Privacy Policy

This Privacy Policy outlines how the European Polar Board ("we," "us," or "our") collects, uses, discloses, and protects the personal information obtained through our website.

We are committed to ensuring the privacy and security of your personal information in accordance with the General Data Protection Regulation (GDPR) and the Swedish Data Protection Act (Dataskyddslagen).

1. Information We Collect We collect the following categories of personal information when you interact with our website:

1.1. Personal Identifiable Information (PII):- Full Name- Email Address- Phone Number- Address.

2. Purpose of Data Collection We collect and use the personal information mentioned above for the following purposes:

2.1. Communication: We use your email address, phone number, and social media information to communicate with you regarding enquiries, requests, or updates related to our services.

2.2. Service Improvement: We may analyse the information you provide to improve our website's functionality, content, and user experience.

3. Legal Basis for Processing We rely on the following legal bases for processing your personal information:

3.1. Legitimate Interests: We process your personal information based on legitimate interests. These interests are: the analysis of user behaviour on the site, such as page views and engagement (only if consent to analytics cookies was given), as well as responding to your enquiries or requests via our contact form.

3.2. Consent: We may seek your consent for specific processing activities when required by applicable data protection laws. You have the right to withdraw your consent at any time.

4. Data Retention We retain your personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

5. Data Disclosure We do not sell, trade, or otherwise transfer your personal information to external parties unless:

5.1. Required by Law: We may disclose personal information if required to comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

5.2. Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of the transaction. We will take appropriate steps to ensure the confidentiality of your personal information during the transfer process.

6. Data Security We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. However, please note that no method of transmission over the internet or electronic storage is 100% secure.

7. Your Rights Under the GDPR, you have the following rights regarding your personal information:

7.1. Right to Access: You have the right to request access to the personal information we hold about you.

7.2. Right to Rectification: If you believe the personal information we hold about you is inaccurate or incomplete, you have the right to request its correction.

7.3. Right to Erasure: You have the right to request the erasure of your personal information under certain circumstances, such as when it is no longer necessary for the purposes for which it was collected.

7.4. Right to Restriction of Processing: You have the right to request the restriction of processing your personal information under certain circumstances, such as when its accuracy is contested or the processing is unlawful.

7.5. Right to Data Portability: You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format, and to transmit it to another data controller.

7.6. Right to Object: You have the right to object to the processing of your personal information under certain circumstances, such as direct marketing or when the processing is based on legitimate interests.

7.7. Right to Withdraw Consent: If we rely on your consent for the processing of your personal information, you have the right to withdraw your consent at any time. This withdrawal will not affect the lawfulness of processing based on consent before its withdrawal.

7.8. Right to Lodge a Complaint: If you believe that we have violated your data protection rights, you have the right to lodge a complaint with the relevant supervisory authority.

8. Children's Privacy Our website is not intended for individuals under the age of 13. We do not knowingly collect data from children under 13 in Sweden, or the relevant age threshold applicable in your country. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us so that we can take appropriate steps to remove such information from our records.

9. Third-Party Links Our website may contain links to third-party websites or services that are not owned or controlled by us. We are not responsible for the privacy practices of these third-party websites or services. We recommend reviewing their privacy policies before providing any personal information.

10. Updates to this Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any material changes by posting the updated Privacy Policy on our website or by other means of communication. We encourage you to review this Privacy Policy periodically for the latest information on our privacy practices.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal information, please contact us at secretariat[at]europeanpolarboard[dot]org.

If you have any concerns about our use of your personal information, you can contact us using the details provided above.

You also have the right to lodge a complaint with the Swedish supervisory authority, Integritetsskyddsmyndigheten (IMY), if you are unhappy with how we have handled your data.

IMY’s contact details:

Integritetsskyddsmyndigheten (IMY)

Box 8114

104 20 Stockholm

Sweden

Telephone: 08–657 61 00

Email: imy@imy.se

Website: https://www.imy.se

Cookie Policy

This Cookie Policy outlines how the European Polar Board ("we," "us," or "our") uses cookies on our website. This policy explains what cookies are, how we use them, and your choices regarding their usage. When using our website, you are free to opt-in or opt-out of consent to cookies via the cookie banner. You can revisit these preferences at any time by clicking the “Show Cookie Preferences” link in the website footer.

By using our website, you consent to the use of cookies as described in this policy.

1. What Are Cookies? Cookies are small text files that are stored on your device (computer, tablet, or mobile device) when you visit a website. They enable the website to remember your actions and preferences over a period of time, so you don't have to re-enter them each time you visit or navigate between pages.

2. Types of Cookies We Use: We use Google Analytics cookies on our website. These cookies help us analyse how visitors interact with our website by collecting and reporting information anonymously. They provide us with insights into website traffic, user behaviour, and website performance. If you consent to analytics cookies, information about your use of our site may be transmitted to and processed by Google in the United States or other countries outside the EU/EEA. Google participates in the EU–US Data Privacy Framework, which provides safeguards for such transfers.

3. Cookie Usage. The cookies used on our website are as follows:

3.1. Google Analytics Cookies:

_ga: This is the primary cookie used by Google Analytics 4 to distinguish one user from another. It works by assigning each user a unique, randomly generated identifier. This allows us to understand how many unique individuals visit our website over a period of time.

_ga*_ This cookie is used to maintain session state. It helps Google Analytics 4 to understand the journey of a user on our website during a single session, including the pages they visit and the duration of their visit.

_gid: This cookie is also used to distinguish users, but on a shorter-term basis. It registers a unique ID that is used to generate statistical data on how the visitor uses the website.

4. Cookie Duration:

The cookies set by Google Analytics 4 have the following default durations:

_ga and ga These are persistent cookies and will remain on your device for up to two years from your last visit. This allows us to recognise returning visitors and analyse long-term user trends.

_gid: This is a session cookie and typically expires after 24 hours.

5. Cookie Management and Opt-Out. You can manage or disable cookies through your browser settings. Please note that blocking or disabling certain cookies may affect the functionality of our website. To opt-out of Google Analytics cookies across all websites, you can install the Google Analytics Opt-Out Browser Add-on. This add-on instructs Google Analytics JavaScript not to send any information about website visits to Google Analytics.

6. Updates to this Cookie Policy. We may update this Cookie Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any material changes by posting the updated Cookie Policy on our website or by other means of communication. We encourage you to review this Cookie Policy periodically for the latest information on our use of cookies.

7. Contact Us. If you have any questions, concerns, or requests regarding this Cookie Policy or the use of cookies on our website, please contact us at secretariat[at]europeanpolarboard[dot]org.

Thank you for reviewing our Cookie Policy.