Last Updated: 2026-01-29
1. Introduction
Protecting your privacy is important to the Earth System Governance Project. The Earth System Governance Project’s International Office (or “we,” “our,” or “us”) is responsible for managing our website (https://www.earthsystemgovernance.org/), newsletters, and related services.
If you have any questions about how we use your personal information, please email us at ipo@earthsystemgovernance.org.
This privacy policy explains how we collect, use, and protect personal information in accordance with the General Data Protection Regulation (GDPR, EU Regulation 2016/679). By using our website, submitting forms, or subscribing to our newsletter, you consent to the practices described below.
2. Information we collect
We may collect personal information when you interact with us in various ways, including:
- Participating in any of our sub-groups
- Subscribing to newsletters or other email lists
- Contacting us via email, phone, social media, or our website
- Signing up for or attending events or conferences
- Leaving your contact details with us during meetings or events
- Providing information through forms or surveys
We may also collect usage information automatically, such as IP addresses, browser type, pages visited, and time spent on the website.
Cookies and tracking
We use cookies and similar technologies to enhance website functionality and user experience. For newsletters sent via Ungapped, we may track email opens and link clicks to improve communications. Cookies do not contain personally identifiable information unless voluntarily provided.
3. How we use your information
We process your personal data under the following legal bases:
- Consent: When you subscribe to newsletters, submit forms, or voluntarily provide information.
- Legitimate interest: To operate, maintain, and improve our website, services, and communications.
- Legal obligation: To comply with applicable laws.
We use your information to:
- Provide and improve our website and services
- Send newsletters, updates, and research opportunities (via Ungapped)
- Operate our email communications hosted with Broadview
- Process form submissions via Gravity Forms
- Analyze website usage and improve content
- Analyze the composition of our network, including demographic, academic, and geographic information provided by members via membership forms, to support engagement and network activities
We do not sell or rent personal information to third parties.
4. Third-party services
We use the following service providers:
- Broadview AB – hosting for our website and email services. They process website and email data on our behalf to ensure functionality and security.
- Gravity Forms (WordPress plugin) – used to collect information via forms submitted on our website. All data submitted through Gravity Forms is stored securely on our servers hosted by Broadview and processed by the Earth System Governance Project’s International Office.
- Ungapped – newsletter delivery and subscription management. Your email address and subscription preferences are processed by Ungapped to send you communications you signed up for.
These providers are only permitted to use your data to perform the services we request and must comply with GDPR and other applicable data protection laws.
5. Hosting and institutional oversight
The Earth System Governance Project’s International Office is hosted at Uppsala University and complies with the university’s data protection and privacy standards. For more information, please refer to Uppsala University’s privacy policy (https://www.uu.se/en/about-uu/data-protection-policy).
6. Information shared within network sub-groups and conference organizers
Some network sub-groups, including task forces, working groups, the South-South Initiative, and organizers of the annual conference, may collect or store information provided by members or participants. These sub-groups operate independently, and the Earth System Governance Project’s International Office does not control how they process or retain this information. We encourage users to consult the relevant group or conference organizers for details on their data handling practices.
7. Sharing information
We may share information:
- With our service providers (Broadview, Gravity Forms, Ungapped) as described above
- When required by law or legal processes
All shared information is handled according to GDPR requirements and other applicable regulations.
8. Data retention
We retain personal information only as long as necessary for the purposes outlined above or as required by law. Usage and technical data may be retained in anonymized or aggregated form for statistical purposes.
9. Your rights under GDPR
Under GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction or deletion of your data
- Withdraw consent to processing at any time (where applicable)
- Object to processing based on legitimate interests
- Request restriction of processing
- Request data portability
To exercise these rights, contact us at ipo@earthsystemgovernance.org. You may also unsubscribe from newsletters via links provided in each email from Ungapped.
10. Security
We implement reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. While we strive to protect your information, no method of transmission or storage is completely secure.
11. Third-party links
Our website may contain links to third-party websites. This privacy policy applies only to the Earth System Governance Project’s website. We are not responsible for the privacy practices of external sites, and we encourage you to review the privacy policies of any third-party websites you visit.
12. Changes to this privacy policy
We may update this privacy policy from time to time. The “Last Updated” date at the top indicates the most recent version. Please check this page periodically for updates.
13. Contact us
For questions or concerns regarding this privacy policy, GDPR rights, or our data practices, please contact:
The Earth System Governance Project’s International Office
Department of Earth Sciences
Uppsala University
Villavägen 16, SE-752 36 Uppsala
Sweden
ipo@earthsystemgovernance.org