This notice applies to the websites at chatwork.org and related services (“Chatwork Community”).

 

Chatwork operates Chatwork Community, a non-governmental organization in Vietnam (“Chatwork” or “we”). This notice explains what personal data we collect, how we may use and manage it, and the rights you may have in relation to such personal data. When we refer to “personal data” in this notice, we mean information relating to an identified or identifiable individual that we collect and use in connection with Chatwork, not aggregate or other anonymized data or information we process on behalf of our customers.

 

How do we collect and use personal data?

 

We will collect personal data in the following ways:

 

1. Information you provide to us directly online. For example, when you register to use Chatwork, complete one of our web forms or make a support request, we collect personal data, such as your name, email address, and other primary contact details or professional information. We will use this information to enable you to access and use Chatwork or fulfill your request. More rare examples could include where you respond to a survey or enter into a competition.
2. Information we collect from your use of Chatwork. For example, when you use Chatwork, we may collect information about that usage and other technical information, such as your IP address, browser type, and any referring website addresses. We may combine this automatically collected log information with additional information about you and use it to record our interaction and enable us to support, personalize, and improve Chatwork. We may also collect this type of information using cookies and other similar technologies – please see our cookie policy for further details.
3. Information you provide to us in person. For example, when you visit one of our exhibition booths or attend one of our events, you may provide us with your contact details. We will use this information to answer your inquiries or provide other information requested by you.
4. Information we collect from our other interactions or business dealings. For example, if you attend a webinar, contact us via social media, or otherwise interact with our business, including a representative of a current or prospective customer, supplier, or partner, we may track and record those interactions, which may contain personal data. In addition, if you visit one of our offices, this may be captured on CCTV and used by us for security reasons.
5. Information we collect from third parties or publicly available sources. For example, suppose you are a member of the research community. In that case, we may collect publicly-available information about you and the research you’ve been involved in, the funding you’ve received, and the content you’ve authored. Such information may be found in primary research-related content, such as journal articles, patent records, funding grants; freely accessible online resources; or third-party data sources, such as SpeedExams, Edube, and Pearson VUE. We use this information in Chatwork to improve the reach, discoverability, and understanding of research content, including how your area of expertise or research history may be more easily accessible (e.g., aggregated).

 

In all the above cases, where we have a relationship with you, we may also use the personal data we collect to manage and keep a record of that relationship and other business administration purposes you’d reasonably expect and, subject always to your preferences, to provide the information we think may be of interest to you.

 

In many of the above cases, we may also use the information collected to create aggregate or other non-personal data to enable us to benchmark and improve Chatwork and for other analytical or research purposes.

 

If you provide personal data to us about someone else (such as one of your colleagues), please ensure that you have their permission to do so and that they’re aware of the contents of this notice.

 

The legal basis for digital science’s use of your data

 

To comply with Vietnam data privacy laws, we are required to set out the legal bases for our use of your personal data, which are as follows:

1. Where you have given us your explicit consent, which you can withdraw at any time. For example, we rely on your consent to fulfill specific requests you’ve made, such as to receive our blog emails or provide information you’ve opted-in to receive;
2. Where the processing is necessary for the performance of our contract with you or to enter into such a contract. For example, if you register to use Chatwork, we will need to use your details to set up and administer your account;
3. Where the processing is necessary to comply with our legal obligations; or
4. The processing is in our legitimate interests, provided your rights do not override these. For example, we rely on our legitimate interests:
   • To collect personal data from research-related content, such as journal articles, patent records, or grant information, and make that information available via Chatwork. By increasing its reach and discoverability and helping identify linkages, amongst other things, we believe this adds value to the research community.
   • To contact you when you’ve not previously given us your consent to do so, such as to tell you about things that we think might be of interest to you.
   • To use CCTV on our premises for security reasons and to create aggregated or other non-personal data from your data.

 

Who we share your personal data with

 

We may share your data within the digital science group on a confidential basis for our internal administrative, billing, and other business purposes. However, we do not generally disclose or share personal data with third parties, except where it’s necessary for legitimate business reasons, such as:

 

1. To the agents, advisers, and service providers that assist us in the running / we use to administer our business;
2. To the subcontractors and service providers we use to provide and support Chatwork;
3. If required to enable the integration or use of third party resources accessed or used on Chatwork;
4. If part of our business is sold to or integrated with another business, to our advisers and any prospective purchasers (and their advisers);
5. In such circumstances for which you have given your consent;
6. If necessary for the performance of the contract we have with you or to enforce any claims we are entitled to;
7. If required by law or ordered by a court;
8. In the case of using information relating to your access to a version of Chatwork that is co-branded or branded with the name of another organization, that organization;
9. In the case of already publicly available research-related information to users of Chatwork;
10. If you register for a webinar or other event, to other attendees and co-organizers of that event.

 

We include appropriate confidentiality and security obligations in our contracts with our service providers and only permit them to process your personal data for specified purposes and by our instructions (not for their own purposes).

 

Security and storage

 

We take appropriate technical and organizational security measures to protect personal data from any accidental or unlawful destruction, accidental loss, and unauthorized access, destruction, misuse, modification, or disclosure, including generally accepted standards designed to protect personal data provided to us, both during transmission and once it is received.

 

We only keep your personal data for as long as it is necessary for the purposes for which it was collected, after which it will be destroyed, erased, or anonymized.

 

International transfers

 

To run our business and provide Chatwork, we may transfer personal data from Vietnam, including to our affiliates and service providers, many of whom are located outside of these jurisdictions. Whenever we make such transfers, we will ensure an appropriate level of protection is afforded to your personal data by implementing at least one of the following safeguards:

 

• Make sure the destination country has been deemed to provide an adequate level of protection for personal data;
• By using model form contracts that have been officially declared to afford your personal data appropriate protection.

 

Please email us at info@chatwork.org if you want more information about these safeguards.

 

Marketing and emails

 

Depending on your preferences, we may contact you about things we think might interest you. Some of these messages may be tailored to you based on your interests (e.g., previous browsing activity), public research history, and other information we may hold. This may include emailing you – using an address included as part of your published work – about your field of research and relevant opportunities or developments, including on behalf of our partners. If you do not want your email to be used on behalf of our partners in this way, you can opt-out of such emails by submitting your email preferences using the link below:

 

Researcher email opt-out

 

If you no longer wish to receive particular communications, you can also click the unsubscribe button included in our emails. Individual email preferences may also apply if you have a registered account with Chatwork. Note that even if you unsubscribe from marketing messages, we may still send you emails about your services, such as details of new functionality or changes to legal terms of use.

 

Cookies

 

Please see our cookie policy for information on collecting personal data using cookies and similar technologies.

 

Your rights

 

Vietnam data privacy laws give rights to individuals in respect of personal data that organizations hold about them, for example:

 

• To request a copy of the personal data that we hold about them;
• To object to the processing of their personal data; or
• To request that their personal data be rectified or deleted, or its processing limited.

 

To make any requests regarding your personal data, please email us at info@chatwork.org. We will comply with any such requests within a reasonable timeframe or as applicable law requires. However, please be aware that there are several limitations to these rights, and there may be circumstances where we’re not able to comply with your request.

 

Third-party sites

 

If any part of Chatwork is made available on or through third-party websites or other resources, includes links to such resources, or other resources contain links to any part of Chatwork, this is done for convenience only. We recommend checking such resources' privacy and security policies as they are not subject to this notice.

 

Contact details

 

If you would like any further information, or have any questions or concerns, regarding your personal data, as a first step, please email us at info@chatwork.org

You have the right to make a complaint at any time to your local supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns in the first instance.

 

Changes to this notice

 

We reserve the right to modify or replace this notice at any time by posting the revised notice on our website. You are responsible for reviewing any such change each time you access any part of Chatwork.

 

Last updated: 2022, Apr 12