In short: presenters sign in with Google or Microsoft, so we keep their name, email address and profile picture. People who join a word cloud don't need an account and stay anonymous. We use one sign-in cookie, no analytics or advertising trackers, and we never sell personal data.
1. Who we are
The CDLT (Collaborate · Develop · Learn · Technology) Platform provides interactive tools for workshops, classes and meetings: a spin wheel, a live word cloud and a count up / count down timer. This deployment is run by the organisation that provides it to you, which is responsible for the personal data described here.
2. What we collect
If you sign in (presenters)
When you sign in with Google or Microsoft, we receive and store:
- your name and email address, and whether the provider has verified the email;
- a link to your profile picture (the picture itself stays with the provider);
- the account ID the provider uses for you, so we recognise you next time;
- when your account was created and when you last signed in.
We never see or store your Google or Microsoft password. If you sign in with both providers using the same verified email address, we link them to one account.
Content you create
Wheel entries (text and images), spin results, word cloud questions and settings, timer settings and background images you upload are saved so they're there next time. The platform is a shared workspace: everyone who signs in to this deployment can see and change this content, so don't put personal or sensitive information in it.
If you join a word cloud (participants)
You don't need an account. We store the words you submit and when you submitted them, together with a random ID kept in a cookie on your device. This ID is used only to apply the presenter's "one word" or "up to N words" rule. We don't collect your name or email, and the presenter sees you only as an anonymous label such as "Participant 3". Please don't submit personal information as a word.
Technical information
- IP address: held briefly in memory to limit how fast requests can be made (to prevent abuse). It is not written to our database.
- Server logs: record events such as sign-ins (with an internal user ID, not your email), errors and server restarts, to keep the service running.
4. How we use it
- to sign you in and show your name and picture in the app;
- to save and show the content you and your colleagues create;
- to collect and display word cloud responses, and apply submission limits;
- to protect the service from abuse and fix problems.
We don't sell personal data, use it for advertising, or make automated decisions about you. Where a legal basis is required, we rely on providing the service you asked for and our legitimate interest in keeping it secure.
6. How long we keep it
- Accounts: until you ask us to delete yours.
- Spin results: the most recent 500, or until someone clears them.
- Word cloud responses: until the presenter removes them or clears the word cloud.
- Sign-in sessions: 7 days after your last visit.
- Rate-limit data: about a minute, in memory only.
- Server logs: for as long as our hosting provider keeps them.
7. Security
The service is served over HTTPS. The sign-in cookie is marked Secure, HttpOnly and SameSite, and sign-in is handled by Google and Microsoft. Access to tools and saved content requires signing in. No system is perfectly secure, but we take reasonable steps to protect your data.
8. Your choices and rights
You can ask us for a copy of the personal data we hold about you, ask us to correct it, or ask us to delete your account. Depending on where you live, you may have other rights too, such as objecting to how we use your data or complaining to your data protection authority.
Word cloud responses are anonymous, so we can only find yours if you tell us the session and the words. The presenter can also remove any word straight away.
You can sign out at any time, and you can remove the platform's access in your Google account or Microsoft account settings.
9. Children
Signing in is meant for adults who run sessions. Students may join word clouds anonymously; presenters working with children are responsible for following their school's or organisation's rules about it.
10. Changes to this policy
If we change how we handle personal data, we'll update this page and the "last updated" date above.
11. Contact
For questions or requests about your data, please contact the organisation that gave you access to this platform.