Last updated: 07 October 2022
Table of contents
Causaly recognizes the importance of data privacy for our users and places the highest importance on maintaining your trust with respect to your privacy. We are committed to protecting your personal information once we have it.
Causaly shall be the data controller of your personal information for certain activities (described in further detail below), such as customer support and communications as well as activities related to Service performance and improvements. However when we have a Data Protection Agreement in place with your institution for the use of the Service, subject to the agreement that we have with them, Causaly shall in most cases be data processor.
Full name of legal entity: Causaly Ltd
Email address: firstname.lastname@example.org
Postal address: 10 – 16 Elm Street, London, United Kingdom WC1X 0BJ
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk) or any other competent data protection authority in the relevant jurisdiction. We would, however, appreciate the chance to deal with your concerns before you approach the ICO or the other relevant authority so please contact us in the first instance.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Information we collect about You
We collect information about you either directly from your input, your institution and/or from third-party sources. The types of personal information that we collect from you depends on the content and features of the Service you use and how you otherwise interact with us and may include:
Registration and Account information: Contact details, such as your name and email address; Account login credentials, such as usernames and passwords, password hints; Other account information including professional information such as current position and function; any other preferences that can be set, such as communication preferences;
Account usage data and log data: Content that you upload and share or store in your account, such as comments or contributions. Curating your research into folders through our system and setting bookmarks to information; Search queries and a history of your personal search queries logged on our servers;
Other information: Information related to communications with our services such as giving feedback for the Service and interaction with our customer support;
Institutional data: We may obtain information about you from the institution with which you are employed or affiliated: Contact details, such as your name and institutional email address, user id and other account registration information, such as job title;
How We Use Your Information
When you provide personal data to us, you provide such data to us in the course of your employment and via the subscription to our Service administered by your institution. We may store or keep some of the personal data that you share with us where we need it to fulfil our contractual obligations or have legitimate interests to do so and as necessary for the operation and security of our systems. Please see Lawful Bases for Processing below.
When you give us information, we will use it in the ways for which you’ve given us permission. Generally, we use your information to help us provide and improve our products and services for you. We use your personal information to:
- Process and fulfil a request, order, download or other transaction;
- Provide, activate and manage your access to and use of the Service;
- Store and keep in order to administer the use of the Service;
- Offer you customized content and other personalization to make the Service more relevant to your user context such as based on your research interests;
- Enhance and improve the Service such as improving the precision of our machine-reading platform, design and implement new product features;
- Notify you about changes, updates and other announcements related to the Service;
- Notify you about new products, services and events in marketing materials or relevant promotional messages, which may include emails. Please note you have the right to opt-out of such communications at any time.
- Provide customer support for any questions you might have;
- Ensure the safety of your information and our Service;
- Identify usage trends and develop data analysis, including for the purposes of research, reporting and other business operations;
- Conduct and administer user testing and surveys;
- Provide you with relevant messages and other information about products and services; and
Comply with our legal obligations and enforce our agreements.
To properly operate our Service, we share your personal information within Causaly for reasons such as to process the information, complete a transaction or fulfil your request.
We do not share your information outside Causaly except for the following limited circumstances:
If you access the Service through a subscription administered by your institution, your personal information and certain usage data gathered through the Service may be accessed by or shared with the administrators authorized by your institution for the purposes of usage analysis and subscription management. We may also disclose to your institution or other third parties non-personally identifiable information, such as anonymous usage data reports and aggregated information, subject to any applicable legal or contractual obligations.
To third parties
We might share your information with Suppliers and service providers, payment processors and customer support to properly operate and provide our Service to you.
We will also share your personal information for legal reasons or if we have a good faith belief that such disclosure is necessary to comply with any applicable law, regulation, legal process or other legal obligation; or to detect, investigate and help prevent security, fraud or technical issues.
Your Legal Rights
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
When you hold an account with our Service, we retain your data in our database. We retain your personal information for as long as necessary to provide the Service and fulfil the transactions you have requested, or for other essential purposes such as complying with our legal obligations, maintaining business and financial records, resolving disputes, maintaining security, detecting and preventing fraud and abuse, and enforcing our agreements.
Causaly values the trust our customers place in us and takes data security seriously. We have taken a number of physical and non-physical steps to secure your information.
Your personal information may be stored and processed in your region or another country where Causaly and their service providers maintain servers and facilities, including the United Kingdom, Greece and/or the United States.
Some of our external third parties may be based outside the UK or EEA so their processing of your personal data will involve a transfer of data outside the UK or EEA.
Whenever we transfer your personal data outside of the UK or EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission by means of an Adequacy Decision; or
- Where we use certain service providers, we may use specific contracts approved for use in the UK or EEA (including the EU Standard Contractual Clauses or the International Data Transfer Agreement and Addendum in the UK, as amended from time to time) which give personal data the same protection it has in the UK or EEA.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EEA.
Lawful Bases for Processing
When we collect any personal information from you, we do so:
- where necessary to provide the Service, fulfil a transaction or otherwise perform a contract with you or at your request prior to entering into a contract;
- where necessary for our compliance with applicable laws or other legal obligations;
- where necessary for the performance of a task carried out in the public interest;
- where applicable, with your consent; and/or
- as necessary to operate our business, protect the security of our systems, customers and users, detect or prevent fraud, or fulfil our other legitimate interests as described in the sections above, except where our interests are overridden by your privacy rights.
Where we rely on your consent to process personal information, you have the right to withdraw your consent at any time, and where we rely on legitimate interests, you may have the right to object to our processing.