Privacy Policy
How Vime uses account, researcher and activity information to provide a managed outreach platform.
Privacy and data-protection obligations vary by place and effective legal requirements. This page is a starting policy draft, not a substitute for verified organizational notices.
Who operates your data
Vime is a software platform configured by an administering organization. That organization should identify itself, its support contact and its responsibilities through the website settings or an applicable privacy notice.
Service and job enquiries
Public forms collect contact details, proposed business information, website, subject and description; consent time and rate-limiting identifiers may also be recorded. We use these details to assess and respond to requests, prevent misuse, and maintain a ticket conversation.
Private ticket tracking and notifications
Each public request has a random private tracking URL. Treat it as a secret, since anyone who obtains it can read and reply to that request. We may send ticket-status emails to the submitted address; SMTP acceptance alone does not establish inbox delivery.
Information used for accounts
Depending on role, information may include name, email, password verifier, contact details, profile data, verification status, bank or payment details and approved employee documents. Do not upload information that is not required for your permitted purpose.
Research and message data
Approved campaign workflows may process publication titles, abstracts, author names, affiliation details, ORCID identifiers, professional contact information, send status and necessary message history. Information must be used lawfully and only for authorized outreach.
Link and usage telemetry
Short-link analytics may process dates, referrals, device or browser characteristics, approximate geography and privacy-hashed identifiers to classify visits and improve integrity. Hashing does not guarantee complete anonymity in every context.
Purpose and legal basis
Information is used for account administration, verification, security, campaign coordination, sending and opt-out management, performance reporting and legally required recordkeeping. Each deploying organization is responsible for establishing an appropriate legal basis and giving required notices.
Sharing and processors
Authorized administrators, approved hosting providers, email or infrastructure providers and relevant service processors may receive information when needed to provide the service. External publication and event sites have separate policies. Vime does not authorize staff to sell or export researcher contact lists.
Storage, safeguards and retention
Use appropriate role permissions, secure transport, secret management, backups and deletion schedules. Retention depends on business and legal requirements; an organization should publish actual periods once established rather than promise an unverified fixed duration.
Your choices and requests
You may contact the administrator to request access, correction, deletion, withdrawal of consent or another right where applicable. Some records may need to be retained for legitimate legal or audit obligations. Requests should be verified securely.
Children and international use
This staff-oriented workspace is not designed for children. Where information is processed across borders, the operating organization must assess the relevant restrictions and transparency requirements.
Policy updates and questions
Material changes should be dated and communicated as required. Contact the support address provided on the Contact page for requests or to identify the responsible operating organization.
Have a question about this policy?
Use the contact page or your authenticated Support Desk. Your individual agreement and applicable law may provide additional protections.
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