OceanSOS Privacy & Cookie Policy (oceansos.net)
Effective Date: 1 May 2026 | Last Updated: September 2026
1. Introduction & Data Controller
The OceanSOS project ("Creating a Safe Operating Space for the Deep and Open Ocean", Grant Agreement No. 101273576) is a 4-year research initiative funded by the European Union under the Horizon Europe programme.
The Data Controller responsible for the processing of personal data collected via oceansos.net is:
We are committed to protecting the privacy, security, and personal data of our website visitors, event participants, and consortium partners in accordance with the General Data Protection Regulation (EU Regulation 2016/679 - GDPR), the UK GDPR / Data Protection Act 2018, and Article 15 of the OceanSOS Grant Agreement.
2. Personal Data We Collect
When you visit oceansos.net, interact with our contact forms, or subscribe to our updates, we may process the following categories of personal data:
Note: We do not intentionally collect special categories of sensitive personal data (e.g., health, racial/ethnic origin, or political opinions) via the website.
3. Legal Basis and Purposes of Data Processing
We process personal data only where a valid legal basis exists under GDPR Article 6:
Purpose of Processing
Data Collected
Legal Basis (GDPR Art. 6)
Website Operation & Security: Ensuring network security, error diagnosis, and site performance on Tilda.
IP address, log data, system cookies
Legitimate Interest (Art. 6(1)(f)): Necessary to maintain a secure, functional project website.
Enquiries & Support: Responding to contact form queries sent to oceansos@maraconsultants.co.uk.
Name, email address, message text
Consent / Legitimate Interest (Art. 6(1)(a/f)): Responding to your direct enquiry.
Newsletter & Communication: Sending project updates, event announcements, and Inside OceanSOS news.
Name, email address, organisation
Consent (Art. 6(1)(a)): Freely given consent when subscribing via web forms.
Event & Stakeholder Engagement: Managing registrations and logistics for OceanSOS workshops & panels.
Name, email, institution, attendance
Performance of Contract / Public Interest (Art. 6(1)(b/e)): Executing DECP commitments under GA 101273576.
4. Technical Infrastructure & Data Processors
To deliver oceansos.net efficiently and securely, personal data may be processed by trusted third-party service providers acting as Data Processors:
We ensure that all processors are bound by strict contractual obligations to process personal data only in accordance with our instructions and applicable GDPR standards.
5. International Data Transfers
OceanSOS is an international consortium comprising 14 beneficiary institutions across the EU, the UK, South Africa, and Canada.
Where personal data (e.g., event participant lists or contact details) is shared across consortium partners outside the European Economic Area (EEA), transfers are safeguarded using standard contractual clauses (SCCs), adequacy decisions, or statutory grant agreements under Horizon Europe rules.
6. Data Retention Period
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:
7. Your Data Protection Rights
Under EU/UK GDPR, you have the following rights regarding your personal data:
8. Cookie Policy for oceansos.net
1. Introduction & Data Controller
The OceanSOS project ("Creating a Safe Operating Space for the Deep and Open Ocean", Grant Agreement No. 101273576) is a 4-year research initiative funded by the European Union under the Horizon Europe programme.
The Data Controller responsible for the processing of personal data collected via oceansos.net is:
- Organisation: Mara Consultants Ltd (OceanSOS Project Coordinator)
- Address: 31 Malleny Millgate, Balerno, Edinburgh, EH14 7AY, United Kingdom
- Contact Email: oceansos@maraconsultants.co.uk
- Project Website: https://oceansos.net/
We are committed to protecting the privacy, security, and personal data of our website visitors, event participants, and consortium partners in accordance with the General Data Protection Regulation (EU Regulation 2016/679 - GDPR), the UK GDPR / Data Protection Act 2018, and Article 15 of the OceanSOS Grant Agreement.
2. Personal Data We Collect
When you visit oceansos.net, interact with our contact forms, or subscribe to our updates, we may process the following categories of personal data:
- Technical & Browsing Data (Server Logs): IP address, browser type, operating system, referrer URL, pages visited, date/time stamps, and device information.
- Contact & Subscription Data: Name, email address, institutional/organisational affiliation, country, and any message content submitted via our contact forms or newsletter subscription widgets.
- Event & Workshop Registration Data: Name, email address, professional role, institutional affiliation, and access/dietary preferences provided when registering for OceanSOS workshops, webinars, or other events (other types of information may be required for specific events).
Note: We do not intentionally collect special categories of sensitive personal data (e.g., health, racial/ethnic origin, or political opinions) via the website.
3. Legal Basis and Purposes of Data Processing
We process personal data only where a valid legal basis exists under GDPR Article 6:
Purpose of Processing
Data Collected
Legal Basis (GDPR Art. 6)
Website Operation & Security: Ensuring network security, error diagnosis, and site performance on Tilda.
IP address, log data, system cookies
Legitimate Interest (Art. 6(1)(f)): Necessary to maintain a secure, functional project website.
Enquiries & Support: Responding to contact form queries sent to oceansos@maraconsultants.co.uk.
Name, email address, message text
Consent / Legitimate Interest (Art. 6(1)(a/f)): Responding to your direct enquiry.
Newsletter & Communication: Sending project updates, event announcements, and Inside OceanSOS news.
Name, email address, organisation
Consent (Art. 6(1)(a)): Freely given consent when subscribing via web forms.
Event & Stakeholder Engagement: Managing registrations and logistics for OceanSOS workshops & panels.
Name, email, institution, attendance
Performance of Contract / Public Interest (Art. 6(1)(b/e)): Executing DECP commitments under GA 101273576.
4. Technical Infrastructure & Data Processors
To deliver oceansos.net efficiently and securely, personal data may be processed by trusted third-party service providers acting as Data Processors:
- Website Builder & Hosting: Tilda Publishing (help.tilda.cc/gdpr-compliance). Tilda hosts oceansos.net and processes online form submissions securely. Form entries are transmitted over encrypted HTTPS/SSL connections and stored in access-controlled databases.
- Internal Partner Area & Document Storage: European Open Science Cloud (EOSC) EU Node, PANGAEA, and Zenodo (for FAIR research data and document repositories).
- Email Communication: Managed centrally by Mara Consultants Ltd via secured mail servers.
We ensure that all processors are bound by strict contractual obligations to process personal data only in accordance with our instructions and applicable GDPR standards.
5. International Data Transfers
OceanSOS is an international consortium comprising 14 beneficiary institutions across the EU, the UK, South Africa, and Canada.
Where personal data (e.g., event participant lists or contact details) is shared across consortium partners outside the European Economic Area (EEA), transfers are safeguarded using standard contractual clauses (SCCs), adequacy decisions, or statutory grant agreements under Horizon Europe rules.
6. Data Retention Period
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:
- Newsletter & Communication List: Retained until you unsubscribe or request deletion.
- General Inquiries: Retained for up to 24 months following resolution of the query.
- Project Audit Records: In accordance with Article 20 of the Horizon Europe Grant Agreement, administrative, reporting, and event verification records must be securely archived for 5 years following the final grant payment.
7. Your Data Protection Rights
Under EU/UK GDPR, you have the following rights regarding your personal data:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete data.
- Right to Erasure ("Right to be Forgotten"): Request deletion of your data where legal retention grounds no longer apply.
- Right to Restriction & Objection: Object to or request restriction of data processing.
- Right to Withdraw Consent: Unsubscribe from mailing lists at any time by clicking "unsubscribe" or emailing oceansos@maraconsultants.co.uk.
8. Cookie Policy for oceansos.net
oceansos.net uses cookies and similar tracking technologies to ensure site functionality and measure audience traffic.
Types of Cookies We Use:
Managing Cookie Preferences:
When you first visit oceansos.net, a Cookie Banner will ask for your explicit consent to enable non-essential analytics cookies. You can modify or withdraw your cookie consent at any time via the cookie settings link in the footer of oceansos.net.
Types of Cookies We Use:
- Strictly Necessary Cookies: Essential for the core operation of oceansos.net (e.g., security tokens, session management, user navigation on Tilda). These cannot be disabled.
- Functional Cookies: Remember user preferences (e.g., language settings or partner portal login sessions).
- Analytics Cookies (Optional): Help us understand how visitors interact with the site (e.g., unique visitor counts, page views) to meet European Commission reporting KPIs. Analytics data is aggregated and anonymised.
Managing Cookie Preferences:
When you first visit oceansos.net, a Cookie Banner will ask for your explicit consent to enable non-essential analytics cookies. You can modify or withdraw your cookie consent at any time via the cookie settings link in the footer of oceansos.net.