How do we collect information from you?

Members inform us of their relevant personal information when signing up for a membership account or whenever they change the personal information on their membership account. The contact information is maintained by the UArctic International Secretariat, based at the University of Lapland, and GRID Arendal.

Subscribers to our email newsletter agree to receive regular updates by email. Subscribers can manage their subscription settings or unsubscribe at any time using the links in the newsletter message.

Donor information is collected via online donation forms and Deeds of Gift, and maintained by the UArctic and GRID Arendal fundraising team. 

What type of information is collected from you?

We collects and maintain names, email addresses, phone numbers, institutional affiliations and titles for relevant contact persons at its member institutions. These institutional contacts include, but are not limited to:

• Assembly member representatives and heads of institution
• International Studies contacts and north2north coordinators
• Leaders and members of UArctic Thematic Networks

We maintain email addresses and names (if provided) for subscribers to the newsletter.

We maintain donor information including contact details, consent and communication preferences, and data on past donations. UArctic and GRID Arendal does not store donors' credit card information. 

How is your information used?

We use the contact information for communicating about relevant activities. By providing names and email addresses to us when creating a membership acount, our members accept these terms.

We may use your information to:

• Communicate about news, information and events relevant to members and email newsletter subscribers.
• Update and maintain relevant institutional member information.
• Conduct the business of the Assembly of UArctic and GRID Arendal.
• Send you communications which you have requested and that may be of interest to you.
• Donor information may be used for sharing updates, informing about new campaigns, and maintaining donor relationships. 

Who has access to your information?

As UArctic's and GRID Arendals administrative functions are shared between several member institutions, it is necessary for relevant UArctic staff at these institutions to have access to our contact data. However, this information is only used for UArctic- and GRID Arendal-related purposes (defined above) and not shared beyond those who have administrative roles in UArctic and/or GRID Arendal.

We may share your personal information to third parties where required by law, where necessary to administer the relationship with you, or where we have another legitimate interest in doing so. Third parties may include service providers, consultants and other professional advisers, fundraising volunteers, and other individuals and entities working closely with us. They are required to take appropriate security measures to protect your personal information in line with our policies, and only use the data for specified UArctic and/or GRID Arendal purposes. 

Third party service providers working on our behalf as trusted data processors:

• Frameworks AS (web hosting and web development)
• MailChimp (newsletter management)
• ActiveCampaign (Customer Relations Management, contact management)
• Monday.com (data management, donor management)
• Paytrail (online payments)
• Plausible (online analytics)

How you can access, update or remove your information

You can request to see your personal information that we maintain, or have it updated or removed at any time by contacting us trough the websites contact form.

Security precautions in place to protect the loss, misuse or alteration of your information
Personal data maintained by UArctic and GRID Arendal (beyond what is shared publicly on the UArctic website) is accessible only to designated staff at member institutions who have relevant administrative roles in the organization. The data is accessible only with individual password-protected accounts.

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Review of this policy

We keep our privacy policy under regular review. This policy was last updated in May 2024. By continuing to use the website and information services, you agree to the terms under this policy.