Journalist Decision Support System (JDSS) Privacy Policy


1. General

This privacy policy supplements the Terms of Use of the JDSS. Terms not defined in this Privacy Policy or JDSS Terms of Use will have the meaning given in the UK Data Protection Act. The purpose of this Privacy Policy is to inform you of the details of how the JDSS processes your personal data.

ABOUT THE JDSS

The JDSS has been developed by the University of Southampton, IT Innovation Centre under the REVEAL project which is a European funded (FP7) research project (Grant Agreement no 610928). The JDSS is an online application where users sign up to browse through the publicly available Social Media stream of content. JDSS makes it easy for users to: discover content relating to their interest, decide how trustworthy this content is by utilising visualisation and analysis tools which may surface useful information e.g. claims or eyewitness media extracted from social media posts. The Platform currently draws social media content from Twitter and associated embedded or linked content from the wider web.

ABOUT THE ORGANIZATION RESPONSIBLE FOR THE JDSS (‘DATA CONTROLLER’)

University of Southampton, IT Innovation Centre, Gamma House, Enterprise Road, Southampton SO16 7NS, UK, email: info@it-innovation.soton.ac.uk is the organization responsible for the JDSS.

ABOUT THE APPLICABLE LAW

The handling and protection of the personal data of the JDSS is governed by the terms hereof and the provisions of UK, European and international law on the protection of individuals with regard to the processing of personal data.

RECIPIENTS AND THIRD PARTIES

State Institutions

We ensure that your personal data will not be disclosed to State institutions and authorities except if required by law or other mandatory regulation.

Hosting

The servers are hosted by University of Southampton, IT Innovation Centre, located at Gamma House, Enterprise Road, Southampton SO16 7NS, UK.

Security measures and access control

Appropriate and detailed security policies, rules and technical measures are implemented to protect your personal data that are revealed via the Platform and are stored on the Platform from improper or unauthorised access, including use of firewalls where appropriate. Requests that do not present the security identity of the sending entity are discarded. All the employees and data processors, who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of your personal data.


2. Information for REVEAL users

As a user of the JDSS, you should only tick the box if you agree with the hereby presented conditions. By ticking the ‘I agree’ box you provide your consent to the processing of your personal data as outlined in this policy.

ABOUT THE DATA THAT WILL BE PROCESSED

By ticking the ‘I agree’ box, you consent to the processing of your personal data for the purposes of the JDSS, mentioned below in the “Purposes” section. JDSS collects and processes only your Google Sign-in, Name, Organisation and email address provided by you to JDSS upon subscription. JDSS limits the obtained personal data to the minimum required to provide the service.

ABOUT THE PURPOSES FOR WHICH YOUR DATA WILL BE PROCESSED

The JDSS processes your personal data to deliver you the services offered through the JDSS and to communicate with you. Specifically, the purpose of the JDSS is to deliver a service that helps people discover and understand content in social media.

Users are required to register using Google Sign-in before they can use the Journalist Decision Support System (JDSS). The Google ID, user name, user organization and email address will be recorded in a usage record database. User account information will be used to manage user sessions, allowing users to see crawled content from previous sessions without the need to crawl it again. User account information will also be used to generate JDSS usage records. The University of Southampton reserves the right to contact at a future date users to ask about their experience using the JDSS system and, if the user agrees, elicit a success story for publicity purposes. The JDSS user account information will not be sold or made available for use outside of the University of Southampton.

Once a week the JDSS server will reset itself. A reset will delete all user accounts and databases but not the usage records. This means any active sessions are guaranteed to be permanently deleted each week. The purpose of this reset is to (a) prevent database and log files getting too large over long periods of use, (b) remove any instance of malware that might exist on the server and (c) forget inactive users who no longer wish to use the JDSS. Currently the JDSS reset time is every Sunday 01:00:00 UTC.

Social media content is crawled from Twitter during JDSS sessions, using keywords provided by users. This crawled content will be visualized for users and will be available for interactive clustering and browsing. All crawled content for all users will be deleted during a JDSS reset.

Usage logs will be recorded to allow monitoring of JDSS usage. User login events and crawl requests will be recorded along with timestamps. User login data including Google ID, user name, user organization and email address will be recorded for each login event. Crawl requests include the Google ID, search keywords and timestamp of request. Every day usage records will be archived. The purpose of this archive is to (a) allow usage monitoring to focus future system improvements, (b) monitor user uptake and (c) allow future contact via email to chosen users with regards their experience using the JDSS system and, if the user agrees, elicit a success story for University of Southampton publicity purposes. The JDSS usage records will not be sold or made available for use outside of the University of Southampton.

SENSITIVE DATA

You should be aware that by signing up to the JDSS, you may inadvertently reveal information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, and data concerning your health or your sex life. We ask you to be careful and not to reveal any information you would like to keep confidential. In any case, we will never ask you to provide us with such information. However, if you decide to reveal this information, you expressly consent to have this information processed for the purposes mentioned above in the “Purposes” section.

ABOUT YOUR RIGHTS

University of Southampton, IT Innovation Centre respects all your rights e.g., right to object, right of access, and right to rectify, erase or block will be ensured.

RIGHT TO OBJECT / DELETE / RECTIFY

Any user can send an email removal request to info@it-innovation.soton.ac.uk and ask for their Twitter account to be added to the JDSS crawler blacklist and name removed from the usage records. This will prevent blacklisted Twitter accounts from appearing in future JDSS crawls. All existing crawled content will be removed after a JDSS reset. Removal requests should use the subject heading 'REVEAL JDSS REMOVAL REQUEST'. They should include the (a) user's full name, (b) Twitter profile URI, (c) Google ID, (d) reason for removal request and (e) a contact email address for further communication regarding the removal request (e.g. to receive a confirmation of removal email). Removal requests will be processed in a reasonable timeframe.


3. Information for unregistered Social Media users

ABOUT THE DATA THAT WILL BE PROCESSED

The JDSS is only processing the personal data that is publicly available through social media profiles (Twitter). JDSS limits the obtained personal data to the minimum required to provide the service. Publicly available information such as your name, and username and any other information you have made public may be collected, as well as your publicly available comments or opinions (such as for instance your public posts and/or tweets and/or hashtags). If you remove data from your social media profile, it will no longer be rendered by JDSS and will be forgotten completely after a JDSS reset (i.e. weekly).

ABOUT THE PURPOSES FOR WHICH YOUR DATA WILL BE PROCESSED

The JDSS processes your publicly available personal data, comments and opinions (such as for instance your public posts and/or tweets and/or hashtags) to deliver the services offered through the JDSS. Specifically, the purpose of the JDSS is to deliver a service that helps people discover and understand content in social media.

SENSITIVE DATA

You should be aware that, since your publicly available comments or opinions (such as for instance your public posts and/or tweets and/or hashtags) may be searchable through the JDSS, you may inadvertently reveal information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, and data concerning your health or your sex life. We ask you to be careful and not to reveal any information in publicly available comments or opinions you would like to keep confidential. In any case, we will never ask you to provide us with such information. However, if you decide to reveal this information, this information will be processed for the purposes of the JDSS, mentioned above in the “Purposes” section.

ABOUT YOUR RIGHTS

REVEAL respects all your rights e.g., right to object, right of access, and right to rectify, erase or block.

RIGHT TO OBJECT / DELETE / RECTIFY

Any Twitter user can send an email removal request to info@it-innovation.soton.ac.uk and ask for their Twitter account to be added to the JDSS crawler blacklist and name removed from the usage records. This will prevent blacklisted Twitter accounts from appearing in future JDSS crawls. All existing crawled content will be removed after a JDSS reset. Removal requests should use the subject heading 'REVEAL JDSS REMOVAL REQUEST'. They should include the (a) user's full name, (b) Twitter profile URI, (c) reason for removal request and (d) a contact email address for further communication regarding the removal request (e.g. to receive a confirmation of removal email). Removal requests will be processed in a reasonable timeframe.

CONTACT INFORMATION

info@it-innovation.soton.ac.uk