PRIVACY POLICY

 
 

Effective starting: May 25th 2018

What is covered in this privacy policy

Your privacy is important to us and we want to be transparent about how we collect, use and process any of your data. The processing of personal data, such as your name, email address shall always be in line with the new EU General Data Protection Regulation (GDPR).

  • Our main privacy principles

  • What data we collect about you

  • How we use data we collect

  • Where we store your personal data

  • Your legal rights

  • How we protect your data

  • How to contact our data privacy team

Our main privacy principles

Anonymity of a question poser

We want to empower anybody to ask questions regardless of his role or position. That is why a question poser will always stay anonymous to other users of the network. Nobody will know who asked a question within Starmind. Only in cases of fraud or endangerment we are obliged to disclose the question poser to the administrators.

Perform positive analytics

We allow only a limited and trained group of people to access the raw data that we have gathered over time. We only use it for positive purposes including finding special talents within the company, offering incentives , thanking people who helped others and finding the best expert on a certain topic at a certain time. We allow more detailed insights on positive facts of users. We avoid any negative analytics.

What data we collect about you

We collect and process data about you when you provide it to us, when other sources (such as your employer) provide it to us or when you use our services.

Data you provide to us

Account and Profile data

You are able to provide first name, last name, email address, job title, department, profile image and other data. We also keep track of your preferences when you select settings within Starmind. In some cases this data is directly provided to us by another source such as you employer.

Your account and profile data is visible to other users in the same network. It helps other users to know who you are and it provides more context to the question poser if you write an answer.

Content you create through our services

Examples of content we collect and store include: the questions, solutions and comments created on Starmind, attachments and inline images that you upload to enhance a question or a solution, personal messages that you include when sharing a question and any feedback you provide to us. This content includes any data about you that you choose to provide.

If you use a on-premise version of Starmind, we do not host, store, transmit, receive or collect any data about you.

Payment Information

We collect certain payment and billing information when you register for a paid subscription. You might provide payment information such as payment card details, which we collect via secure and well-known third-party payment processing services.  We don’t store any payment information on our servers.

Data we receive from other sources

Other users of our Services

Other users of our Services may provide data about you when they submit content through our services.  For example, you may be mentioned in a question or a solution created by someone else.

Data we collect automatically when you use the Services

You use our services

This data includes what content you are looking for, frequently used search terms, which time you are typically active, the links you click, with whom you interact, which language you typically use to publish content, which content you like.

This list isn’t conclusive as we always try to find new ways how we can derive a better image of what your interests are and in which topics you are an expert.

Device and connection information

We may collect information about the device on which you are using our services, including what type of device it is, what operating system you are using, device settings and unique device identifiers. Whether we collect some or all of this information often depends on what type of device you are using and its settings.

When you use our services, our servers automatically record information, including information that your browser sends whenever you visit a website. This information may include your IP address, the address of the web page directing you to our services, your browser type and settings, the date and time of your request, information about your browser configuration and plug-ins, language preferences, and cookie data.

Cookies

We use cookies and similar technologies such as the local storage of your web browser to authenticate you when you return to our services. We also use cookies to remember some preferences such as your prefered language. Some third-party services that we use, such as Piwik (data analytic tool hosted by Starmind) may place their own cookies in your browser.

You may, at any time, prevent the setting of cookies through our website by means of a corresponding setting of the Internet browser used, and may thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an Internet browser or other software programs. This is possible in all popular Internet browsers. If you deactivate the setting of cookies in the Internet browser used, not all functions of our website may be entirely usable.

How we use the data we collect

To find the best possible expert for a topic or a question

Starmind is all about identifying the best possible expert that can answer your question at the given point in time. Therefore it is crucial for us to automatically process data that we collect when you use our services.

Just a few examples how we can use your data

  • What questions and topic you usually search for can tell us more about your interests and expertise

  • Your solutions and how they get rated tell us if you are an expert in a certain topic

  • When you are typically active determines if we choose you as a possible expert. It makes sense to prioritise an expert who is active instead of an expert that is sleeping

We constantly search for new ways how we can improve our algorithms.

To personalize your experience

We try to identify the topics you have a special interest in and which users are in your inner circle. This data allows us to provide you with a personalized experience that highlights information that you are interested in.

To communicate with you

We use your contact data to send updates via email, mobile app (if activated) and/or within the services. We send you updates in case someone wrote a solution to your question, we think you can solve a question, someone personally mentioned you in a post, you reached a new gamification level, an administrator posted a new announcement … This list goes on, but you are always in control of which notification you receive and which one you want us to suppress.

From time to time we will provide you tailored emails based on  your activity and interactions with Starmind. You can always opt-out of these emails.

We won’t email you to ask you for a password or any account data. If you ever receive such an email, don’t hesitate and contact us or the Starmind administrator in your company. This will help us to investigate and protect your fellow colleagues.

Where we store your personal data

We store your personal data in data centers in Switzerland. These data centers have a very high security level and constantly reassure their technical and organisational measures by renewing their ISO 27001 certification.

The only personal data that leaves the EU is the name, email and payment information we send to our payment processor, Stripe, which is located in the US. This information will only be sent to Stripe if you choose to pay for Starmind by credit-card.

Your legal rights

Starting with the new general data protection regulations introduced 2018, you as a user will receive much broader rights to protect your own personal data.

Right to be forgotten and right to restriction of processing

You may delete the data you published on our services. At that point we will restrict the access for all other unprivileged users and they won’t be able to see it anymore.

Nevertheless, the owner of the network might have a legitimate interest to keep this data. Therefore we choose to not delete it permanently from our systems, we allow the owner of the network to recover valuable content before deleting it permanently. The owner of the network can remove any connections between your user and the content or choose to delete it permanently.

The same is true for your user profile. If you choose to leave the network we will deactivate your account but we won’t automatically delete the data in your profile. Based on the settings of the network your name might still be visible to other users next to the content you published. Nonetheless, you always have the option to instruct us or the owner of the network to delete your personal data. We will do that by anonymising your first and last name as well as the email address (because these are required). All other data is securely delete from our servers.

If we delete your data from our servers we will not delete it from all the existing backups. Unfortunately it is technically not feasible to check every daily archive and delete your personal data. We protect your data inside of these archives by encrypting the archive itself and limit the Starmind administrators who have access to the encryption key. Moreover we delete backups after a year.

Right to rectification

Sometimes mistakes happen and if one snuck into your data you have of course the right to correct it. You always have the right to correct mistakes in your first and last name, email address, profile image, gender, job title, department, office location, the about-me text and other personal data we might store about your.

Results of the automated processing by our algorithms cannot be corrected.

Right of access

You have the right to know what kind of data we process and which data we store about you. You can always request a complete export of the data we have stored. We will provide you with an export in a human readable form.

However, we cannot breach any confidentiality agreements that are in place with the owner of the network. Therefore we need you to initiate this request directly with the owner of the network. The owner will handle your request directly with the Starmind Data Privacy Team.

If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

How we protect your data

Starmind has technical, organizational and physical safeguards in place to help protect against unauthorized access to use or disclose user data we maintain.

Under our security practices and policies, access to personally identifiable information is authorized only for those who have a business need for such access, and sensitive records are to be retained only as long as necessary for business or legal needs and destroyed before disposal.

We work hard to protect personal data that we collect and store. If you become aware of any unauthorized attempt to access, use or disclose personal data, please email us immediately. We will work relentlessly to address any problems.

How to contact our data privacy team

Please also feel free to contact us if you have any questions about our Privacy Policy or practices. You may contact us at privacy@starmind.com.