Arctic Circle is a non profit organization involved in promoting dialogue on the Arctic with events and online publications. This Privacy Policy will explain how Arctic Circle uses the personal data collected from you when you use the Arctic Circle website or register for Arctic Circle events. By using this website, downloading the Arctic Circle app, participating in third party social networks (e.g. twitter, facebook etc.) or by willingly providing us with your personal data when registering for events or proposing a question online you accept the collection and processing of your personal data as described in this privacy policy. Arctic Circle values your privacy and is committed to using your data only for necessary purposes stated in this privacy policy.

Topics:

• What data does the Arctic Circle collect?
• How does the Arctic Circle collect your data?
• Data collection and how is it used: overview
• How does the Arctic Circle store your data?
• How long will your data be stored?
• Marketing
• What are your data protection rights?
• What are cookies?
• How does the Arctic Circle use cookies and what types of cookies does it use?
• How to manage your cookies
• Privacy policies of other websites
• Changes to this privacy policy
• How to contact the Arctic Circle
• How to contact the appropriate authorities

Arctic Circle collects the following data:

• Personal identification information (Name, email address, phone number, etc.)
• Photo and a short biography when listed with a speaking role at Arctic Circle Assemblies, Forums and VIRTUAL events.
• Photography and filming during in-person events.
• Cookies are used on the Arctic Circle website for analytical purposes.

Arctic Circle does not collect or store any sensitive personal information. Registration fees and other payments are always processed through the appropriate certified channels.

When Arctic Circle processes your registration payment, it may send your data to, and also use the resulting information from, credit reference agencies to prevent fraudulent purchases.

You directly provide the Arctic Circle with most of the data we collect. For example we collect data and process data when you:

• Register online for Arctic Circle Assemblies, Forums or Virtual events.
• Voluntarily submit a question for Arctic Circle VIRTUAL.
• Voluntarily submit a Session Proposal for Arctic Circle Assemblies and Forums.
• Accept to be a speaker at Arctic Circle Assemblies, Forums or Virtual events and voluntarily submit your photo and bio to the secretariat or agree to the use of an existing photo.
• Voluntarily send an email to the Secretariat staff members.
• Voluntarily subscribe to the Arctic Circle mailing list.
• Use or view our website via your browser's cookies.
• Use Arctic Circle’s social media pages.

Please note that the Arctic Circle uses the services of the following reputable organizations when collecting your data. Arctic Circle recommends you read their Privacy Policies as well: Zoom.us, Monday.com, Oxford Abstracts.com, Mailchimp.com and Iceland Travel.

Professional Arctic Circle Photographers take photos during in-person Arctic Circle events and Professional film makers record parts of in-person events. See a special section on photographs below.

Below you can find an overview of what data is collected under each category, how the Arctic Circle uses the data and how it is stored:

Registration online for Arctic Circle Assemblies, Forums:

• Data collected: Name, job title, institutional affiliation, country of residence, nationality, email address, phone number, travel information (if applicable), dietary restrictions (if applicable).
• Data usage: For processing your registration, issue of visa support letter (if applicable), subscription to email list (optional), invitations to external events (optional)

Registration online for Arctic Circle VIRTUAL and online Sessions:

• Data collected: Name, country of residence, email address.
• Data usage: For processing your registration, provide you with a link to the event. Please note that the participants list may be shared with moderators outside the Arctic Circle organization, for the purpose of tailoring the discussions to the audience's perceived interests. Contact information is always excluded from such lists.

Submission of a question for Arctic Circle VIRTUAL or online Sessions:

• Data collected: Name, job title, institutional affiliation, nationality, email address.
• Data usage: For processing and publishing your question during the online event. Questions are published with information on the name, job title, institutional affiliation and nationality of the submitter. Video recordings of the events are made available online after the event has passed. Email address is only used if the Arctic Circle needs to be in contact with the submitter.

Submission of a Session Proposal for Arctic Circle Assemblies and Forums:

• Data collected: Name, job title, institutional affiliation, email address, phone number.
• Data usage: For processing your Session submission, announcing the results of the selection process and for communication during the planning and execution of your Session (if applicable).

Speaker information for Arctic Circle Assemblies, Forums, VIRTUAL events or online Sessions:

• Data collected: Name, job title, institutional affiliation, email address, a short bio, photo.
• Data usage: For publishing the provided information (except email) in the Assembly and Forum program booklets, in the Arctic Circle app and in the speakers section of the Arctic Circle website, for the purpose of providing participants with better information on Sessions taking place at the event. Information on speakers from past Assemblies, Forums and online events are kept published on the Arctic Circle website. Contact information is never published but may be used in case the Secretariat needs to contact the speakers directly.

Send an email to the Secretariat staff members:

• Data collected: Email address, name and other information included in the email.
• Data usage: To provide better customer support.

Registration for Arctic Circle mailing list:

• Data collected: Email address, name, job title, institutional affiliation, nationality, prefix.
• Data usage: For periodically sending announcements and information on Arctic Circle events or publications.
• Data storage: Data is stored in a Mailchimp.com database until subscription is cancelled.

Photography and filming during in-person events:

• See special section on cookies below.

Website Cookies

• See special section on cookies below.

Visit Arctic Circle’s Social Media pages:

By using social media platforms you agree to their privacy policies. Arctic Circle receives analytical information from the following social media platforms (links to their privacy policies provided):

• Facebook: https://www.facebook.com/privacy/explanation
• Twitter: https://twitter.com/en/privacy
• Youtube: https://policies.google.com/privacy?hl=en#infosharing
• Instagram: https://help.instagram.com/519522125107875
• LinkedIn: https://www.linkedin.com/legal/privacy-policy
• Flickr: https://www.flickr.com/help/privacy

Your personal data is stored for the time necessary to; fulfil the terms set in this privacy policy; to provide you with the services of the Arctic Circle; to fulfil our legal obligations or in accordance with special agreements between you and the Arctic Circle. Some special legal rules, including in the Accounting and Limitation Act, for example, may give us a duty or right to keep your personal data for a longer period of time.

Arctic Circle values your privacy and is committed to protecting the security of your data. Your data will not be used for any purpose other than described in this privacy policy unless you directly give consent for other types of use.

All Arctic Circle employees that have access to personal information abide by set standards to protect the confidentiality of all personal data you share with the Arctic Circle.

However, as the online environment is not a fully secure environment, Arctic Circle cannot ensure nor guarantee that our security measures cannot be breached in an illegal manner.

Arctic Circle stores your data at the Secretariat offices based in Reykjavík, Iceland. The hosting of our website is also based in Iceland. Please note that some of our data providers (described above) are based globally.

Arctic Circle has high standards of security, also when it comes to the protection of your personal data. Therefore, we have several internal procedures and policies that ensure that we comply with applicable safety standards and thus meet the requirements for the implementation of appropriate technical and organizational safety measures. Thus, we do our best to ensure the quality and integrity of your personal information.

Arctic Circle would like to send you information about Arctic Circle events and publications that we think you might like via our mailing list. The mailing list is the only direct marketing device used by the Arctic Circle.

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

If you no longer wish to be contacted for marketing purposes, please unsubscribe through the last marketing email you received.

Arctic Circle 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 Arctic Circle for copies of your personal data. We may charge you a small fee for this service.

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

The right to erasure - You have the right to request that Arctic Circle erase your personal data, under certain conditions.

The right to restrict processing - You have the right to request that Arctic Circle restrict the processing of your personal data, under certain conditions.

The right to object to processing - You have the right to object to Arctic Circle's processing of your personal data, under certain conditions.

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

Please note that the request to restrict or object to the processing of your data may result in reduced quality of our services.

If you make a request, Arctic Circle has one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: secretariat@arcticcircle.org

Call us at: +354 867 2859

Or write to us: Arctic Circle Secretariat, Menntavegur 1, 102 Reykjavik, Iceland.

Arctic Circle events are considered to be public events. Photography and filming by third parties is allowed.

An official Arctic Circle photographer is responsible for taking photos during in-person events. Photos are published on the Arctic Circle website and social media channels. Photos are made available for publication by media covering Arctic Circle events as well as other partners referencing Arctic Circle in their publications. All photos used need to be credited to the Arctic Circle.

All Plenary Sessions and occasional Sessions are filmed by Arctic Circle. Recordings are made available via the Arctic Circle Youtube channel and the Arctic Circle Podcast. Recordings for promotional purposes are made in public areas during the events.

What are cookies?

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit the Arctic Circle website, it may collect information from you automatically through cookies or similar technology.

For further information, visit www.allaboutcookies.org.

How does the Arctic Circle use cookies and what types of cookies does it use?

Arctic Circle uses Google Analytics to track traffic on www.arcticcircle.org. In order to do so Google Analytics uses analytic cookies. Arctic Circle receives reports on website traffic from Google Analytics. Such reports do not include your IP address. The Arctic Circle does not use Google Analytics for advertising purposes.

How to manage cookies

You can set your browser not to accept cookies. To opt out of Google Analytics please visit this website: https://tools.google.com/dlpage/gaoptout/?hl=en-GB

The Arctic Circle website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy. Links to relevant websites are provided in appropriate places in this privacy policy.

Changes to our privacy policy

Arctic Circle keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 8 June 2022.

Updates 8 June 2022: Policy updated to include photographs and filming during in-person events.

How to contact the Arctic Circle

If you have any questions about Arctic Circle'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 at: secretariat@arcticcircle.org

Call us: +354 8672859

Or write to us at: Arctic Circle Secretariat, Menntavegur 1, 102 Reykjavik, Iceland.

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Arctic Circle has not addressed your concern in a satisfactory manner, you may contact the Privacy Policy Coordinator:

Email: asta@arcticcircle.org

Address: Arctic Circle Secretariat, ℅ Astridur Jonsdottir, Menntavegur 1, 102 Reykjavik, Iceland.