Privacy Policy

Our Privacy & Data Protection Policy

This privacy notice tells you who we are and what to expect when the European Citizen Science Association collects your personal information. It is intended for website visitors, subscribers to our newsletter, Members of the Association and anyone who has a relationship with ECSA, whether or not they use the ECSA website or other digital channels.  

This privacy notice does not cover links to external websites. We encourage you to read the privacy statements on websites you visit from links on our website or communications.

In this privacy notice and in the data protection statements which you will see wherever we collect your personal information, 'ECSA', 'the Association and 'we' refer to the European Citizen Science Association.

1. Who we are


The European Citizen Science Association (ECSA) is a legal entity registered as an NGO (‘eingetragener Verein’) under German law and open to individual and institutional members.

Our postal address is c/o Museum für Naturkunde Berlin, Leibniz-Institut für Evolutions- und Biodiversitätsforschung, Bereichsleitung Wissenschaftskommunikation und Wissensforschung, Invalidenstraße 43, D-10115 Berlin.

We are the data controller for the purposes of the General Data Protection Regulation unless otherwise stated. If you have a question or concern about this policy, or about privacy or data protection, you can get in touch with us via our postal address above, or by calling +49 -30 - 2093 8776, or by emailing ecsa@mfn-berlin.de

2. How we use your information


When you give us your personal data we will explain specifically how we will use it in a fair processing statement with a link to this privacy notice. The main purposes for which we collect and process information are to provide Members of the Association, members of the Citizen Science community at large, and other interested parties with information or services that have been requested. For example:

  • for administration purposes (eg to administer memberships, and to keep a record of our relationship with you)

  • to further our organisational aims, including fundraising activities

  • to gather feedback

  • to enable the best possible membership support

 

In the sections below we outline the situations in which we collect and process your personal or organisational data. We also let you know why we need your data, how it will be processed and stored, and how you can make changes to your details or request that processing of your personal data is stopped.

2.1. Visiting our website


When you visit https://ecsa.citizen-science.net/, we collect standard internet log information and details of visitor behaviour patterns. We do this to find out, for example, the number of visitors to the various parts of the site, to compile statistical reports on website activity and to personalise our visitors' website experience. These can include data such as the:

  • IP address of the computer making the request

  • IP address host name

  • Name of the requested website, file, or action

  • Date and time of the request

  • Volume of data transferred

  • Access status of the web server (data transferred, file not found, command not executed, etc.)

  • Description of the web browser used

  • Originating URL of the request.

The stored information will be used exclusively for the purpose of identifying and pursuing improper access (attempted or successful) to our web server, as well as for general statistical analysis. We do not produce profiles of individual users. The logged information will be stored for a maximum of three months and all non-anonymized information will be deleted after this period.

2.1.1 Web analytics and cookies

Our website uses Google Analytics, a web analytics service provided by Google Inc. (“Google”). Google Analytics uses cookies to help the website analyse how users use the site. The information generated by the cookie about your use of this website will be transmitted to and stored by Google on servers in the United States.

On this website, Google Analytics code is supplemented by “gat._anonymizeIp();” to ensure an anonymized collection of IP addresses (so-called IP masking). This means that your IP address will be truncated by Google beforehand within the area of member states of the European Union or other signatories of the Agreement on the European Economic Area. Google will use this information on behalf of the operator of this website for the purpose of evaluating how you use the website, compiling reports on website activities, and providing further services related to website and internet usage for the website operator. The IP address transferred by your browser within the scope of Google Analytics will not be associated with any other data held by Google.

2.1.2 Preventing the storage of cookies and opting out of web analytics

You can prevent the storage of cookies by selecting the appropriate settings of your browser software. You can also prevent the data generated by the cookie and related to your usage of this website (including your IP address) from being conveyed to and processed by Google by downloading and installing a browser plug-in available through the following link: https://tools.google.com/dlpage/gaoptout?hl=en.

You can also opt out from being tracked by Google Analytics (effective after the opt-out) by clicking on the link below. This sets an opt-out cookie to prevent tracking: http://tools.google.com/dlpage/gaoptout?hl=en

Further information on the terms of use and privacy policy of Google Analytics can be found on:

http://www.google.com/analytics/terms/de.html and http://www.google.com/intl/de/analytics/privacyoverview.html.

2.2. Our Newsletter


When you sign up to receive the ECSA newsletter, we collect and process data that you choose to provide to us when you fill in the subscription form, such as your name, email address and interests, so that we can keep you up to date about our work, events, membership, upcoming funding opportunities, and any other topics in which you have expressed specific interest. We will process your personal data based on your consent to receiving our newsletters.

2.2.1 Newsletter processing via MailChimp

The newsletter is sent via MailChimp, a newsletter distribution platform by US provider Rocket Science Group, LLC, 675 Ponce De Leon Ave NE #5000, Atlanta, GA 30308, USA. The email addresses of our newsletter recipients as well as further data that will be described in these notes will be stored on MailChimp servers in the USA. MailChimp uses this information for distributing and evaluating the newsletter on our behalf. According to information published by MailChimp, the data will be used for optimising their own services, such as technical optimisation of the distribution process or the layout of the newsletter, as well as for commercial use by determining the recipients‘ countries of residence. However, MailChimp does not use the data of our newsletter subscribers to contact them directly and does not pass them on to third parties.

MailChimp has been certified in line with the Privacy Shield agreement between the US and EU. This means that MailChimp will abide by the EU data protection requirements. Our use of the MailChimp platform for the purpose of sending out our newsletter is governed by a Data-Processing Agreement with MailChimp, by which they are obliged to protect the data of our subscribers and process your data on our behalf according to its own data protection regulations laid out in the agreement, which means in particular, not to pass on data to third parties. MailChimp’s data regulations can be viewed here.

2.2.2 Online access to the Newsletter

Our newsletters sent via the MailChimp platform are also available online, via a link contained in the newsletter, which leads to a page hosted by MailChimp. For this purpose, the MailChimp website uses cookies to process person-related data that MailChimp and service providers (e.g.. Google Analytics) are interested in. We have no influence on their data collection. For further information, see MailChimp‘s Privacy Policy.

2.2.3 Unsubscribing from the Newsletter

You can unsubscribe from our newsletter at any time, by using the unsubscribe link at the bottom of each newsletter. This action will remove your contact details from the MailChimp platform, and will also withdraw your consent to any statistical analyses performed by MailChimp. Do note that taking this action may not necessarily delete your contact information from our data storage external to MailChimp, so if you wish to have ECSA delete all of your personal or institutional data that we store for any purpose, please contact us directly at ecsa@mfn-berlin.de.

2.3. Other information collected via Third Parties

We occasionally carry out surveys to receive feedback on the activities of ECSA using the Survey Monkey platform.  At the time of inviting your feedback we will provide you with specific information about the purpose that any personal data requested will serve, how we will use it and process it, and how it will be stored. All personal information provided by you and processed by Survey Monkey is also governed by their privacy policy which can be found here: https://www.surveymonkey.com/mp/legal/privacy-policy/ .

2.4. Association Membership

When you or your institution becomes a paying Member of the Association, we will request, use, store and transfer data that is in direct relation to your membership, as part of the membership application process. This can include:

  • Identity Data such as first name, last name, username or similar identifier, institutional position, and title;

  • Contact Data such as billing address, delivery address, email address and telephone numbers;

  • Financial Data such as bank account and payment card details;

  • Transaction Data such as details about payments to and from you or your institution, and other details of services you have purchased from us.

We take care to not acquire or hold sensitive personal data such as an individual’s sexual orientation, their racial or ethnic origin, criminal record, political opinions, and religious beliefs, etc.  

We will process this information so that we can fulfill our obligations to you or your institution as a Member of ECSA, as well as to be able to keep you or your institution's membership record accurate and up to date. We will not keep your details for longer than necessary. You can change your details or request that your data be deleted in their entirety at any time, by contacting us directly at ecsa@mfn-berlin.de.


2.5. Job applications and employment

Should you apply for a job at ECSA you will be required to provide personal details such as your name, postal address, email address and phone number, so that the HR team can contact you in relation to your application.  This information will only be shared with relevant hiring managers. Should you be unsuccessful in your application, your details will be held for a maximum of 12 months.

Should you be successful, your Application Form/CV/Personal Statement will form part of your contract with ECSA and will be retained on your confidential personnel file for the duration of your employment and for a maximum of six years after your ceasing employment.

If you have any questions about how we process your personal data for recruitment or would like to change any of your details please get in touch with the ECSA HR team at ecsa@mfn-berlin.de.

3. Data Security

Your personal information will be stored on secured computers. In order to protect the data we have collected from loss, manipulation, or unauthorized access, technical and organizational measures will be implemented by the Museum für Naturkunde Berlin, where ECSA is based, in accordance with the latest technological standards. Authorization procedures regulate access to information, limiting access to the persons assigned to processing it. All personnel who collect, process, or use personal data are bound to data confidentiality in accordance with Section 8 of the Berlin Data Protection Act.

3.1 Right to information and contact data

You have the right to receive disclosure about data stored about you on request. Furthermore, you may request the correction of erroneous data and the deletion of data that is no longer needed. Should you wish to make an application to view, correct, or delete your data, or if you have any other questions about data protection, please contact us at ecsa@mfn-berlin.de

3.2 How we process and store your data

We keep your details secure and we will ensure that we only keep your details for as long as necessary. We have processes in place to ensure personal data is kept for the purpose for which it was originally collected and that it is accurate and up to date. Any personal data which is no longer required for its original purpose will be securely removed from our records unless it is required to keep such data due to our legitimate interest.

We maintain appropriate administrative, technical and physical safeguards to protect the personal data in our possession from accidental, unauthorised or unlawful destruction, loss, alteration, disclosure, access or use, and all other unlawful forms of processing.

3.3 How we share your personal data


We will not share your personal data with a third party except when it is necessary to be able to fulfil our obligations.

Some of the information that we ask you to provide may be submitted directly to a third party service provider which collects and stores information for us and sends out emails on our behalf. By signing up to our newsletters, your data will be stored on the MailChimp platform for the purposes of sending you our Newsletter.  By becoming a paying Member of the Association, a record on our data servers hosted at the Museum für Naturkunde Berlin will be created for you.


We may also share your personal data with a third party if we are under a duty to disclose or share your details in order to comply with any legal obligation, or in order to enforce our terms of use.

We will take all steps reasonably necessary to ensure that any of your details which we share with third parties in the above circumstances are treated securely and in accordance with the terms of this policy.

We will not transfer any of your details to destinations outside of the European Economic Area.

This page was last updated on 30 May 2018.

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