Last updated: 15 December 2025

Moirai.world (“we”, “our”, or “us”) is committed to protecting the privacy and personal data of all users of our platform. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws.

1. Who We Are

Moirai World Limited

Company Number: 16503899

Registered Address: 3rd Floor, 86–90 Paul Street, London, EC2A 4NE, United Kingdom

Email: [email protected]

Moirai World Limited acts as the data controller for personal data processed through the Moirai.world platform, unless otherwise stated.

2. What Information We Collect

Depending on how you interact with the platform, we may collect and process the following categories of personal data.

a. Account and Identity Information

• Full name
• Email address (Work/Academic email preferred)
• Encrypted password
• Country of residence
• User role (Student / Researcher / Institution)
• Account creation date and status

b. Academic Background and Qualifications

• Previous and current educational institutions (including graduation institutions)
• Degrees obtained, degree level, and fields of study
• Academic grades, marks, scores, or equivalent results
• Academic transcripts
• Degree certificates or certificates of enrolment
• Language proficiency test results and certificates
• Academic awards, honours, or distinctions

c. Application Materials and References

• Personal Statements or Statements of Purpose
• Research Proposals
• Curriculum Vitae (CVs)
• Writing samples (where applicable)
• Recommendation Letters
• Referee names, titles, institutional affiliations, and professional contact details

d. Contact and Demographic Information

• Postal or residential address
• Telephone number
• Nationality or citizenship
• Country of domicile
• Gender (optional, where required for institutional, regulatory, or reporting purposes)

e. Institutional and Recruitment Data

• Institution or organisation name
• Department, faculty, or role
• Recruitment criteria and preferences
• Application status, outcomes, and related records

f. Communications Data

• Messages exchanged via the platform
• Application-related communications
• Support enquiries and correspondence

g. Technical and Usage Data

• IP address
• Browser type and version
• Device type and operating system
• Session timestamps and duration
• Interaction logs, clicks, and navigation data
• Security and access logs

h. Derived and Aggregated Data

• Application progress indicators
• Matching or relevance indicators generated to support academic discovery or recruitment
• Aggregated or anonymised analytical data

Such derived data does not constitute automated decision-making and does not produce legal or similarly significant effects.

3. How We Use Your Data and Legal Basis

We process personal data only where permitted under UK GDPR. Our primary legal bases are contractual necessity and legitimate interests.

Purpose	Legal Basis
Creating and managing user accounts	Contractual necessity
Processing academic applications and materials	Contractual necessity
Matching applicants with supervisors or institutions	Legitimate interest
Operating, maintaining, and improving platform functionality	Legitimate interest
Communicating essential service-related information	Legitimate interest
Preventing fraud, abuse, or unauthorised access	Legal obligation / Legitimate interest
Secure storage of user-submitted academic content	Contractual

We do not rely on consent as the legal basis for core platform functionality. Where consent is used for optional features or communications, it may be withdrawn at any time.

4. Data Sharing

We do not sell personal data.

We may share personal data with:

• Universities, supervisors, or institutions to which you submit applications
• Service providers acting as data processors (e.g. hosting, email delivery, analytics services)
• Academic metadata services (such as OpenAlex or Crossref), using anonymised or non-identifiable queries where possible
• Regulatory authorities, courts, or law enforcement where required by law

All third parties are subject to appropriate data protection and confidentiality obligations.

5. International Data Transfers

Our primary data storage and processing infrastructure is located in the United Kingdom and the European Union.

Where personal data is transferred outside the UK or EEA (for example, to overseas universities or institutions), we ensure appropriate safeguards are in place, including:

• UK International Data Transfer Agreements (IDTAs)
• Standard Contractual Clauses (SCCs)
• Contractual data protection commitments with recipient institutions

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected.

Data Type	Retention Period
Account information	While the account remains active, or up to 2 years after last activity
Academic submissions and materials	Up to 3 years, or until deleted by the user
Application records	Up to 5 years, unless longer retention is required by institutions or legal obligations
Communications data	Up to 2 years
Technical and security logs	Up to 6 months, unless required for security or legal purposes

7. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• User authentication and session management
• Saving user preferences
• Platform analytics and performance monitoring
• Security and fraud prevention

Further information is provided in our Cookie Policy.

8. Your Rights

Under the UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of personal data, subject to legal and contractual limitations
• Restrict or object to certain processing activities
• Request portability of data you have provided

Requests may be submitted to [email protected]. We will respond within 30 days.

9. Automated Decision-Making

Moirai.world does not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Encrypted data transmission (HTTPS)
• Secure authentication and access controls
• Audit logging and monitoring
• Regular security reviews and vulnerability assessments

No system is entirely secure, and users are encouraged to protect their own account credentials.

11. Children’s Data

Moirai.world is intended for users aged 18 and over. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the platform or by email. Continued use of the platform after such updates constitutes acceptance of the revised policy.

13. Contact

For questions, requests, or concerns regarding this Privacy Policy or our data protection practices, please contact:

Email: [email protected]

Company: Moirai World Limited