Section 2: Information that We Collect
Menai Insight collects various forms of information as you use our websites and communicate with us. This includes information that you directly provide to us, as well as information collected as you use our services.
2.i) Information that you provide
Email newsletter and contact with us. When you contact us or register to receive our newsletter you provide us with various pieces of information, such as your name, email address, contact message, and any attachments you decide to upload.
Payment information. When you register for our services, a third party that processes our payments receives your card information. To keep this information secure, we do not store or have access to your credit card information.
Using our service. When you use our service you send us information to be processed, including the text to be analyzed and the processing required. Please see below for further details on how this information is used.
2.ii) Information collected when using our websites and communicating with us
Like most websites, when you use our websites, we, and our trusted service-providers including our website hosts and analytics providers gather various pieces of information, including via cookies and related technologies. Cookies are small files on your computer and are important to how our sites function and our ability to motor usage.
Section 3: Why we collect the information
We collect information for three primary reasons:
- To provide the services request to you
- To improve and tailor our services
- As necessary for record keeping, legal reasons, and compliance
3.ii.a) To provide the services request to you
When you provide information to us, we use that information to provide the services requested. For example, when you contact us or subscribe to our mailing list, we use the information that you provide to respond to your request or deliver our newsletter. Similarly, when you submit material for processing, we use that material to provide the requested analysis.
3.ii.b) To improve and tailor our services
Website: We use the information collected to improve our service. For example, statistics collected as you browse our website are used to help improve page content and identify technical issues.
Contact with us: We use feedback and inquiries to improve our website, services, and support and tailor our offerings with you. For example, if you inquire about a particular feature, we may use this information to help our development or to keep you updated with improvements.
Text analysis: We use the submitted text to improve and refine our services. For example, we use the text to identify errors in our classifications, priorities our classification effort, and identify new words and phrases for classification. While we do not read all material submitted, we do examine
3.ii) As necessary for record keeping, legal reasons, and compliance
Information is collected as is necessary to satisfy our various legal obligations. For example, sales records are maintained for audit and taxation purposes.
4. How we keep your information secure
Menai Insight takes the security of your information seriously and has put in place various practices to protect your data. These include partnering with trusted-organizations who have large experience in securing specific material; restricting internal access and training; physical and digital security.
Payment information: Menai Insight does not have access to payment information including credit/debit card information, which is available only to our payment processing providers. If you pay via check, we will dispose of it after it has been deposited.
Data security: We have in place a variety of security layers, including two-factor authentication, firewalls, and encryption as appropriate. Our service providers (e.g., payment processing and website hosting) are also selected based on their experience and data security procedures.
5. Access of others to information
Service providers: Like most organizations, Menai Insight partners with trusted service providers for various parts of our website and other services. These providers have access to specific information, as is necessary to provide that service. For example, our payment processors have access to information necessary to process payments, and our analytics providers collect data on site usage. We use Google Drive to transfer uploaded and processed text, due to its widespread usage and their security processes: their policies and terms of service can be found here.
Note: We do not sell or share your uploaded text (i.e., with the exception of Google Drive, used for document transfer, or in the unlikely event that we are legally required to do so, as discussed below); all of our textual analysis is performed internally, and our services providers are used for auxiliary services such as payment processing, website analytics, and website hosting.
Connected users: We may contact users that you have connected to your account as appropriate. For example, in cases where the account-holder and account-user differ (e.g., if the account was purchased on behalf of a faculty member), we may contact both individuals regarding billing-related issues. Similarly, in the case of shared access (e.g., PhD/RA connected to a faculty plan), we may contact connected-users with relevant details such as changes to the account plan, or violations of our policies. Connected users may also have access to shared information via a collaborative transfer-folder, with may include the transferred text and processed data.
Legal reasons: Like all companies, we may be required to share information for legal reasons, where we have a good-faith belief that it is reasonably necessary for us to do so. For example, it may be necessary to share information if required to do so to comply with a valid court-ordered legal request or to comply with other regulations or laws. We may also share information to enforce our terms of service, investigate violations or potential violations, detect and prevent or fraud, as well as to resolve security or technical issues.
Aggregate, non-identifiable statistics: We may note on our website, or share with partners, statistics including the total number of users, locations, or usage trends.
Where you give us permission to do so: We may also share appropriate information when given explicit permission by you. For example, with your permission, we may share customer testimonies.
6. Controlling your Information
Menai Insight has put in place various processes to ensure that you are in control of your data. These include removing your text, removal of your information from our mailing list, and conformance with rights under the EU General Data Protection Regulation act.
Removing your text: We do not retain your uploaded text; when you delete your text and processed material from your transfer folder we remove it from our servers, typically within 24-hours. We also disassociate statistical information, such as the frequency that words and terms are used (that we use to identify classification mistakes and improve our services, as outlined above), from your account.
Email communications: Our emails include links to control the email communications that you receive from us., with the exception of important account related communications, such as billing-rated communications or updates to our policies required for subscribers to our service. You may also notify us at email@example.com to opt out of further communications.
EU General Data Protection Regulation: The EU General Data Protection act is an act that came into force in 2018 that provides various rights to members of EU countries; you may contact us at firstname.lastname@example.org if you would like to access, correct, or remove your information, or with any other areas covered by the GDPR.
Social media and external platforms: While Menai Insight may maintain a pretense on external platforms (including Facebook and Twitter), the functioning of these platforms is outside of the control of Menai Insight. You should be aware of your privacy settings, and the visibility of material that you post when engaging with Menai Insight. We are unable to control the visibility of material that you may post on our pages on these platforms, which is controlled by your privacy settings on these websites.
Children's Privacy: Menai Insight is not directed at Children, and we do not knowingly collect personal information from children under 13 (as per COPPA-1998), nor allow information related to children to be processed using our services. If we become aware that a child under the age of 13 has provided us with personal information, or information relating to children has been uploaded for analysis, we will take steps to remove it.