Using Zip-Zap Ideas® for Virtual Brainstorming Workshops
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1. What is Zip Zap Ideas® and How Does It Work?
Zip-Zap Ideas® ("Zip-Zap Ideas" or "Zip-Zap"), a web-based online collaboration tool (www.zipzapideas.com), that is used to share, refine and evaluate insights and ideas linked to a specific challenge or project.
Zip-Zap Ideas® is designed to support Innovation Projects ("Zip-Zap Projects" or "Projects") where individual users ("Users") can login to a Zip-Zap Project (using a smartphone, tablet or computer) to complete a range of tasks linked to a specific innovation challenge / objective e.g. sharing or posting a new idea or insight; adding an image to an idea; editing and refining ideas; viewing ideas or insights posted by other Users; highlighting favourite ideas; viewing ideas by different groups; evaluating and adding comments to refined ideas etc.
The website is secure and each User’s access is limited to a specific Project or Projects (to which individual Users has been invited / joined / assigned). When you input or vote on ideas, you will be identifiable by your username, but only Users within the same Project will be able to see any of your inputs (identified by your individual user name).
2. Who owns and runs Zip Zap Ideas®?
The Zip-Zap Ideas® online system is owned and managed by ZIPZAP IDEAS Ltd ("Zip-Zap Ideas®", "We, "Us"), a UK based innovations consultancy and software company, registered in England and Wales (OC 11436717) at The Business Centre, Greys Green, Rotherfield Greys, Henley-on-Thames, UK, RG9 4QG.
Each individual Project is run and owned by the individual Project Facilitator ("Project Facilitator") or by the Organisation / Enterprise that the Project Facilitator works for, or who has directly sponsored the Project ("Project Sponsor").
3. Why do we need your personal information?
When you sign up to a Project, your personal information is needed so that you can take a full part in the Project, or for any future Project that you may join e.g. if you forget your password, to record your voting preferences, to record any ideas or comments that you added.
4. What data do we hold about you?
The Zip-Zap Ideas® system only needs and holds the minimum amount of information to support the Project that you have joined. To help facilitate Project communication, the Zip-Zap Ideas® system needs your name, email address and country details. To facilitate the way a Project is run, we also need to understand whether or not you have voted, and which ideas or comments you have submitted. Zip-Zap Ideas Ltd is the data controller for this information.
5. Where do we store your details?
Zip-Zap Ideas® will store your information safely and securely. Your data will NEVER be sold or shared by us to any third parties. This commitment is also guaranteed as part of any third-party licence agreement that we offer to any other individual or organisation that uses Zip-Zap Ideas®, or who runs a Zip-Zap Project.
6. Who has direct access to your details?
Your details will only be used or seen by the person / persons who are responsible for running the Project ("Project Facilitator") or the person / organisation who owns or has sponsored the project ("Project Sponsor"). These people are legally bound to legislation that respects and protects your personal details. This also includes employees or associates of Zip-Zap Ideas Ltd who are contracted to follow strict confidentiality guidelines. Please note that Zip-Zap Ideas Ltd can only see individual user data (and any Project files or outputs) if the Project Facilitator grants access to employees of Zip-Zap Ideas Ltd.
7. How long do we keep your personal information?
Unless you tell us to remove your personal details, we will hold your information for a period of no more than 24 months after completion of your last Project and / or the termination of the last licence that you hold. We need to hold your information for this period as you may wish to join another Project in the future, and we also need to maintain a record of your past activity linked to a specific Project e.g. voting records; ideas added etc.
8. Can you participate in a project without providing your personal information?
If you wish to take part in a Zip Zap Project, but do not want to us to store your personal data, we can, in certain circumstances, create an anonymized account for specific individuals. If this is the case, please contact your Project Facilitator for the specific Project, or contact our Help Desk.
9. How do we ensure your information is accurate and up to date?
We rely on the information that you provide. However, you can check and update this at any time by editing your "Account Details" page (sign in to the Zip Zap system and click "Account Details" and then click "edit my details").
10. Do we use your personal details for any other purpose?
If you have joined a Project as a User (to add or vote on ideas) we will only contact you via email outside the timeframe of the Project you have joined IF you have given us specific consent e.g. to receive our quarterly "Innovation Updates" about other Zip-Zap Projects. However, if you have signed up to one of our four licence options (to create and run your own events), we may be required to send you periodic updates about changes and updates to the system and for other legitimate business purposes.
11. How can you delete your details / exercise your right to be forgotten?
You can ask for your personal details to be removed at any time by sending an email to our data controller (see below), or you can send a request from your "Account Details" page (sign in to the Zip Zap Tool and click "Account Details" and then click "delete my details"). We will then remove your details from the system within 2 working days.
12. Further information
For further information on how your personal data is used, how we maintain security of your information and your rights to access the information we hold on you, please contact our Data Controller at:
1. Introducing Zip-Zap Ideas® and Our Services
Welcome to Zip-Zap Ideas® ("Zip-Zap Ideas" or "Zip-Zap"), a web-based online collaboration tool (www.zipzapideas.com), that is used to share, refine and evaluate insights and ideas linked to a specific challenge or project ("Zip-Zap Project" or "Project"). These are the general terms governing your access to and use of Zip Zap Ideas® and the content available on or through Zip Zap (collectively, the "Services"). If you do not agree with them, you should not proceed any further. If you continue to use the Services you are agreeing to comply with and be bound by these terms.
In this document, the term "you" or "User" refers to the User or viewer of the Services. The term "we" or "us" refers to ZIPZAP IDEAS Ltd, the owner of the website. ZIPZAP IDEAS Ltd is a UK based innovations consultancy and software company, registered in England and Wales (OC 11436717) at our registered office at The Business Centre, Greys Green, Rotherfield Greys, Henley-on-Thames, UK, RG9 4QG.
2. How Does Zip-Zap Ideas® Work?
Zip-Zap Ideas® is designed to support Innovation Projects ("Zip-Zap Projects" or "Projects") where individual Users ("Users") can login to a Project (using a smartphone, tablet or computer) to complete a range of tasks linked to a specific innovation challenge / objective e.g. sharing or posting a new idea or insight; adding an image to an idea; editing and refining ideas; viewing ideas or insights posted by other Users; highlighting favourite ideas; viewing ideas by different groups; evaluating and adding comments to refined ideas etc.
The running of each Zip-Zap Project is the responsibility of the Project Facilitator ("see clause 3iv below) and / or the organisation / Enterprise who is sponsoring the Project ("Project Sponsor"). The Project Facilitator / Project Sponsor is also responsible / owns the Project stimulus materials ("Project Files" or "Project Content") and all ideas and comments that are submitted to the Zip-Zap system as part of a specific Project by you or other Users ("Project Outputs"). See clause 6 for further information on ownership and copy right linked to a specific Zip-Zap Project.
The overall Project timings are controlled by the Project Facilitator (see User profiles below) who also controls the four different stages of a typical Project: 1) "Zip Ideas" – the stage where Users are invited to share and edit early ideas for a specific Project; 2) "Zip Pause" - the stage where the Project is only accessible to the Project Facilitator or to Core Team members; 3) "Zap Ideas" – the stage where Users are invited to vote and add comments to "leading ideas"; 4) "Complete" – the Project is only accessible to the Project Facilitator.
3. Zip-Zap Ideas® Different User Profiles
A Zip-Zap Ideas® Project has up to four types of Users / User profiles ("Users"). Most people accessing a Project do not require a licence or to pay to use the Services of Zip-Zap Ideas® (although their level of access is determined by the User who runs the project and the licence that they hold).
I. "Project Facilitator" – the individual User who has responsibility for setting up and running a Zip-Zap Project e.g. define Project objectives; update Project instructions; control Project timings; invite Users to join a Project; adding new ideas; editing and refining ideas posted by other Users; adding Project files and other stimulus materials; tracking User access and participation levels; controlling User access levels; dealing with "help desk" enquiries from Users; accessing / downloading Project reports etc. These types of Users require a licence (see licence details below).
II. "Delegates" / "Link Delegates" – individual Users who are invited to join a specific Project to either add and edit their own ideas ("Zip"), or to vote and comment on ideas added by others ("Zap"). Delegates and Link Delegates need to register to Zip-Zap Ideas® but they do not need a licence to perform these tasks. Their User profiles can be changed by the Project Facilitator who is running the Project (see point 4).
III. "Core Team Member" – individual Users, nominated by the Project Facilitator, who have additional editing rights to support the effective running of a specific Zip-Zap Project e.g. to edit ideas posted by other Users. Core Team Members must be registered to Zip-Zap Ideas® and they require at least a Pro licence (see licence details below).
IV. "External Evaluators" - – individual Users invited to a specific Project to vote and add comments to ideas at the Zap Stage only e.g. for market research panels. To take part in a specific Project, External Evaluators either have to register to Zip-Zap Ideas® or they need to use a unique User name and password that is provided to them. They do not need a User licence or to pay to use Zip-Zap Ideas®. Their access rights are controlled by the Project Facilitator, but the Project Facilitator needs to hold the correct licence with the "External Evaluator" feature.
4. Your Access Rights to Zip-Zap Ideas®
Users are invited to join a given Project via an email invitation (with URL link) that is generated and sent by the Project Facilitator for that Project. With the exception of External Evaluators, all Users for a Project need to register to the Zip-Zap Ideas® with a working email address and password. The Project Facilitator(s) (see 3iv above) of the Project(s) that you are invited too, can, at any time, control / limit your Project access levels and editing rights for the specific Project that the Project Facilitator runs. If you encounter problems with Project access, you should email the Project Facilitator direct or use the Help Desk function.
When you enter Zip-Zap Ideas® you will be taken to your User Home Page ("User Home Page / Home Page") where you will be able to enter the Project that you have been invited to. From this page you will also be able to enter other Projects that you have attended in the past (and that are still open) or to enter Public Projects ("Public Projects") that are currently available. Your access / access rights to all available Projects is controlled by the Project Facilitator who is responsible for running that Project (or the organisation that the Project Facilitator is working for). You will be able to complete other tasks from your User Home Page e.g. contact the Help Desk; update your User profile and avatar; review the Projects that you are assigned to; view licence options; create your own Projects (you will need a minimum "Starter Licence" to create your own Project) etc.
The privacy rights of all Users are protected under the of the 2018 European Data Protection Act. The Zip-Zap system will only retain the minimum amount of information about the User in order to support a given Project and to provide "post Project reports" e.g. User names, email, insights or ideas added, voting records etc. Ideas First® will not disclose any personal data with any third party and Users have the right to anonymize their details at any time. You agree to keep your User name and password safely and securely at all times and not to disclose it to any other person. If you suspect that the password is no longer safe, please immediately contact the Help Desk.
Unless a Project Facilitator grants access to employees of Zip-Zap Ideas Ltd, we are not able to see or access any of the content / outputs of that specific Project.
5. Your Personal Data Held With Zip-Zap Ideas®
The Zip-Zap Ideas® system only holds the minimum amount of your personal information to allow the Project Facilitator to effectively run the Project or Projects that you have joined. To facilitate Project communication, we need your User name, email address and country details. To facilitate the way a Project is run, we also need to understand whether or not you have voted, and which ideas or comments you have submitted.
Any personal data provided by you to Zip-Zap Ideas (such as your name and email address) will be stored securely and will only be used for the purpose of operating a specific Zip Zap Project which you are involved in, or if you are a licence holder (see clause 9), for informing you of any changes or upgrades to the Services.
6. Confidentiality and Ownership of Zip-Zap Ideas® Project Files and Project Outputs
The Project Facilitator or the organisation / company who is sponsoring the Project ("Project Sponsor") owns or has the right to use the copyright and other intellectual property rights in certain data, graphics, photos, software or any other materials (whether written or machine readable) provided by the Project Facilitator / Project Facilitator’s Company which are incorporated into the content of a Project e.g. Project Files that are provided for training or for stimulus ("Project Sponsor’s Content"). Nothing in these Terms grants you any right or licence to use the Project Sponsor’s Content except as part of a specific Project.
The Project Facilitator, or the organisation / company who is sponsoring the Project, will also own ALL ideas and comments that are submitted to the Zip-Zap system as part of a specific Project by you or other Users ("Project Outputs"). This includes imagery associated to written ideas, as long as the imagery itself was owned by the person who submitted the imagery / written idea. You hereby assign or grant unlimited right to all / Project Outputs that you have submitted to a specific Zip Zap Ideas Project, to either the Project Facilitator or to the Project Sponsor, and you warrant that you have the full right to do so.
You agree that you will not disclose to any 3rd party, without the prior written consent of the owner of such material, any Project Content that may be received by you in the course of a Zip Zap Project. "Project Content" means, Owners Content and Zip Zap Content or any part.
Where the appropriate licences have been paid (see clause 9 below), the "Project Facilitator" / "Project Sponsor" can have access to all / Project Outputs linked to a specific Project for the period of that licence and for a further 24 months after the licence has expired.
If you have any questions regarding any part of this clause, please email the Project Facilitator to find out the details of the Project Sponsor. Alternatively, do not submit any ideas or comments to the Zip-Zap Tool unless you are happy to grant unlimited rights to the Project Facilitator / Project Sponsor for all / Project Outputs that you have submitted to a specific Zip Zap Ideas Project.
7. Zip-Zap Ideas® System Ownership and Copyright
Zip-Zap Ideas Ltd owns or has the right to licence (i) the copyright in Zip-Zap including in its look and feel and (ii) all other intellectual property rights including without limitation patents, design rights, registered designs, trademarks, trade and business names (including all goodwill associated with them), domain names, moral rights, database rights and rights to sue for passing off and any rights in the nature of any of the foregoing items each for their full term and wherever in the world enforceable; contained in the Zip Zap Tool and any material, data, content or information provided by Zip Zap via the Zip Zap Tool (including certain logos and trademarks) (the "Zip Zap Content"). All trademarks reproduced on the Zip Zap Tool which are not the property of, or licensed to, Zip-Zap Ideas Ltd are acknowledged.
You undertake that, except with the prior written consent of Zip-Zap Ideas Ltd, you will use the Zip Zap Tool and all Zip Zap Content only for the purposes of participating in a specific Zip Zap Project as one of four Project User Profiles outlined in clause 3 above.
As a User, you will not: a) use Zip Zap or Zip-Zap Content except as part of a Zip Zap Project that you are involved in; b) permit any non-registered parties to use the Zip Zap Tool or to access Zip Zap Content; c) reverse engineer, decompile, disassemble, interfere with, create derivate works from or otherwise modify any part of the Zip Zap Tool; d) store the Zip Zap Tool or the Zip Zap Content in any permanent form (including on PCs or mobile devices); e) use Zip Zap or Zip Zap Content except as expressly permitted above; (f) create a database by downloading or storing all or any part of the Zip Zap Tool or Zip Zap Content; g) attempt any unauthorised access to any part of the Zip Zap Tool or Zip Zap Content.
You will not remove or alter any copyright, trademark and other rights notices contained in or on the Zip Zap Tool or the Zip Zap Content. You are only permitted to use the intellectual property rights therein to give effect to the permitted use as expressly set out above.
8. Zip-Zap Idea® Data Security and General Liability
You must not undermine or seek to undermine the security or operation of the Zip Zap Tool or any Project Content nor seek to access information you are not authorised to access.
You are solely responsible for any or Owne's Content as applicable submitted by you to be made available as part of the Zip Zap Tool or Project Content including ensuring that such information is accurate and up-to-date, is free of viruses or other malicious or technologically harmful material and that is it not in breach of any third party rights or misleading, defamatory, obscene or otherwise in breach of any applicable law, regulation or code of practice. You will be responsible for and will fully indemnify Zip-Zap Ideas Ltd against any damages or losses caused by breach of the responsibilities contained in this paragraph.
The security features of Zip-Zap Ideas have been developed in line with industry best practice and meet security guidelines recommended by Microsoft and OWASP. However, you acknowledge that as the Zip Zap Tool is accessible over the internet, which is outside our control and has inherent risks, Zip-Zap Ideas Ltd will not be liable for any errors in or interruptions to access to the Zip Zap Tool. The Zip Zap Tool is provided on an "as is" and "as available" basis. Zip-Zap Ideas Ltd shall not be liable to you in any way for any loss or damage consequent on any circumstance beyond its reasonable control including, without limit, any computer viruses that may infect your equipment when using the Zip Zap Tool, network problems or hacking.
Zip-Zap Ideas Ltd reserves the right at any time and without prior notice to you to edit, modify, suspend, terminate access to or remove the Services or to temporarily or permanently withdraw or terminate your access to the Services. Zip-Zap Ideas Ltd will not be liable to you or any third party in such circumstances. Where a Licence has been paid, we will provide a pro-rata refund for the remaining period of your licence.
Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the Project Content . You acknowledge that such Project Content may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
From time to time the Zip Zap Tool may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
The Services are provided to you personally and are not intended to benefit any third party. Zip-Zap Ideas Ltd therefore accepts no liability or responsibility to any third party who may use the Services.
Zip-Zap Ideas Ltd accepts no liability or responsibility for the quality of any ideas or insights generated by the Zip Zap Tool nor any business decisions that you take as a result of us providing the Zip Zap Tool. It is your sole responsibility to satisfy yourself prior to using the results of the Services that they are suitable for your purposes.
Zip-Zap Ideas Ltd accepts no liability or responsibility for any indirect or consequential loss or damages suffered by you as a result of us providing the Services to you, including, without limitation, loss of profit, loss of goodwill and loss of data. Nothing in these terms shall limit or exclude Zip-Zap Ideas Ltd liability for personal injury or death caused by its negligence or for fraud.
9. Zip-Zap Ideas® Licence Options
Zip-Zap Ideas® currently offers 4 standard licences that are required for Project Facilitators or Core Team Members (see clause 3 above). In addition, we offer Enterprise Licences ("Enterprise Licence" or "Enterprise Option" or "Enterprise Licence Agreement") that are designed for larger organisations ("Enterprise") and that contain multiple licences for approved Users. The latest details on our licences are summarised at https://www.zipzapideas.com/subscriptions or for multi-licence arrangements, in the Enterprise Licence documentation that is agreed by us and the Enterprise taking out the multiple licences.
I. "Starter" – a free 12 month licence designed for people who are running small brainstorming projects and who want to try an alternative to flip charts and stickie notes. The licence allows the User to set up and run 2 x Zip-Zap Projects per year with a maximum of 5 Users per Project. The licence includes the basic features of the Zip-Zap Tool at the Zip Stage only e.g. ability for 5 Users to add and edit early ideas; to highlight favourites; view ideas in tile / note view; secure data and high-speed server; track Project delegates.
II. "Pro" – a 12 month licence designed for independent trainers / facilitators who need extra features not covered by the Zip-Zap Starter version e.g. ability to evaluate and gain comments to refined ideas with a wider target audience; ability to add images to ideas; ability to highlight "star ideas"; enhanced idea editing; different idea viewing and printing options. Unless otherwise agreed, and on payment to Zip-Zap Ideas Ltd, the standard Pro licence allows the User to set up and run 2 x Zip-Zap Projects per year with a maximum of 10 Users per Project. This package also allows the User to become a Core Team Member of another Project that is run by someone with a Pro, Pro+ or Unleashed licence. The Pro licence can be purchased individually from Zip-Zap Ideas Ltd or it can form part of an Enterprise Licence package where the licence is allocated / assigned to nominated Users who are approved by us.
III. "Pro + / Pro Plus" – a 12 month licence that are currently only available as part of multi-licence agreement ("Enterprise Licence" / "Enterprise Licence Agreement") between us and another Enterprise. These licences come in a bundle, for a minimum number of licence holders, where the licence is allocated / assigned to nominated Users who are approved by us. This licence is designed for trainers and facilitators who work for larger organisations, and for Projects that seek to maximise creativity and collaboration of larger teams and external stakeholders. Unless otherwise stated in the Enterprise Licence Agreement, the standard Pro+ Enterprise Licence allows each licence holder to set up and run 4 x Zip-Zap Projects per year with a maximum of 30 Users per Project, covering both the Zip or Zap Stages. The Pro + licence comes with advanced features not available to Pro Users e.g. ability to set up Projects with up to 4 separate challenges; full access to Project Reports including reports in Excel or PDF formats; ability to add Project Stimulus files; email and webex Help Desk support from Ideas First® during normal UK business hours; ability to monitor and manage Users; sorting and grouping ideas by themes; ability to reallocate a Project to another User with a similar licence. This package also allows the Users to become a Core Team Member of another Project.
IV. "Unleashed" - a 12 month licence that are currently only available as part of multi-licence agreement ("Enterprise Licence" / "Enterprise Licence Agreement") between us and another Enterprise. These licences come in a bundle, for a minimum number of licence holders, where the licence is allocated / assigned to nominated Users who are approved by us. This licence is designed for innovators in larger organisations, or for market research agencies who want all the features of Zip-Zap, plus the ability to use Zip-Zap for wider idea testing with External Evaluators e.g. online market research panels. Unless otherwise stated in the Enterprise Licence Agreement, the standard Unleashed Enterprise Licence allows each licence holder to set up and run 6 x Zip-Zap Projects per year, with an unlimited number of Users per Project, covering both the Zip or Zap Stages. The Unleashed licence comes with ALL the features available for Pro+ licence holders, plus the ability to set up and run idea testing in multi-markets and against multi User profiles. With further agreement, Unleashed Licence holders can have tailored branding and the ability to set up and run Public Projects (open Projects but with restricted User access). The Unleashed Licence also allows the licence holder to become a Core Team Members of another Project.
10. Zip-Zap Ideas® Licence Options
Zip-Zap Ideas Ltd reserves the right to revise these Terms at any time. By continuing to use the Services, you will be deemed to have accepted the revised Terms. It is your responsibility to check periodically to ensure that you have read the most current version which are available at https://www.zipzapideas.com/login-register.
If any provision of these terms and conditions is held to be invalid by a court of competent jurisdiction, such invalidity shall not affect the validity of the remaining provisions which shall remain in full force and effect.
These Terms form the entire agreement between you and Zip Zap Ideas Ltd. relating to their content. These Terms, your use of the Zip Zap Tool and the Project Content and any dispute arising out of such use shall be governed by and construed in accordance with the laws of England and Wales.
1. What are Zip-Zap Ideas® Innovation Updates?
Our "Innovation Updates" are quarterly e-newsletters that provide advice and guidance on innovation, and the different services that we provide. These Innovation Updates will be emailed to you using the email address that you provided to us. If you are a UK or EU resident, we will only send you these newsletters if you have provided specific consent. If you reside outside the UK or EU, we reserve the right to send you these updates if you have provided us with your email address.
2. Why do we need your personal information?
We only need to have your name and email address to start sending you the Innovation Updates. We will not use this email address for any other purpose than to send you our Innovation Updates and this information will NOT be shared or sold to any third party.
3. Where do we store your details?
Your name and email address will be stored in a secure off-line database. These details are also uploaded and securely stored with our online email marketing provider ‘Hub Spot’. We are satisfied that Hub Spot keep your details securely and have adequate data protection. Please see their Data Protection Policies here: https://legal.hubspot.com/privacy-policy
4. Who has direct access to your details?
For Innovation Updates, your details will only be used or seen by employees or associates of Ideas First® who are contracted to follow strict confidentiality guidelines.
5. How do we ensure your information is accurate and up to date?
We rely on the information that you provide. If an email address ‘bounces’ more than 3 times, we will assume that the recipient no longer uses that email address and they will be deleted from the database.
6. How can you delete your details / exercise your right to be forgotten?
You will be able to unsubscribe to these newsletters at any time by clicking "unsubscribe" when you receive the newsletter. Your email address will then be removed from our mailing list and will only be added again if you provide specific consent at a date in the future.
7. Further information
Update Policy v5wb 04/02/20
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