data that you submit. In all cases for the purposes of this Privacy Policy, unless otherwise stated, this is 11 Academia Networks GmbH.
Processor: As per the definitions laid down by the GDPR, the Processor is a third party entity authorised by the Controller to process data for which it is responsible.
Data Subject: The data subject is defined by the GDPR as an identifiable natural person. Further, the GDPR states that “an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
Personal Data: Personal data is defined by the GDPR as “any information relating to an identified or identifiable natural person (‘data subject’);
User Data: This refers to all information that you submit in the creation or updating of your user account. User Data is a kind of Personal Data.
Contact Data: Refers to an email address, address, phone number or other means of contacting you. Contact Data is a kind of Personal Data.
Private Data: Refers to data that you have trusted us with, but have not given or implied permission for us to share publicly.
Public Data: Means data that you have given or implied permission for us to share publicly. This may include by activating a public profile, or as a customer if you enter contact details for your Announcement.
An Opportunity refers to a job, course, conference, study programme, scholarship or other career or education opportunity which is communicated via our sites and services.
Section C) Your Rights
As specified in the GDPR legislation, You as a Data Subject have certain rights in relation to your personal data. For full details of these rights you should refer to the original text here: https://gdpr-info.eu/chapter-3/
In summary, we recognise the following rights of our users:
- A right to transparent information, communication and modalities for the exercise of the rights of the data subject
- A right to information to be provided where personal data are collected from the data subject
- A right to information to be provided where personal data have not been obtained from the data subject
- A right of access by the data subject
- A right to rectification
- A right to erasure (right to be forgotten)
- A right to restriction of processing
- A right to notification regarding rectification or erasure of personal data or restriction of processing
- A right to data portability
- A right to object
- A right not to be subject to automated individual decision-making
Limitations to the above rights may apply, especially when they contradict with legal obligation or others’ rights. If this is the case, we will inform you accordingly in response to any request you make to us in exercising your rights.
If you have any questions about how we respect your rights regarding data privacy, please contact our Data Protection Officer at dpo@11academianetworks.com
Section D) User Account Data, Contact Data and Customer Data
1. Where/how data are collected
We collect information about you when you register on the site (user data) or leave your email in an online form to receive updates (contact data). The information may also be edited, entered or removed in your user account. We also store related information when you take actions on our site, for example requesting to receive deadline reminders or applying to a career or education opportunity.
We receive data submitted by customers on the site submitted when they book with us, or which they send to us, for example by email.
We collect contact data related to individuals associated with content that we crawl for inclusion in our search engine services.
2. What types of data are collected
We store data including email address and name to be able to provide you with our services, for example to create an account or receive updates.
We may additionally store voluntarily submitted information including but not limited to your subjects of interest, location, nationality, education level etc.
We additionally store data related to and necessary to complete certain actions on the site, for example if you wish to receive updates about deadlines for a particular opportunity, we store your user ID next to the ID of that content in a database, and send you emails when deadlines for that opportunity approach.
We also store data that you submit as part of an application to an opportunity on the site, when that application is made through one of our sites.
We log information about your IP address and location when you use our sites and services.
We also store information submitted by customers when they post Announcements on our site, including but not limited to billing information and contact details.
We also store information related to content included in our search engine service, which is found by our web crawler and included on our websites. This includes the name and email address of the person responsible for content, when it is published on the crawled webpage.
If types of data are collected other than those described above, users are notified accordingly, when possible at the point the data is submitted, or consent is requested in advance.
3. How data are processed
User data is stored on server instances located in the European Union and hosted by Amazon Web Services (AWS). AWS acts as a Processor as defined by the GDPR. 11 Academia Networks remains the Controller of the information, as defined by the GDPR.
Communication between server instances is via a secure Virtual Private Cloud. Communication between services is either using a Virtual Private Cloud or via secure http (https). Transfer of data for development purposes is via a secure Virtual Private Network.
The data is used to generate automatic alerts to content that matches the user’s interests and preferences.
Data is also used in an anonymised form to help us better understand our audience’s interests and demography, and to communicate this, again in anonymous form, to (potential) customers so that they can make an informed decision about whether ours is the right target audience for their career and educational opportunities.
In the event that a user has consented to receive additional information from 11 Academia Networks, we may use the third-party service Mailchimp to send emails to certain users. The contact data of the user is added to a mailing list in Mail Chimp. User Data in Mailchimp may be stored on servers outside the European Union. Mail Chimp acts as a designated Processor of user and customer data, and is not authorised to use data for its own purposes. Mailchimp is compliant as a Processor as defined in the GDPR. The Controller of the data, as defined in the GDPR, remains 11 Academia Networks.
Customer Data is transferred and stored in a secure cloud service offered by Salesforce. This may include storage on servers outside of the European Union. Salesforce acts as a designated Processor of customer data and is not authorised to use the data for its own purposes. Salesforce is compliant as a Data Processor as defined in the GDPR. The Controller of the data, as defined in the GDPR, remains 11 Academia Networks.
If data is processed in other ways to those described above, users are notified accordingly, when possible at the point the data is submitted, or consent is requested in advance.
4. How long data are kept:
The user data is kept until the user changes or removes it, or it is changed or removed by a member of staff at 11 Academia Networks on the request of the user, or until the user account is deleted.
Customer data is kept indefinitely, or until the customer requests it to be removed. In the event of existing customers, we are obliged to keep evidence of transaction, including data about the customer, for a minimum of ten years after the transaction.
If data is kept for other durations to those described above, users are notified accordingly, when possible at the point the data is submitted, or consent is requested in advance.
5. Who can access data:
Profile data and user preferences can be accessed at any time by the user by logging into the user account.
User data and other stored data can be accessed and processed by members of staff of 11 Academia Networks GmbH who are trained to do so. Staff are contractually bound to treat all data confidentially and not to share or transfer the data to unauthorised third parties.
Data shared with other parties designated as “Processors” may be accessed by authorised members of staff working for the Processor for administrative or maintenance purposes. Processors are not authorised to use data received from us for their own purposes.
Examples of identifiable user data that is processed by authorised third parties includes, but is not limited to:
Mailing lists stored in Mail Chimp can be accessed by authorised members of 11 Academia Networks staff. It may also be accessed by authorised members of staff at Mail Chimp for administrative or maintenance purposes. Mail Chimp and its staff are not authorised to use our data for their own purposes.
Customer data stored in Salesforce can be accessed by authorised members of staff. It may also be accessed by authorised members of staff at Salesforce for administrative or maintenance purposes. Salesforce and its staff are not authorised to use our data for their own purposes.
Where we use other third party processors, data is stored in an anonymous or aggregated form.
If data is accessible in ways other than those described above, users are notified accordingly, when possible at the point the data is submitted, or consent is requested in advance.
6. Why this data is collected:
Data is used to offer users our full range of services, including:
- To receive updates on career opportunities, according to the user’s preferences, by email.
- To see career, education and event recommendations when using the website.
- To save interesting opportunities to find them easily later and to receive updates about them.
- To send other opportunities to the user according to their preferences.
It may be used for other purposes for example for new features. In this case, users are notified accordingly, when possible at the point the data is submitted, or consent is requested in advance.
Customer data is stored to enable us to complete transactions and to communicate with existing or potential customers in order to facilitate future transactions.
Contact data for people responsible for career or education opportunities found by our crawler and listed on our site as part of our search engine services are used to inform and offer control of crawled content to the person responsible for the content as originally published on their website.
7. Legal bases for processing user information:
The updated GDPR regulations require a legal basis for each processing of personal data. Below is a summary of the legal bases that we use to process data with some concrete examples pertaining to the most common types of data processing. This is not an exhaustive list. We record and document the legal bases about which we process data in our internal company data protection guidelines. If you would like to know more about the legal bases upon which we process specific types of data in specific ways, please contact us at dpo@11academianetworks.com.
The personal data you share with us is processed based upon one or more of the following legal bases:
a) The performance of a Contractual Relationship with you or to take steps at your request prior to entering into this relationship. This includes the processing of customer billing information.
b) Your Consent. If we use this basis of processing we will request your specific, informed consent in such way that you can freely give this. We ask for your consent when you create a user account to process your account data and send you updates about matching content, or when you submit your email to receive updates about occasional publications or competitions. We also ask for your consent to send you information apart from that which you would reasonably expect as part of our core services. You have the right to withdraw your consent at any time by changing settings in your user account, clicking on unsubscribe links in emails that we send, or by simply informing us by email or in writing that you withdraw your consent. This withdrawal will not affect the use of your data prior to the withdrawal.
c) A Legal Obligation with which we need to comply, for example in relation to record-keeping.
d) A Legitimate Interest of 11 Academia Networks and/or of you, which is not overridden by your rights. When we do not collect specific consent from a data subject to process their data in a particular way, on the basis of or in the pursuit of a contractual relationship, or due to a legal obligation, we do so because it is in our legitimate interest and/or in the legitimate interest of the user or customer to do so, without disproportionately infringing the rights of the latter as a data subject.
For example it is in the legitimate of interest of customers and users to be informed about changes to our services, conditions or products, and it is in our legitimate interest to ensure that users and customers are well informed so that they may use our services properly and appropriately.
It is also in the legitimate interest of users who have consented to receive email alerts about matching opportunities, to be occasionally informed about other related and relevant opportunities, which otherwise may not be included in our regular updates (Email Alerts). This is also in the legitimate interest of customers and providers who wish to communicate the opportunity, and it is in our legitimate interest to earn revenue as a result of the additional sponsored communication. The user’s rights are not compromised significantly as the data is not sensitive and the notification is relevant and comparable to notifications that the user has consented to receive from us, and receives on a regular basis.
Our use of information on the basis of one or more legitimate interests does not affect your rights as laid out in the GDPR when it comes to privacy. As such, in those cases where we contact you on the basis of our and/or your legitimate interests, we always include a means for you to object to this and to request that we stop contacting you. This includes B2B communications related to content you have posted on the site, and communications to persons responsible for crawled content items, whom we contact to inform them about the inclusion of their content.
Legitimate interest is also the legal basis upon which we employ third party tools to manage some user communications and customer data, on the basis that these are more effective and secure than alternatives. This includes, but is not limited to, Mailchimp for managing large mailing lists and Salesforce for managing customer data.
If you have questions about how we process user data, please contact us at dpo@11academianetworks.com
Section E) How we Store and Process Website Activity Data
We collect information about how logged-in registered users and logged-out/unregistered visitors are using the 11 ACADEMIA NETWORKS sites and services. This may include, but is not limited to information about login times, login duration, activity whilst online and the IP address from which our services are being accessed.
This data is logged in an anonymised form and is used only in the event of a problem or suspected malicious activity in order that we can diagnose the issue. This is in our legitimate interest, and the risk to the user is minimal: the information is not sensitive and is not used for any form of automated profiling, marketing, external communication or any other purpose other than for us to be able to diagnose issues.
These logs are kept for a maximum of three months, after which time they are deleted.
Anonymous data about site usage, including but not limited to the number of times a page has been visited, the number of times people in different locations accessed our websites, or which content was viewed before or after visiting other pages (referral pages and destination pages), may be collected and stored indefinitely. In addition, we may use third-party services offered by Google Analytics and Hotjar to collect data, anonymously, about user interactions with the site. This data is only collected as long as the web user is allowing tracking in their browser. Such data is not personally identifiable and is used only for statistical analysis of which pages are popular and how the 11 ACADEMIA NETWORKS sites and services are being used, in order that we can improve our services and describe our user-base to our partners and customers. This is a legitimate interest for 11 Academia Network and there is no appreciable risk to the rights of users.
If you have concerns or questions about how we keep track of our site usage, please contact us at dpo@11academianetworks.com
Section F) Cookies
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, your computer or mobile phone. These include small files known as cookies. These pieces of information are used to improve services for you.
All users to the site are prompted to accept our separate Cookie Policy. Their consent is saved itself as a cookie for up to six months, after which they are asked to give their consent again.
There are two types of cookie you may encounter when using this site:
First party cookies: these are our own cookies, controlled by us and used to provide information about usage of our site.
Third party cookies: these are cookies found in other companies’ internet tools which we are using to enhance our site.
You are able to control the use of cookies through the settings in your web browser.
Please see the separate Cookie Policy for more information about how we use cookies at any time.
We update our Cookie Policy from time to time. This does not automatically mean we update this Privacy Policy, unless any of the points in this section are affected. When we make updates to our Cookie policy, users are prompted to accept cookies when accessing our sites and services.
If you have concerns or questions about our use of cookies, please contact us at dpo@11academianetworks.com
Section G) Third-Party Analytics
As described in section E and in our Cookie Policy, we use third-party analytics providers to better understand how our website and services are being used. Such providers are regarded as “Processors” under the terminology of the GDPR. Processors are authorised to process information provided to them by us in order to provide a specific service, in this case for website analytics.
Analytics are, where possible, anonymous, pseudonymised and in most cases aggregated.
Processors are not authorised to use data received from us for any other purpose.
Google Analytics
The 11 ACADEMIA NETWORKS sites and services use Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses cookies to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. In case of the activation of the IP anonymisation on this website, your IP address is, however, shortened in advance by Google within Member States of the European Union or other Member States of the European Economic Area Treaty. Only in exceptional cases is the full IP address transferred to a Google server in the USA and shortened there. The IP address transferred by your browser within the framework of Google Analytics is not combined with other data by Google. Google will use this information on our behalf to evaluate your use of the website, to compile reports about the website activities and to provide further services to the website operator connected to the use of the website and the use of the Internet. These purposes also represent our legitimate interest in the data processing. The legal basis for the use of Google Analytics is §15 Paragraph 3 of the German Telemedia Act (TMG) and Article 6 Paragraph 1 f) GDPR. The data sent by us which is combined with cookies, user recognitions (for example user IDs) or advertising IDs is automatically deleted after 26 months. The deletion of the data whose retention period has expired takes place automatically once a month. You can find more detailed information concerning the terms and conditions of use and data protection at https://www.google.com/analytics/terms/gb.html and https://policies.google.com/?hl=en-GB.
Hotjar
We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices (in particular device's IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymized user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy by clicking on this link.
You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.
User Control of Anonymous Analytics
All browsers now include a “Do Not Track” feature. If you do not wish for your interaction with our and other websites to be tracked, even anonymously, you can enable this feature.
If you have concerns or questions about our use of Google Analytics, please contact us at dpo@11academianetworks.com
Section H) Advertising
We use Google Doubleclick for Publishers (DFP) to serve banner advertising on our websites. We additionally allow banner advertising to be sourced from third party ad exchanges. We have adjusted settings to restrict so-called “personalised” ads from being served, instead preferring “contextual” ads to be shown.
You can exercise further control of third party advertising on our site and elsewhere by adjusting your browser settings, adjusting your google account settings (linked from the corner of every advert served by Google) and adjusting your industry ad preferences.
For further control there are also many browser plugins readily available which allow you to enable or restrict different kinds of advertising from different providers, which users are welcome to use while using our sites and services as long as they conform to applicable laws and our terms and conditions.
If you have concerns about advertising or think that advertising on our site is inappropriate, please contact us at dpo@11academianetworks.com
Section I) Links to other websites and Plugins
Our sites and services may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
11 ACADEMIA NETWORKS may use plug-ins, pixels or other connectors on its sites and services, for example those provided by social-media platforms like Facebook and Google, which we hope improves user-experience and helps users to interact socially with their colleagues and friends using these services. An example is social-media login applications, which enable users to create a user account on an 11 Academia Networks site and use their e.g. Google login to verify themselves. 11 ACADEMIA NETWORKS is not responsible for any information collected by such plugins, pixels, and applications, and users that click on or interact with these plug-ins do so according to the terms and conditions provided by the platforms in question. Users do not hold 11 ACADEMIA NETWORKS responsible for any data collected by these platforms as a result, as they are subject to the terms of the provider of the application.
If users do not wish for their activity to be tracked or other personal data to be used by third party social media platforms, they should log out of those services while using our websites and services.
Section J) Right of Disclosure and Account Deletion Procedure
You may request details of personal information which we hold about you. You can see which profile data is stored, edit and in most cases delete it by logging in to your user account.
If you
- would like details of any information we hold about you,
- believe that any information we are holding on you is incorrect or incomplete
- wish for your account and all associated data that is not required to fulfil a legal obligation to be deleted
…in accordance with your rights, please contact our Data Protection Officer by writing to:
11 Academia Networks GmbH,
Am Kupfergraben 6A,
10117 Berlin,
Germany
or email dpo@11academianetworks.com .
We will consider your request and respond as soon as we reasonably can, not later than one month after receipt. We will strive to comply with your request. In the event that we can not comply with your request in full, for example if we need to hold certain information about you to comply with legal obligations, then we will respond within the same period with a full explanation.
If you have any other query related to your personal information and data privacy, please contact the Data Protection Officer:
Christopher Nash
Data Protection Officer
11 Academia Networks GmbH
Am Kupfergraben 6A
10117 Berlin
Germany
Email: dpo@11academianetworks.com
If your query or complaint was not resolved to your satisfaction, you may complain to the regulator:
Berliner Beauftragte für Datenschutz und Informationsfreiheit
Friedrichstr. 219
10969 Berlin
https://www.datenschutz-berlin.de
