Introduction to Privacy
This privacy policy applies to all the products, services, websites and apps offered by the Web Services in Public Affairs at the University of Illinois, except where otherwise noted. We refer to those products, services, websites and apps collectively as "Webtools" and "services" in this policy.
References to "data" in this privacy policy will refer to whatever data our services are used to collect, whether it be survey responses, data collected in a form, or data inserted on a site hosted by Web Services. Reference to personal information or just information, means information about users that we collect or for which we act as custodian.
Please be aware of the University of Illinois Supplemental Privacy Notice (“Supplemental Notice”) that supplements this Webtools Privacy Notice. The Supplemental Notice applies generally to the provision of personal information by individuals in the European Economic Area and the United Kingdom (UK). The Supplemental Notice explains how the University meets its obligations under the European Union General Data Protection Regulation and the UK General Data Protection Regulation with respect to such information.
Information we collect
Creators (owners/admins) - users hold an account within Webtools and either directly create Webtools or collaborate on, comment on, or review Webtools within an account.
Respondents - Users have received a survey, form, application, or questionnaire powered by Webtools.
Information we collect about users
- Contact Information (for example an email address)
Users might provide us with contact information, whether through use of our services, a form on our website, an interaction with our staff or support team, or a response to one of the Webtools.
- Usage information
We collect usage information about users that interact with our websites and services. This includes which webpages are visited, what links are clicked, what actions are performed, and other log related information.
- Device and browser data
We collect information from the device and application usee to access our services. Device data mainly means IP address, operating system version, device type, device ID/MAC address, system and performance information, and browser type.
- Information from page tags
We use first party cookies for Webtools session management only. We do not use cookies to collect any usage and user statistics. Emails sent by Webtools or by users through our services also include page tags that allow the sender to collect information about who opened those emails and clicked on links in them.
- Log Data
Our web servers keep log files that record data each time a device accesses those servers. The log files contain data about the nature of each access, including originating IP addresses, internet service providers, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system versions, device type and timestamps.
Information users share
Many of our services let users share information with others. When users share information publicly, it can be indexable by search engines. Our services provide users with different options on sharing and deleting content but we cannot delete content from search engines so users need to be careful about information you make public.
Information we share
We do not share users information or data with third parties.
We enter into confidentiality terms with staff and student workers to ensure they comply with high levels of confidentiality and best practice in privacy and security standards.
Cookies
We use cookies and similar technologies on our websites for legitimate interests of delivering and optimizing our services (where the cookie delivers essential functionality). Cookies are small bits of data we store on the device users use to access our services so we can properly manage user sessions. Each cookie expires after a certain period of time, depending on what we use it for.
Data Retention
For Forms, Surveys, and blogs only creators and delegates have access to the data in Webtools. The data will remain in the users account until it is deleted by the creator or delegates. No data will ever be removed by Web Services. Calendar events, Emails, and Groups are retained for three years.
Where is the data stored?
All data gathered using Webtools is stored on servers located at Amazon Web Services.
How is anonymity maintained?
ALL responses in the Survey tool are ANONYMOUS. There is no link between a user and a response. For surveys that require a login to allow "only one response per person", information is stored about who took the survey. The Survey software stores this "person" information separately from the survey response information. Thus, allowing a person to take a survey only once, yet having no way to link a user to a response (guaranteeing complete anonymity). User submission information is not accessible by anyone but OWS staff and will NOT be provided upon request.
Changes to our Privacy Policy
We can make changes to this Privacy Policy from time to time. We will identify the changes we have made on this page. In circumstances where a change will materially change the way in which we collect or use personal information or data, we will send a notice of this change to all of our Webtools account holders.
