Privacy Policy

Last updated: 31st August 2026

This Privacy Policy explains how the Farewell website at farewell.uaeu.online collects, uses, stores, and protects personal information. The website provides a space for colleagues and friends to share farewell messages and memories with departing staff members.

Information We Collect

When you submit a farewell message, the website may collect:

Your name
Your email address
Your farewell message
Your IP address
Your browser and device information
The date and time of your submission
Any optional information that you choose to provide

Please do not include confidential, sensitive, or unnecessary personal information in your farewell message.

How We Use Your Information

The information collected is used to:

Display your name and approved farewell message on the relevant staff profile
Review and moderate messages before publication
Identify and prevent spam, misuse, or inappropriate content
Maintain the security and proper operation of the website
Respond to privacy, correction, or removal requests
Investigate technical or security incidents when necessary

Your information will not be used for commercial marketing or sold to third parties.

Information Displayed Publicly

Once approved, your name and farewell message will be visible to visitors of the website. Because the website is publicly accessible, approved messages could be viewed, copied, quoted, or shared by others.

Your email address and IP address will not be displayed publicly.

Please submit a message only if you are comfortable with your name and message being published. Website administrators may reject, edit, or remove content that is inappropriate, unrelated, offensive, confidential, or potentially harmful.

Email Addresses

Your email address is collected for identification, moderation, security, and communication concerning your submitted message. It will not be displayed alongside your comment.

If avatars are enabled, WordPress may use your email address to check whether it is associated with a Gravatar profile. This process may send an anonymized representation of your email address to the Gravatar service. If a matching profile exists, its avatar may appear beside your approved message.

IP Addresses

WordPress records the IP address associated with a submitted message. IP addresses are used for spam detection, security monitoring, abuse prevention, and troubleshooting.

IP addresses are accessible only to authorized website administrators and relevant service providers. They are not displayed publicly.

Cookies

If enabled, the website may offer to save your name and email address in browser cookies for your convenience. This means you will not need to enter the same information again when submitting another message.

You may decline this option or delete cookies through your browser settings. Essential cookies may also be used for website administration, security, or basic functionality.

Moderation

Farewell messages are reviewed before publication. Messages may be rejected or removed if they:

Contain offensive, discriminatory, defamatory, or inappropriate material
Include confidential or sensitive information
Disclose another person’s personal information without permission
Contain spam, advertising, malicious links, or unrelated content
Create a security, privacy, or legal concern

Moderation decisions are made at the discretion of the authorized website administrator.

Sharing of Information

Personal information may be processed by service providers that support the operation of the website, including:

The website-hosting provider
Backup and security providers
Spam-detection services
Gravatar, if avatars are enabled

These providers may process limited information only as necessary to deliver their services, maintain security, or comply with legal obligations.

Information may also be disclosed where required by applicable law, a lawful request, or to protect the rights, security, and integrity of the website and its users.

Data Retention

Approved farewell messages and the associated names may remain visible for as long as the farewell website is maintained.

Email addresses, IP addresses, moderation records, and other technical information will be retained for 6 months, unless a longer period is necessary for security, legal, or operational reasons.

Backup copies may remain for a limited additional period until they are automatically overwritten according to the backup schedule.

Your Choices and Rights

Subject to applicable law and institutional requirements, you may request:

Access to the personal information held about you
Correction of inaccurate information
Removal of your farewell message
Deletion of eligible personal information
Further information about how your data is processed

Requests may require verification of your identity or the email address used when submitting the message. Some information may be retained where necessary to meet legal, security, or administrative obligations.

Security

Reasonable technical and administrative measures are used to protect information against unauthorized access, loss, misuse, alteration, or disclosure. However, no website or online transmission can be guaranteed to be completely secure.

Children’s Privacy

This website is intended for members and associates of the college community. Children should not submit personal information without the knowledge and permission of a parent or guardian.

Changes to This Policy

This Privacy Policy may be updated when the website’s functions, service providers, or legal requirements change. The date at the top of this page will indicate when the policy was last revised.