Privacy Policy
We ask that you read this Privacy Policy carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
cassyni.com (the Website) is operated by Cassyni Limited (we, us, our). We are registered in England and Wales under company number 13026428 and our registered office is at 85 Great Portland Street, First Floor, London, United Kingdom, W1W 7LT.
We collect, use and are responsible for certain personal information about you. We are a data controller of the personal data we process and are therefore responsible for ensuring our systems, processes, suppliers and staff comply with data protection laws in relation to the information we handle.
Our Website
This Privacy Policy relates to your use of our Website whether as a browser, attendee, speaker or organiser.
Throughout our Website we may link to other websites owned and operated by certain trusted third parties. These other third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other third party websites, please consult their privacy policies as appropriate.
The following additional terms also apply to your use of the Website:
- Our Terms of Use, which set out the standards that apply to your use of the Website (and the Cassyni platform hosted on dedicated pages of the Website).
- Our Platform Terms, which will apply to you if you hold a Cassyni account.
Our collection and use of your personal information
We collect personal information about you when you access our Website, register with us, contact us, send us feedback, subscribe for services via our Website, access live events through our Website and complete customer surveys or participate in competitions via our Website.
We collect this personal information from you either directly, such as when you register with us, contact us or purchase services via our Website or indirectly, such as your browsing activity while on our Website (see 'Cookies' below).
The personal information we collect about you depends on the particular activities carried out through our Website. This information includes:
- your name and contact details;
- payment details;
- details of any feedback you give us via the Website, by phone, email or via social media;
- information about the services we provide to you;
- information required to secure your account including login details and IP addresses;
- any profile information you choose to provide including affiliations, biographies, links to 3rd party profiles (e.g. ORCID/Google Scholar), profile photos and records of previous seminars you have given;
- information about manuscripts you have submitted or have had accepted for publication;
- communications and information you share in the chat function during seminars;
- videos of seminars; and
- voice recordings and transcripts of seminars.
We use this personal information to:
- create and manage your account with us;
- verify your identity;
- create user profiles;
- provide services to you;
- customise our Website and its content to your particular preferences;
- notify you of any changes to our Website or to our services that may affect you; and
- improve our services.
This website is not intended for use by children and we do not knowingly collect or use personal information relating to children.
Our legal basis for processing your personal information
When we use your personal information we are required to have a legal basis for doing so. There are various different legal bases on which we may rely, depending on what personal information we process and why.
The legal bases we may rely on include:
- consent: where you have given us clear consent for us to process your personal information for a specific purpose;
- contract: where our use of your personal information is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract (for these purposes a contract shall include the Platform Terms);
- legal obligation: where our use of your personal information is necessary for us to comply with the law (not including contractual obligations); and/or
- legitimate interests: where our use of your personal information is necessary for our legitimate interests or the legitimate interests of a third party (unless there is a good reason to protect your personal information which overrides our legitimate interests).
Further information - the personal information we collect, when and how we use it
For further details on when we collect personal information, what we collect as well as how we use it, please read the following sections:
When information is collected | What information we ask for | How and why we use your information |
When you register with us | Contact details: your name and email address | We ask for this: - to create and manage your account with us; and - to communicate with you about your Cassyni account (if applicable) We rely on legitimate interests as the lawful basis for collecting and using your personal information. Our legitimate interests are to enable us to contact you about the seminar we are offering, and other services that may be relevant to you based on what you have watched on our site previously. |
When you participate in a seminar | Your name Any other information provided when participating in the seminar | You may be asked for your name when participating in the interactive parts of a seminar. When you participate in the interactive parts of a seminar, you may provide us with your video or audio recordings and any text, images or videos that you upload or provide in the context of the seminar. If you participate in the interactive parts of the seminar, this may contain the personal information of third parties. Before you do so, please make sure you have the necessary permissions from your relevant colleagues or other third parties before sharing their personal information or referring them to us. We rely on consent as the lawful basis for collecting and using your personal information, as providing this information is at your discretion and is not a condition of accessing the seminar. |
When you populate your profile | Any profile information you choose to provide including affiliations, biographies, links to 3rd party profiles (e.g. ORCID/Google Scholar), profile photos and records of previous seminars you have given. | We ask for this to help other Cassyni users identify you and connect with you during online events. We rely on consent as the lawful basis for collecting and using your personal information, as providing this information is at your discretion. |
When you communicate with us | Your email, and any other information you choose to provide over such communication, including information about your query. | When you contact us, you provide us with your email, and any other information you choose to provide over such communication, including information about your query. We rely on legitimate interests as the lawful basis for collecting and using your personal information. Our legitimate interests are to enable us to respond to you and assist you in resolving your query. |
When you publish with one of our partners | The title, DOI, and publisher identifier for your accepted manuscript, as well as your name, email address, and institution | We use this information to offer you the option to present a seminar about your publication. We only do this when instructed by the publisher of the journal you're publishing with. Cassyni acts as a data processor for the publisher and stores your data and contacts you under the terms of the agreement you have with the publisher. We rely on the lawful basis of legitimate interests for this processing. Our legitimate interests are to enable us to provide our platform and enable you to present using the platform. |
When you contribute to a recorded Zoom meeting hosted by a Cassyni seminar organiser | The recording is as well as any automated transcripts and textual discussion are imported into Cassyni and published at the organisers direction. | The recording and associated material become part of the seminar record published on our platform. We recommend not contributing to the live seminar discussion if you do not want this to become part of the seminar recording. We also use this information to train and develop AI systems. We rely on the lawful basis of legitimate interests for this processing. Our legitimate interests are to enable us to develop and improve our products and the Services. |
Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Who we share your personal information with
We share your name, affiliation and email address with the organisers of seminars you have RSVP'd to or seminar series you have subscribed to. When you attend a seminar, your profile including your name and affiliation is visible to other seminar participants. For a list of seminars you have RSVP'd to or attended see the details accessible via your Cassyni account page.
This data sharing enables seminar organisers to manage the attendance of their seminars and to contact you regarding future events. Some organisers may additionally invite you to opt in to receiving promotional emails (e.g. marketing emails about related conferences or journals).
If you subscribe to a seminar series or RSVP to an event your profile may be visible to other Cassyni users.
We will also share certain information with service providers we rely on for the provision of the services, for example:
- Cloud service providers who we rely on for compute and data storage, including Amazon Web Services and Google Workspace, based in the United States.
- Analytics providers who provide analytics and help us understand our user base, including HotJar Limited and Mixpanel, Inc., which is based in the U.S. You can learn about HotJar and Mixpanel's privacy policies at https://www.hotjar.com/legal/policies/privacy/ and https://mixpanel.com/privacy, respectively, and opt-out of them by following the instructions here: https://www.hotjar.com/legal/policies/do-not-track/.
- Payment processors, such as Stripe. These payment processors are responsible for the processing of your personal information, and may use your personal information for their own purposes in accordance with their privacy policies. More information is available here: https://stripe.com/gb/privacy.
- Public authorities or other government, regulatory, law enforcement or judicial bodies and organisations. We disclose personal information if we are legally required to do so, or if we have a reasonable belief that such use is reasonably necessary to comply with a legal obligation, process or request; enforce our terms of service and other agreements, policies; or protect our rights or those of our users or other third parties.
- Change of corporate ownership. If we are involved in a merger, acquisition, insolvency, restructuring or other transaction, we may disclose your personal information as part of that transaction.
- Providers of integrated third-party services, apps or platforms, such as Zoom, Google Calendar and Apple iCal. When you connect third party platforms to our Services, you consent to us sharing data provided by you with these third-party services on your behalf.
- We are not responsible for the content, privacy and security practices and policies of third parties. We encourage you to learn about their privacy and security policies.
Some of those third party recipients may be based outside the United Kingdom and European Economic Area — for further information including on how we safeguard your personal data when this occurs, see 'Transfer of your information out of the UK and EEA'.
We will share personal information with law enforcement or other authorities if required by applicable law.
Transfer of your information out of the UK and EEA
We may transfer your personal information to the following which are located outside the United Kingdom (UK) and European Economic Area (EEA). Where the UK Secretary of State or European Commission has not given a formal decision that such countries provide an adequate level of data protection similar to those which apply in the UK and EEA, any transfer of your personal information will be subject to suitable relevant safeguards that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.
If you would like further information please contact us (see 'How to contact us' below). We will not otherwise transfer your personal data outside of the area comprising the UK and EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
Cookies and other tracking technologies
A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our Website. We use cookies and similar technologies, (e.g. browser local storage, web beacons, single-pixel gifs) on our Website and in emails. These help us recognise you and your device and store some information about your preferences or past actions.
For further information on cookies, browser local storage and web beacons, single-pixel gifs, our use of them, when we will request your consent before placing them and how to disable them, please see below.
Consent to use cookies and changing settings
We will ask for your consent to place cookies or other similar technologies on your device, except where they are essential for us to provide you with a service that you have requested (e.g. to facilitate logging into your Cassyni account).
Our use of cookies
The table below provides more information about the cookies we use and why:
The cookies we use | Name | Purpose |
Cassyni | [various]_token, profile | Assigned when you log in, this keeps you logged in to the site so you don't have to constantly re-enter your username and password. This isn't set unless you are a registered user. Duration: Until you log out |
Mixpanel | mp_[various] | We use Mixpanel to help analyse how many people visit a Cassyni and help reach a proportion of the local community. Duration: 1 year Mixpanel's Privacy Policy: https://www.hotjar.com/legal/policies/privacy/ |
Hotjar | _hj[various] | We use Hotjar to analyse how users interact with our Website. We use this data in order to improve the design and usability of the service. Duration: 1 year Hotjar's Privacy Policy: https://www.hotjar.com/legal/policies/privacy/ |
Third party access to the cookies
The cookies we use will only be accessed by us and those third parties named in the table above for the purposes referred to in this cookie policy. Those cookies will not be accessed by any other third party.
How to turn off all cookies and consequences of doing so
If you do not want to accept any cookies, you may be able to change your browser settings so that cookies (including those which are essential to the services requested) are not accepted. If you do this, please be aware that you may lose some of the functionality of our Website.
For further information about cookies and how to disable them please go to the guidance on cookies published by the UK Information Commissioner's Office (https://ico.org.uk/for-organisations/guide-to-pecr/guidance-on-the-use-of-cookies-and-similar-technologies/) or https://www.allaboutcookies.org/.
Marketing
We would like to send you information about seminars and services which we believe to be of interest to you. Where we have your consent or it is in our legitimate interests to do so, we may do this by email.
We will share your name, affiliation and email address with seminar organisers for the purposes of organising the seminar, and they may contact you separately about other seminars that may be of interest to you. If you wish to opt out from these communications, you will be able to do so.
We will only ask whether you would like us and other businesses to send you marketing messages when you tick the relevant boxes when you register your account with us.
If you have previously agreed to being contacted in this way, you can unsubscribe at any time by:
- contacting us at help@cassyni.com; or
- using the 'unsubscribe' link in emails.
It may take up to 7 days for this to take place.
For more information on your rights in relation to marketing, see 'Your rights' below.
Your rights
You have a number of rights under data protection laws in relation to your personal data. You have the right to:
- request access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
- request that we correct any mistakes in your information which we hold;
- request the erasure of personal information concerning you in certain situations;
- request the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
- withdraw your consent to processing of personal information concerning you for direct marketing; and
- object in certain other situations to our continued processing of your personal information.
If you would like to exercise any of those rights, please:
- email, call or write to us;
- provide us with enough information to identify you (e.g. user name, registration details);
- share proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
- let us know the information to which your request relates.
How to contact us
Please contact us if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact us, please send an email to help@cassyni.com.
How to complain
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). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to this Privacy Policy
This Privacy Policy was last updated in January 2025. We may change this Privacy Policy from time to time, please review this policy from time to time to remain aware of any changes.