Privacy Policy

The Ocean Best Practices System (henceforth, "we" or "us") is a project of UNESCO's Intergovernmental Oceanographic Commission (IOC), managed by the International Oceanographic Data and Information Exchange (IODE). This privacy policy will explain how the Ocean Best Practices System uses the personal data we collect from you when you register and attend our workshop. The privacy policy governing the use of this website is explained by the service provider, here.

We will revise or update this policy if our practices change, or as we develop better ways to keep you informed about them. You should refer back to this page often for the latest information and the effective date of any changes. If we decide to change this policy, we will post a new policy on our site and change the date at the bottom. Changes to the policy shall not apply retroactively.

Topics:

  • What data do we collect?

  • How do we collect your data?

  • How will we use your data?

  • How do we store your data?

  • Marketing

  • What are your data protection rights?

  • Cookies

  • How to manage cookies

  • Privacy policies of other websites

  • Changes to our privacy policy

  • How to contact us

  • How to contact the appropriate authorities

What data do we collect?

We collected the following data:

  • Personal identification information (Name(s), email address, affiliations, gender (optional), and professional roles)

  • Any data - including personal data and images/video recordings of you - you input or transmit into the software and services used during the workshop (poll responses, text, images, or any other media)

How do we collect your data?

You directly provide us with most of the data we collect. We collect data and process data when you:

  • Register online

  • Voluntarily complete a form or otherwise contact us on any of our communication services or via email.

  • Agree to let a session convener transmit your data to us

  • Transmit any personal information through technology and services used to run the workshop

How will we use your data?

We collect your data so that we can:

  • Process and manage your registration for the workshop

  • Email you with information about the workshop

  • Email you connection information to the software and services we use to run the workshop (subject to their own privacy policies)

  • Maintain a record of your attendance and - with your consent - contact you for future workshops

  • Analyse workshop attendance and produce anonymised reports and statistics for public consumption

  • Produce promotional or informational material about the workshop and/or the OBPS featuring your likeness (images/video) and name, if you choose to transmit these

Note that we use third-party services to acquire, transmit, and store your data. We do not control the privacy policies of those services, so please review their privacy policies for more information.

How do we store your data?

We store your data using private and secure Google Drive directories, Zoom Cloud services, Slack archives, and on IODE servers. The data is accessible only to the members of the OBPS Steering Group and those it requests to provide services using that data.

We will keep all data you share with us during the workshop indefinitely, unless you exercise your right to request its deletion. We will then delete it from all cloud services and local servers.

Marketing

We would like to send you information on our activities and services that we think you may be interested in, as well as those of our partners.

If you have agreed to receive marketing, you may always opt out at a later date.

You have the right at any time to stop us from contacting you for marketing purposes or giving your data to other members of the OBPS.

If you no longer wish to be contacted for marketing purposes, please contact us here: https://www.oceanbestpractices.org/contact/

What are your data protection rights?

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request copies of your personal data from us at no cost.

The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.

The right to erasure – You have the right to request that we erase your personal data.

The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. The OBPS does not, itself, place or analyse cookies placed on your computer, however, when you visit our websites, the service providers may collect information from you automatically through cookies or similar technology. Please see their privacy policies for more information.

For further information on cookies, visit allaboutcookies.org.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

Our website contains links to other websites. Our privacy policy applies only to the data gathered for our workshop, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

For the duration of the workshop, we keep our privacy policy under regular review and place any updates on this web page. This privacy policy was last updated on 7 September 2021.

How to contact us

If you have any questions about Our Company’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us through: https://www.oceanbestpractices.org/contact/

Or write to us at:

International Oceanographic Data and Information Exchange
UNESCO/IOC Project Office for IODE
Pakhuis 61, Wandelaarkaai 7,
8400 Oostende, Belgium

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that we have not addressed your concern in a satisfactory manner, you may contact the EU Information Commissioner’s Office.