Privacy Policy

Introduction Definitions: ‘XDEMIA’ means the XDEMIA Online Platform and website. XDEMIA is owned and operated by the company ‘XDEMIA BV’, registered in the Netherlands as a Besloten Vennootschap (BV). ‘We’, ‘Us’ or ‘Our’ means the company XDEMIA. ‘You’ or ‘Your' means the user of the XDEMIA Online Platform. ‘Space’ means a confined webpage within XDEMIA where a limited number of members can collaborate. ‘Institute’ means an academic organisation, including an University, an Education Provider and a Research centre. ‘Parties’ means members, spaces and institutes in XDEMIA At XDEMIA BV we are committed to safeguarding the privacy of our platform visitors. In this policy we explain how we will process your personal information, including information shared within the XDEMIA online platform. By using XDEMIA and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy. Collecting personal information Based on your privacy settings, we may collect, store and use the following kinds of personal information: information about your computer and about your visits to and use of this platform (including your IP address, geographical location, browser type and version, operating system, referral source, duration of visit, page views and platform navigation paths); information that you provide to us when registering with our platform (including your email address); information that you provide when completing your profile on our platform (such as your name, profile pictures, gender, date of birth, interests and hobbies, educational details and employment details); information that you provide to us for the purpose of subscribing to our email notifications, RSS/news feeds and/or newsletters (including your name and email address); information that you provide to us when using the services on our platform, or that is generated in the course of the use of those services (including your contacts, relations to other parties (ie members, spaces, institutes, etc), timing, frequency and pattern of service use); information that you post on our platform for publication on the internet (including your user name, your profile pictures, courses, publications, research data and the content of your posts); information contained in or relating to any communication that you send to us or send through our platform (including the communication content and metadata associated with the communication); and any other personal information that you choose to send to us or share in XDEMIA. Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy. Before you disclose any information that is shared in our platform by other parties, you must obtain the consent of that party to both the disclosure and the processing of that information in accordance with this policy and, if any, the policy of that specific space. When you opt out by customising your privacy settings we will only use your anonymized information for the purposes mentioned in section 3. Using personal information Based on your privacy settings, we may collect, store and use the following kinds of personal information: information about your computer and about your visits to and use of this platform (including your IP address, geographical location, browser type and version, operating system, referral source, duration of visit, page views and platform navigation paths); information that you provide to us when registering with our platform (including your email address); information that you provide when completing your profile on our platform (such as your name, profile pictures, gender, date of birth, interests and hobbies, educational details and employment details); information that you provide to us for the purpose of subscribing to our email notifications, RSS/news feeds and/or newsletters (including your name and email address); information that you provide to us when using the services on our platform, or that is generated in the course of the use of those services (including your contacts, relations to other parties (ie members, spaces, institutes, etc), timing, frequency and pattern of service use); information that you post on our platform for publication on the internet (including your user name, your profile pictures, courses, publications, research data and the content of your posts); information contained in or relating to any communication that you send to us or send through our platform (including the communication content and metadata associated with the communication); and any other personal information that you choose to send to us or share in XDEMIA. Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy. Before you disclose any information that is shared in our platform by other parties, you must obtain the consent of that party to both the disclosure and the processing of that information in accordance with this policy and, if any, the policy of that specific space. When you opt out by customising your privacy settings we will only use your anonymized information for the purposes mentioned in section 3. Disclosing personal information We may only disclose your personal information to any of our employees or subcontractors insofar technically possible and as reasonably necessary for the purposes set out in this policy and when they agree to comply with our privacy policy. We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our holding company and all its subsidiaries) insofar technically possible and as reasonably necessary for the purposes set out in this policy and when they agree to comply with our privacy policy. We may disclose your personal information insofar technically possible and: to the extent that we are required to do so by law enforcement; in connection with any ongoing or prospective legal proceedings; in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention); to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such as court or authority would be reasonably likely to order disclosure of that personal information. Except as provided in this policy, we will not provide your personal information to third parties. International data transfers We only store, transfer and process your personal information in and between any of the countries that are in the EU or have an adequacy status under The General Data Protection Regulation (GDPR). Information that we collect may be stored and processed in and transferred between any of the countries in which we operate or you reside in order to enable us to use the information in accordance with this policy. Personal information that you share with others, publish or submit for publication in XDEMIA may be available, via the internet, around the world via other users. We cannot prevent the copying, use or misuse of such information by others. If you use our services while you are outside the EU, your information may be transferred outside the EU to give you those services. Retaining personal information This Section 6 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information. Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. Without prejudice to the other provisions of this Section 6, we will usually delete or disable party’s data falling within the categories set out below at the date/time set out below: any personal (including profile) data may be disabled or deleted after 12 months of no activity or one month after a request is sent by XDEMIA to the user’s registered email address to confirm the status and the user has not confirmed the active status of the account. any space or Institute data may be disabled or deleted after 12 months of no activity within that space or Institute or one month after a request is sent by XDEMIA to the space or Institute owner’s registered email address to confirm the status and the space or Institute owner has not confirmed the active status of the space or Institute. Notwithstanding the other provisions of this Section 6, we will retain documents(including electronic documents) containing personal data: to the extent that we are required to do so by law enforcement; if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention or forensic investigations). Security of personal information We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information according to the International Security standard ISO27001. We store all the personal information you provide to us encrypted. All transmission of information over the internet from or to our platform is protected by encryption technology. You are responsible for keeping the password you use for accessing our platform confidential; we will not ask you for your password (except when you log in to our platform). You are responsible for managing access to your profile and spaces or institutes that you are the owner through your settings in our platform. Amendments We may update this policy from time to time by publishing a new version on our platform. We will notify you of changes to this policy by email or through the messaging system on our platform. You might not be able to use all the features on our platform if you do not accept the new changes. You should check this policy to ensure you are happy with any changes to this policy before (continuing) using our platform. Your rights You can execute your rights by contacting us. Providing the rights and freedoms of others are not affected or to the extent permitted or required by European law, our platform gives you the ability: to access, delete and update certain information about you. You can access, delete and update your profile information within the profile settings in XDEMIA You can access, delete and update content in an XDEMIA object (such as Spaces and communicator channels) that you use and contains information about you using the options associated with that object. You can access, delete and update content in an XDEMIA object (such as Spaces and communicator channels) that is owned by someone else and contains information about you by requesting the owner of that specific Object to do so. Note: that we may withhold personal information that you want to delete to the extent permitted or required by European law. to restrict the processing of your personal data. Where processing has been restricted on this basis, we may continue to store your personal data. to object to our processing of your personal data on grounds relating to your particular situation. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing. to obtain your personal data. to object to our processing of your personally identifiable information for marketing purposes. If you make such an objection, we will cease to process your personally identifiable information for this purpose. In practice, you will usually expressly agree in advance to our use of your personally identifiable information for marketing purposes. To the extent that the legal basis for our processing of your personal information is with consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal. If you consider that our processing of your personal information infringes data protection laws, you can request our Data Protection Officer, as described in section 12, for further investigation or lodge a complaint with your supervisory authority responsible for data protection. If execution of your rights is not possible through the aforementioned methods, you may exercise any of your rights in relation to your personal data by written notice to us using one of the contact methods described in section 12. The execution may be subject to: the payment of a reasonable fee; and the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address). Third party platforms Our platform may include hyperlinks to, and details of, third party platforms and websites that are among others placed by other XDEMIA users. We have no control over, and are not responsible for, the privacy policies and practices of third parties. Do not use those links if you don’t trust them. Our platform uses third party components that are needed to enable you to use certain features on our platform, such as online payments. Do not use those features if you don’t want to share your details with them. Cookies Our platform uses cookies. We provide you with options to refuse some of our cookies, but be aware that you might not be able to use all the features on our platform A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. We use both session and persistent cookies on our platform. A persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. Most browsers allow you to refuse to accept cookies; use these options, but be aware that blocking all cookies will have a negative impact upon the usability of many platforms and if you block cookies, you will not be able to use all the features on our platform. You can delete cookies already stored on your computer, but deleting cookies will have a negative impact on the usability of many platforms. Our details The company XDEMIA BV, that owns and operates the XDEMIA Online Platform, is registered in The Netherlands, and our registered office is in The Hague, The Netherlands. You can contact us for general enquiries by using our contact form on our website XDEMIA.com over a secure connection; or If you have any questions regarding the protection of your personal data, i.e. to exercise your right to oppose, access or correct personal data transmitted to our various services you may contact our Data Protection Officer using the following contact details: dpo@xdemia.com. As a data subject you have the right to lodge a complaint with a supervisory authority if you consider the processing of personal data relating to you infringes the GDPR. Law and jurisdiction This policy will be governed by and constructed in accordance with Dutch law, a member state of the European Union and subject to GDPR. Any disputes relating to these terms and conditions will be subject to the exclusive jurisdiction of the courts of the Netherlands. You can contact XDEMIA legal by sending an email to legal@xdemia.com.

Introduction
1. Definitions: ‘XDEMIA’ means the XDEMIA Online Platform and website. XDEMIA is owned and operated by the company ‘XDEMIA BV’, registered in the Netherlands as a Besloten Vennootschap (BV).
  1. ‘We’, ‘Us’ or ‘Our’ means the company XDEMIA.
  2. ‘You’ or ‘Your' means the user of the XDEMIA Online Platform.
  3. ‘Space’ means a confined webpage within XDEMIA where a limited number of members can collaborate.
  4. ‘Institute’ means an academic organisation, including an University, an Education Provider and a Research centre.
  5. ‘Parties’ means members, spaces and institutes in XDEMIA
2. At XDEMIA BV we are committed to safeguarding the privacy of our platform visitors. In this policy we explain how we will process your personal information, including information shared within the XDEMIA online platform.
3. By using XDEMIA and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.
Collecting personal information
1. Based on your privacy settings, we may collect, store and use the following kinds of personal information:
  1. information about your computer and about your visits to and use of this platform (including your IP address, geographical location, browser type and version, operating system, referral source, duration of visit, page views and platform navigation paths);
  2. information that you provide to us when registering with our platform (including your email address);
  3. information that you provide when completing your profile on our platform (such as your name, profile pictures, gender, date of birth, interests and hobbies, educational details and employment details);
  4. information that you provide to us for the purpose of subscribing to our email notifications, RSS/news feeds and/or newsletters (including your name and email address);
  5. information that you provide to us when using the services on our platform, or that is generated in the course of the use of those services (including your contacts, relations to other
  6. parties (ie members, spaces, institutes, etc), timing, frequency and pattern of service use);
  7. information that you post on our platform for publication on the internet (including your user name, your profile pictures, courses, publications, research data and the content of your posts);
  8. information contained in or relating to any communication that you send to us or send through our platform (including the communication content and metadata associated with the communication); and
  9. any other personal information that you choose to send to us or share in XDEMIA.
2. Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.
3. Before you disclose any information that is shared in our platform by other parties, you must obtain the consent of that party to both the disclosure and the processing of that information in accordance with this policy and, if any, the policy of that specific space.
4. When you opt out by customising your privacy settings we will only use your anonymized information for the purposes mentioned in section 3.
Using personal information
1. Based on your privacy settings, we may collect, store and use the following kinds of personal information:
  1. information about your computer and about your visits to and use of this platform (including your IP address, geographical location, browser type and version, operating system, referral source, duration of visit, page views and platform navigation paths);
  2. information that you provide to us when registering with our platform (including your email address);
  3. information that you provide when completing your profile on our platform (such as your name, profile pictures, gender, date of birth, interests and hobbies, educational details and employment details);
  4. information that you provide to us for the purpose of subscribing to our email notifications, RSS/news feeds and/or newsletters (including your name and email address);
  5. information that you provide to us when using the services on our platform, or that is generated in the course of the use of those services (including your contacts, relations to other
  6. parties (ie members, spaces, institutes, etc), timing, frequency and pattern of service use);
  7. information that you post on our platform for publication on the internet (including your user name, your profile pictures, courses, publications, research data and the content of your posts);
  8. information contained in or relating to any communication that you send to us or send through our platform (including the communication content and metadata associated with the communication); and
  9. any other personal information that you choose to send to us or share in XDEMIA.
2. Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.
3. Before you disclose any information that is shared in our platform by other parties, you must obtain the consent of that party to both the disclosure and the processing of that information in accordance with this policy and, if any, the policy of that specific space.
4. When you opt out by customising your privacy settings we will only use your anonymized information for the purposes mentioned in section 3.
Disclosing personal information
1. We may only disclose your personal information to any of our employees or subcontractors insofar technically possible and as reasonably necessary for the purposes set out in this policy and when they agree to comply with our privacy policy.
2. We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our holding company and all its subsidiaries) insofar technically possible and as reasonably necessary for the purposes set out in this policy and when they agree to comply with our privacy policy. We may disclose your personal information insofar technically possible and:
  1. to the extent that we are required to do so by law enforcement;
  2. in connection with any ongoing or prospective legal proceedings;
  3. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention);
  4. to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such as court or authority would be reasonably likely to order disclosure of that personal information.
3. Except as provided in this policy, we will not provide your personal information to third parties.
International data transfers
1. We only store, transfer and process your personal information in and between any of the countries that are in the EU or have an adequacy status under The General Data Protection Regulation (GDPR).
2. Information that we collect may be stored and processed in and transferred between any of the countries in which we operate or you reside in order to enable us to use the information in accordance with this policy.
3. Personal information that you share with others, publish or submit for publication in XDEMIA may be available, via the internet, around the world via other users. We cannot prevent the copying, use or misuse of such information by others.
4. If you use our services while you are outside the EU, your information may be transferred outside the EU to give you those services.
Retaining personal information
1. This Section 6 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
2. Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
3. Without prejudice to the other provisions of this Section 6, we will usually delete or disable party’s data falling within the categories set out below at the date/time set out below:
  1. any personal (including profile) data may be disabled or deleted
    1. after 12 months of no activity or
    2. one month after a request is sent by XDEMIA to the user’s registered email address to confirm the status and the user has not confirmed the active status of the account.
  2. any space or Institute data may be disabled or deleted
    1. after 12 months of no activity within that space or Institute or
    2. one month after a request is sent by XDEMIA to the space or Institute owner’s registered email address to confirm the status and the space or Institute owner has not confirmed the active status of the space or Institute.
4. Notwithstanding the other provisions of this Section 6, we will retain documents(including electronic documents) containing personal data:
  1. to the extent that we are required to do so by law enforcement;
  2. if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
  3. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention or forensic investigations).
Security of personal information
1. We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information according to the International Security standard ISO27001.
2. We store all the personal information you provide to us encrypted.
3. All transmission of information over the internet from or to our platform is protected by encryption technology.
4. You are responsible for keeping the password you use for accessing our platform confidential; we will not ask you for your password (except when you log in to our platform).
5. You are responsible for managing access to your profile and spaces or institutes that you are the owner through your settings in our platform.
Amendments
1. We may update this policy from time to time by publishing a new version on our platform.
2. We will notify you of changes to this policy by email or through the messaging system on our platform. You might not be able to use all the features on our platform if you do not accept the new changes.
3. You should check this policy to ensure you are happy with any changes to this policy before (continuing) using our platform.
Your rights
1. You can execute your rights by contacting us. Providing the rights and freedoms of others are not affected or to the extent permitted or required by European law, our platform gives you the ability:
  1. to access, delete and update certain information about you.
    1. You can access, delete and update your profile information within the profile settings in XDEMIA
    2. You can access, delete and update content in an XDEMIA object (such as Spaces and communicator channels) that you use and contains information about you using the options associated with that object.
    3. You can access, delete and update content in an XDEMIA object (such as Spaces and communicator channels) that is owned by someone else and contains information about you by requesting the owner of that specific Object to do so.
    - Note: that we may withhold personal information that you want to delete to the extent permitted or required by European law.
  2. to restrict the processing of your personal data. Where processing has been restricted on this basis, we may continue to store your personal data.
  3. to object to our processing of your personal data on grounds relating to your particular situation. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing.
  4. to obtain your personal data.
  5. to object to our processing of your personally identifiable information for marketing purposes. If you make such an objection, we will cease to process your personally identifiable information for this purpose. In practice, you will usually expressly agree in advance to our use of your personally identifiable information for marketing purposes.
2. To the extent that the legal basis for our processing of your personal information is with consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
3. If you consider that our processing of your personal information infringes data protection laws, you can request our Data Protection Officer, as described in section 12, for further investigation or lodge a complaint with your supervisory authority responsible for data protection.
4. If execution of your rights is not possible through the aforementioned methods, you may exercise any of your rights in relation to your personal data by written notice to us using one of the contact methods described in section 12. The execution may be subject to:
  1. the payment of a reasonable fee; and
  2. the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
Third party platforms
1. Our platform may include hyperlinks to, and details of, third party platforms and websites that are among others placed by other XDEMIA users.
2. We have no control over, and are not responsible for, the privacy policies and practices of third parties. Do not use those links if you don’t trust them.
3. Our platform uses third party components that are needed to enable you to use certain features on our platform, such as online payments. Do not use those features if you don’t want to share your details with them.
Cookies
1. Our platform uses cookies. We provide you with options to refuse some of our cookies, but be aware that you might not be able to use all the features on our platform
2. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
3. We use both session and persistent cookies on our platform. A persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
4. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
5. Most browsers allow you to refuse to accept cookies; use these options, but be aware that
  1. blocking all cookies will have a negative impact upon the usability of many platforms and
  2. if you block cookies, you will not be able to use all the features on our platform.
6. You can delete cookies already stored on your computer, but deleting cookies will have a negative impact on the usability of many platforms.
Our details
1. The company XDEMIA BV, that owns and operates the XDEMIA Online Platform, is registered in The Netherlands, and our registered office is in The Hague, The Netherlands.
2. You can contact us for general enquiries by using our contact form on our website XDEMIA.com over a secure connection; or
3. If you have any questions regarding the protection of your personal data, i.e. to exercise your right to oppose, access or correct personal data transmitted to our various services you may contact our Data Protection Officer using the following contact details: dpo@xdemia.com.
4. As a data subject you have the right to lodge a complaint with a supervisory authority if you consider the processing of personal data relating to you infringes the GDPR.
Law and jurisdiction
1. This policy will be governed by and constructed in accordance with Dutch law, a member state of the European Union and subject to GDPR. Any disputes relating to these terms and conditions will be subject to the exclusive jurisdiction of the courts of the Netherlands. You can contact XDEMIA legal by sending an email to legal@xdemia.com.