Privacy and Terms of Service

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Schmidt Ocean Institute Privacy Notice

Last Updated: March 1, 2025

The Schmidt Ocean Institute works to advance the frontiers of global marine research by providing state of the art operational, technological, and informational support to the pioneering ocean science and technology development projects at sea. This Privacy Notice explains the personal information we collect, use, and share to operate the Schmidt Ocean Institute .

INFORMATION WE COLLECT

If you are a chief scientist, cruise participant, contractor, or other special personnel, or passenger we collect

  • Basic biographical details (e.g., name, gender, date of birth) and contact information
  • Location information
  • Passport, visa, and travel information
  • Travel information, such as reservations, travel documents (e.g., passport and visas), and country of nationality and residence
  • Health and insurance information
  • Photographs and other recordings
  • Surveys and feedback
  • Any other information you provide

If you receive a grant, we collect

  • Basic name and contact information
  • Financial and tax information, e.g. for dispersing grants or other payments

If you contact us, we collect:

  • Name and contact information
  • General location information
  • Any information you share

If you attend an event, we may collect

  • Basic biographical details (e.g., name, gender, date of birth) and contact information
  • Professional information and affiliations
  • Personal preferences, such as dietary preferences and accommodations
  • Travel information, such as travel preferences and reservations, passport and visa information, and country of nationality and residence
  • Event logistics, such as which activities you are attending
  • Surveys and feedback
  • Financial information, e.g., for reimbursements
  • Photographs of you

When you browse our site, we collect:

  • Technical Information, such as your browser, operating system, language preference, and IP address
  • Cookies, pixels and similar technologies that are used to track online activity
  • Usage information, such as which pages you viewed and the websites or search terms that referred you to the site

HOW AND WHY WE USE INFORMATION

  • Manage Operations: We use the information we collect to manage our operations, including coordinating and facilitating research, grant-making, operating vessels in support of the Institute’s mission, and other internal functions.
  • Host events: We use information we collect to plan and host events, which may include planning travel or processing reimbursements.
  • Research and Analytics: We use information we collect to measure the impact of our work to evaluate and inform program strategies.
  • Website: We use technical information, cookies, and usage patterns to operate and improve our website. For example, we perform data traffic analysis to evaluate the usage, performance, and safety of the website. 
  • Communicate With You: You can sign up for a mailing list to receive electronic communications about events and opportunities. You can always unsubscribe. If you are involved in a program, we will also send you communications about that or similar programs, such as information about activities or deadline reminders.

LEGAL BASES OF PROCESSING

We rely on contractual necessity and legitimate interest to process your personal data. Legitimate interest refers to something that is desirable to us or someone else (including you), is reasonably expected given the nature of our services, and doesn’t create any undue risk to you.

We may also process information to comply with applicable laws and regulatory requirements, or as requested by government or regulatory authorities. We may use information to defend or establish legal claims; protect the safety, property, or rights of SOI or others, including you; or in connection with corporate restructuring, such as a merger, sale, or other transfer of assets.

HOW WE SHARE INFORMATION

  • Program Partners: We may share certain information with our program partners, such as for events.
  • Affiliated Entities: We may share personal information with our affiliated entities, including but not limited to Hillspire LLC.
  • Service Providers: We share your information with third-party service providers to process it for us and help us provide our services. We use service providers for things like web hosting services or managing communications.
  • Legal Purposes: We may also share your information if it’s required by law or legal process. For example, we may share your information in response to government requests, or to establish or defend legal claims. We also may share information in connection with a merger, an acquisition, or a transfer of our assets or the assets associated with one of our programs.
  • Data Transfers: Some of the recipients described in this section may be in different countries with different privacy laws. For our users located in the European Economic Area, UK, Switzerland, or Brazil, if we transfer your information to a country that has not been recognized as providing an adequate level of data protection, we rely on safeguards such as agreements with terms approved by the European Commission or ensuring that the recipients are certified under the EU-US Data Privacy Framework. If you are a user in the European Economic Area (EEA), UK, Switzerland, or Brazil, and we transfer your information to a country that does not provide an adequate level of data protection, we rely on safeguards to protect your information. Such safeguards include agreements with terms approved by the European Commission or ensuring that recipients are certified under the EU-US Data Privacy Framework.

YOUR RIGHTS

Users located in the EEA, the UK, Switzerland, and certain U.S. states have the right to access, delete or correct personal information we hold.

You may also have the right to object to certain processing, such as processing based on legitimate interests. In certain cases, you also may request that we provide you with a copy of your personal information in a portable format. To exercise any of these rights, please contact us as described in the “Contact Us” section below.

CONTACT US

The Schmidt Ocean Institute is responsible for the processing of your personal information as described in this Privacy Notice.

For more information about the processing of your personal information or to exercise your rights, please contact us by email at info@schmidtocean.org.


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