International Association
for Open Knowledge
on Invasive Alien Species
Privacy Policy

1.0 Introduction


This Privacy Policy applies to the websites at the www.invasivesnet.org domain (the “Websites”) owned and operated by The International Association for Open Knowledge on Invasive Alien Species (referred to as “Association”, “INVASIVESNET”, “us”, “our” and “we”). INVASIVESNET is a non-profit, non-governmental organisation open to individuals and organisations involved in research, management and exchange of knowledge on invasive alien species (IAS). The Association aims to facilitate a greater understanding and management of biological invasions by creating a global sustainable network of networks of all interested and affected stakeholders for development and effective INVASIVESNET exchange of open high quality knowledge and open data on invasive alien species. INVASIVESNET aims and scopes are specified in the Association Statutes available here.

INVASIVESNET is committed to respecting your privacy and your rights under data protection laws including the General Data Protection Regulation (GDPR). This policy sets out the basis upon which we may hold and use your personal data (we have no subsidiaries or affiliated companies to which this Privacy Policy applies).

This Privacy Policy describes how INVASIVESNET collects and uses the personal information you provide through our Websites.

This Privacy Policy focuses primarily on people who have an INVASIVESNET Member Workspace and Webpage or are considering creating one. It applies to all personal data that you provide to us and that we collect about you (including any personal data that we receive from third parties). This Privacy Policy also covers your use of the Website and/or our databases. In this document we use “you” to refer to Registered members of INVASIVESNET; Authors and Reviewers of our journals; Participants at our Workshops, Meetings and other events; Grant Applicants and Funders; Individuals who interact with us in other ways and whose personal data we hold and use in connection with those interactions; and other users of the Website.

Our Website may contain links to and from sites maintained by third parties. This Privacy Policy does not cover your activities on those sites, any information you may provide to those sites, or information that may be collected about you by those sites.

We collect personal information so that we can operate effectively and provide you with the best possible service. The information we collect depends on the context of your interactions with us and how you use our services. It also depends on the choices you make and other privacy settings. You may choose not to provide certain information that are necessary to provide either a particular website feature or certain services. In such cases the feature may not function properly and we may be unable to provide you with those specific services. Our lawful basis for holding and using this personal data is in the legitimate interests of INVASIVESNET as a not-for-profit public organisation dedicated to supporting open exchange of information related to invasive species

By using our Website, and/or by permitting the deposit (addition), editing, and/or publication of your personal information on or through the Member Workspace, you agree to the terms of this Privacy Policy, including the transfer of personally identifiable information to the United States or another jurisdiction whose privacy laws may be different from those in your country.


2.0 Definitions


We use the following terms frequently in this Privacy Policy:

  • Member: A person, organisation or citizen that has entered into a fee-based Membership Agreement with INVASIVESNET.
  • INVASIVESNET Workspace: (or “Workspace”) The composite data set other than system data (e.g., user ID, password, log files), pertaining to a specific individual and stored in the Website.
  • Workspace Holder: The person/organisation who owns and is referenced in an INVASIVESNET Workspace.
  • Workspace Account or Account: An account created by the Workspace Holder as part of INVASIVESNET iD registration process, required for access to and management of the Workspace Holder’s INVASIVESNET Record.

3.0 Choices You Have About Sharing Information in your INVASIVESNET Workspace


We are committed to providing you with meaningful choices about your privacy and the ability to control how your information is used. A core INVASIVESNET principle is open access and open knowledge, therefore open members visibility. Nonetheless, you can choose to provide/revise/remove your information through your INVASIVESNET Workspace. Since the email account is a mandatory field, you can also choose whether or not to let your email address appear on the Association website, by revising visibility options in the section “Review and update your personal information” in your INVASIVESNET Workspace.

We may share your personal information with your consent or as necessary with selected third party service providers that support us in the performance of our activities. We may also need to share your personal information with a regulator or otherwise to comply with the law.

We require all our third party service providers to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes in accordance with our instructions. If we transfer your personal data outside the EEA, we will take all steps reasonably necessary in order to ensure that your personal information receives an adequate level of protection and is treated in a way consistent with EU laws on data protection.


4.0 Information We Collect and How We Collect It


INVASIVESNET collects information from users of the Website and Workspaces in four ways: information you directly give us; information given to us by a third parties; information we collect from your use of the INVASIVESNET Websites; and information we collect from cookies, also known as tracking technologies.

Browsing and viewing publicly accessible areas of the website does not require you to submit personal information to us. However, in order to have access to a user account or to access certain features, services, and parts of the website, you may be required to submit certain personal information that relates to and identifies you (e.g. your name, postal address, email/social media address, telephone number, job title, qualifications, areas of scientific expertise, and any personal data contained in log-in/user account details and contained in any submissions/postings you make to the website and in any further correspondence with us). We may collect aggregated website analytics/usage information and provide that information to third parties, but this will not include your personal data.

INVASIVESNET collects information about your use of the Websites and Workspace. We do this for a variety of reasons, including to monitor when and by whom Workspace information has been changed, to help identify and block some spammers, and to provide troubleshooting and support services. This information may include details about your use of the site such as the date and time of edits that you have made to your Workspace or when you added and removed an organisation to/from your Organisations list. If you contact us for help, we may collect information to assist us in providing support such as the type and version of the Internet browser you are using, the page from which you requested help, the type of device being used (e.g. computer, smart phone, tablet), or the screen resolution. We may combine this automatically collected log information to other information we collect about you.


4.4 Information from Cookies and other Tracking Technologies


We and our analytics and customer support service providers use cookies or similar technologies to analyze trends, administer the Websites, track users’ movements around the Websites and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis. The use of cookies by our service providers is not covered by our Privacy Policy, and we do not have access to or control over these cookies.

We also use cookies to remember users’ settings such as language preference or interface display preferences. Users can control the use of cookies at the individual browser level. If you reject cookies, you may still use our Websites, but your ability to use some features or areas of our site may be limited.

We partner with third party(ies) to provide better functionality to the INVASIVESNET website. While INVASIVESNET does not gather information about your activities, our third party(ies) may do so. Our third party(ies) may use technologies such as cookies to gather information about your activities on this website and other sites and may provide you advertising based upon your browsing activities and interest. We do not serve ads on our website, but rather the third party(ies) may use interest-based ads on other websites you browse.


5.0 How We Use Information We Collect


We use the information we collect in ways that are compatible with the purposes for which it was intended to be used. For example,

  • We use the information we collect to operate, protect, evaluate and improve the INVASIVESNET Websites and Workspaces, its features, and INVASIVESNET operations generally.
  • We also use the information we collect about when and by whom information was deposited in your INVASIVESNET Workspace to help verify questions you have about your Workspace or resolve any disputes about the accuracy of information in a Workspace.

We also use this information to send messages to you to the email address you provide us. We will also send you an email with a newsletter frequency you request in Account Settings. Reasons we may contact you include:

  • We will use personal information to contact you with service messages related to or affecting your INVASIVESNET Account, including, without limitation: changes to our Privacy Policy or functionality that affects how a user manages privacy; changes to Terms and Conditions; changes to registration procedures or fields included; changes in the type of information collected; and registration fees.
  • We may also contact you about your use of the INVASIVESNET Website and Workspace.
  • We may contact you to send you newsletters, and information about INVASIVESNET: we wish to continue informing you of our latest news and we will do our best to make sure that our contact with you is relevant. Provided that you have given us your prior permission (regularly via subscribing to thematic mailing lists available in your online member workspace), we would like to let you know by mail or email about our services.
  • If you have an online subscriber user account with us, then please use it to update your contact details. Otherwise, please let us know of any changes to your contact details by emailing office@invasivesnet.org.
  • Should you wish to withdraw your consent to receive marketing communications, you may do so at any time by contacting us at office@invasivesnet.org, or by clicking on the ‘unsubscribe link’ in any emails that you receive from us. We maintain a suppression list in accordance with applicable laws in order to ensure that unsubscribed contacts are not sent further marketing communications.

All information that you provide to us is stored on secure servers. We have put in place appropriate measures to protect the security of your information. The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of the information transmitted to our site and you acknowledge that any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access or inadvertent disclosure. You are responsible for keeping confidential any passwords that you have to access our services. Please do not share your password(s) with anyone else. If you lose control of your password you may lose control over your personal information. If your password has been compromised for any reason please let us know immediately by contacting us at: office@invasivesnet.org.

Government Data Requests

If we are required by law, or we are served with a warrant, court order, or subpoena, we may provide your information, including your Open data to regulators, enforcement agents, courts and/or other government entities. To protect the privacy interests of our users, INVASIVESNET will provide only such data as we deem necessary in the situation and which can be defined as lawful processing under Article 6, Lawfulness of processing, of the General Data Protection Regulation (if applicable). To the extent allowed, we will promptly provide information about any government data requests received and accounts affected to the relevant Record Holders.


Other

  • Aggregated Data: We may share aggregated, or summarized, usage data with our Members or others in the research community or publish information based on aggregated usage data so Members and others can understand how the INVASIVESNET Platform is being used. We will only do so in a way that your personal identity is protected.
  • Legal Reasons: We may provide your information if we need to defend against legal claims or in bankruptcy proceedings. We will only do so in a lawful manner. We may also use and share your information, including Only Me Data. To the extent possible in the relevant situation, we will promptly provide information about any such disclosures to the relevant Workspace Holders.
  • Corporate Reorganisation: If INVASIVESNET is involved in a merger other corporate restructuring, we will give Workspace Holders notice (by posting on the INVASIVESNET Website), and the option to opt-out of the transfer, before Only Me Data is transferred or becomes subject to a different privacy policy.

6.0 Reviewing and Controlling your Data


Subject to certain conditions, you have the right under data protection laws to access personal data held about you, to object to its processing and/or to request its rectification, deletion or transfer to another data controller.

  • You may review, delete, and edit information in your INVASIVESNET Workspace. Please note that changes will be applied prospectively. For example, if you change/delete some of your open data/information, there is no way to stop people who have previously viewed or downloaded the data from using it.
  • If you think that any information in your Workspace is wrong, we strive to give you ways to update it quickly or delete it.
  • You may update your password, email, and notifications preferences at any time using the forms in your INVASIVESNET Workspace.

We will retain your information for as long as your Account is active, or as needed to provide you services, including reactivation. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.


7.0 Information Security


All information that you provide to us is stored on secure servers. We have put in place appropriate measures to protect the security of your information.

We periodically review our information collection, storage and processing practices, including physical security measures.

Nonetheless, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of the information transmitted to our site and you acknowledge that any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access or inadvertent disclosure.

Your Responsibilities in Securing Your Data

Your access to some of our services and content may be password protected. You share the responsibility of maintaining the security of your information. You will be solely responsible for any action, activities, and access to our Website and Workspace that were taken through your username and password, and that occurred before you notified us of their loss. Please follow best practices to help keep your information secure, such as:

  • Keep your username(s) and password(s) strictly confidential and do not disclose them to anyone
  • Use unique passwords for each website that you use, including INVASIVESNET
  • Sign out of your Account at the end of each session and close your browser window when you have finished your work, especially if you share a computer with someone else or are using a computer in a public place
  • Do not share your password(s) with anyone else. If you lose control of your password you may lose control over your personal information. If your password has been compromised for any reason please let us know immediately by contacting us at: office@invasivesnet.org.

8.0 International Data Transfer


Note that we may store and process personal information on servers located outside of the country where you originally deposited the data. The data protection laws of the country or countries where this personal information will be stored or processed might not be as comprehensive as those in your country. Regardless of where we store and process data, we take steps to protect your information, consistent with the principles set forth in this Privacy Policy. In addition, we have reviewed our privacy practices and procedures to be in line with the European General Data Protection Regulation (GDPR). If there is any conflict between the terms in this privacy policy and your rights under the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, please visit https://www.privacyshield.gov/ . You can view more details at GDPR, and your rights as a user.

As a nonprofit organisation, we are not subject to the jurisdiction of the United States Federal Trade Commission nor the United States Department of Transportation, which oversee the implementation of the Privacy Shield program. Consequently, INVASIVESNET cannot self-certify compliance. Instead, we participate in an independent customer data assessment against the EU-US Privacy Shield Framework.


9.0 Children's Privacy


INVASIVESNET provides general audience Websites and does not offer services directed to children. Should a child whom we know to be under 13 send personal information to us, we will delete that information immediately. Parents may also contact us through our office to request removal of any personal information about a minor.


10.0 Community


Our Website offer accessible blogs or community forums. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. To request removal of your personal information from our blog or community forum, contact us at: office@invasivesnet.org. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. Alternatively, if you used a third-party application to post such information, you can remove it, by either logging into the said application and removing the information or by contacting the appropriate third party application.


11.0 Changes to this Policy


We may change our Privacy Policy from time to time. We will post any changes to this Privacy Policy on this page. Your continued use of the Website and/or Workspace will be deemed conclusive acceptance of modifications. Please check this Privacy Policy from time to time for changes. We will not reduce your rights under this Privacy Policy with respect to data previously deposited without your consent. If in our discretion we think that any changes are significant, we will take additional steps to inform you (for example, by posting a notice of changes on our Websites and/or Workspace homepage and/or by sending you an email to inform of such changes) prior to the change becoming effective and obtain your consent through an opt-in mechanism (for example, by having you agree to the changes the next time you log onto the Websites or clicking an “I consent” button in an email). This privacy policy was last updated in June 2019.


12.0 How to contact us


The International Association for Open Knowledge on Invasive Alien Species (association registration number 221.451) is the data controller in respect of your personal data. Our registered office is at PL 3, 00981 Helsinki, Finland.

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact our Office at: office@invasivesnet.org .

© 2018 International Association for Open Knowledge on Invasive Alien Species | Registered Association 221.451
Registered Office: PL 3, 00981 Helsinki, Finland