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User Agreement

Last updated: [1 September 2025]

Welcome to Moirai.world (“we”, “us”, or “our”). This User Agreement (“Agreement”) sets out the legally binding terms and conditions that govern your use of our platform, including all associated features, content, and services.

By registering an account, accessing, or using Moirai.world, you acknowledge that you have read, understood, and agree to be bound by this Agreement.

1. Eligibility

You must be at least 18 years old or the legal age of majority in your jurisdiction to create an account and use this platform. By using our Services, you represent and warrant that you meet these requirements.

2. Account Registration and Responsibilities

  • You agree to provide accurate, complete, and up-to-date information during registration.
  • You are solely responsible for maintaining the confidentiality of your login credentials and for all activities under your account.
  • You must not impersonate another person or misrepresent your affiliation with any institution or organisation.

3. Permitted Use

Moirai.world is intended for academic, educational, and research purposes. Users may:

  • Upload and manage academic profiles and applications;
  • Submit publications or academic references;
  • Explore visualised academic networks;
  • Participate in scholarly discussions.

You agree not to use the platform for:

  • Any unlawful, misleading, or fraudulent activity;
  • Distributing spam, malicious code, or harmful content;
  • Extracting data through scraping, crawling, or automated methods without explicit permission;
  • Commercial use outside of academic collaborations, unless authorised.

4. Intellectual Property Rights

  • All platform content, including design, software, database structures, and visualisations, are owned by or licensed to Moirai.world.
  • Academic content uploaded by users (e.g. publications, proposals, statements) remains the intellectual property of the user or relevant rights holders.
  • By uploading content, you grant us a non-exclusive, worldwide, royalty-free licence to use, host, reproduce, and display such content within the context of our academic services.

5. Privacy and Data Protection

We are committed to protecting your privacy. All personal data is processed in accordance with our Privacy Policy and relevant data protection laws, including the UK GDPR.

By using Moirai.world, you consent to:

  • The collection and processing of your data for application, matching, and analytics purposes;
  • Cross-border data transfers where necessary to provide services (e.g., matching with institutions in other countries).

You may request deletion of your data at any time, subject to applicable legal obligations.

6. Third-Party Content and APIs

Moirai.world may display or rely on data from third parties (e.g., OpenAlex, Crossref, universities, citation databases). We do not guarantee the accuracy, completeness, or availability of such third-party data.

7. Termination

We reserve the right to suspend or terminate your account at any time if:

  • You violate any provision of this Agreement;
  • Your use of the platform causes harm to other users, institutions, or the platform’s integrity.

You may also terminate your account at any time by contacting support or using in-platform settings.

8. Disclaimers

  • The platform is provided on an “as is” and “as available” basis.
  • We do not guarantee the platform will be uninterrupted, error-free, or meet your expectations.
  • We are not liable for any loss of data, opportunity, or indirect damages arising from use of the platform.

9. Limitation of Liability

To the maximum extent permitted by law, Moirai.world shall not be liable for:

  • Any indirect, incidental, or consequential damages;
  • Academic decisions made based on information obtained from this platform;
  • Delays or failures due to causes beyond our reasonable control.

10. Governing Law and Jurisdiction

This Agreement is governed by the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the courts of England and Wales to resolve any disputes arising out of or relating to this Agreement.

11. Changes to the Agreement

We may update this Agreement from time to time. If changes are material, we will notify you by email or within the platform. Continued use of the platform after changes take effect constitutes acceptance of the revised terms.

12. Contact Us

If you have any questions regarding this Agreement, please contact:

Moirai World Limited

Company No. 16503899

3rd Floor, 86–90 Paul Street, London, EC2A 4NE

Email: [email protected]


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Privacy Protection

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

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