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Common Ground - Science for Humanitarian Emergencies and Resilience Privacy Policy

We are committed to letting you know what data we collect, why we collect it, and what we do with it. If you have any questions about how we use your personal information or comply with data protection legislation, please email info@shear.org.uk .

In order to manage the conference and your participation in our SHEAR event, we must collect some of your personal data (such as your name and email address).

We also retain some data for financial reporting, monitoring and evaluation of conference attendance and collecting feedback.

Since we are working with a number of partners in order to manage this SHEAR event, some of your data (such as your email address) must also be shared with our trusted partners and the providers of various third-party tools we intend to use (such as Zoom in order for you to join the sessions).

We will only share the personal data that is necessary and will take measures to ensure that it is protected and does not remain stored with us or with third parties and trusted partners any longer than necessary. Data will be anonymised where it is unnecessary to retain any personal information alongside it.

The following personal data will be collected and securely stored:

  • Name and email: used for registration, verification and relevant SHEAR communications. 
  • User profile data: this is information such as your name, email, organization and country. This is used to provide you with the correct options during participation and to gather general information regarding conference participation. 
  • IP address, data about the operating system, browser, referrer URL, time and requested page: in order to facilitate breakout sessions, and to maintain security and integrity of the sessions/event(s). This may reveal your general location. This and other metadata will be anonymised and securely deleted when no longer necessary for the management of the event(s). SHEAR sessions will be mainly hosted using Zoom technology. You will need to register to the Zoom meeting to access these with your name and email address. During conference sessions, you can choose what information appears on your thumbnail, including the image. Any ‘name’ you choose to show on your profile and thumbnail will be visible to participants in the session. 
SHEAR sessions will be recorded and could be shared on SHEAR's public YouTube channel. The ‘name’ you choose during the live session will not show in the recording that will subsequently be shared publicly. When events are recorded, notice will be provided.

Third-party data processors
We use third party data processors to ensure that we process and store your information securely. For more specific information on how your personal data may be used by third parties, please review their respective privacy policies:

SHEAR community and social networks
SHEAR partners are members of several third-party communities and social networks. It manages a presence on their platforms and the SHEAR and partners websites contain links to these networks. These companies also process personal data, and you should check their privacy policies before sharing personal information:

After the event has finished
Ninety days after the end of the event, this live conference platform will be converted to a static site and any data will be transferred to the overall data controller, the Red Cross Red Crescent Climate Centre (RCCC). At that point, all data will be permanently removed from the event platform provider’s servers.

  • RCCC will store this data on Microsoft Dynamics CRM and Microsoft Sharepoint for up to three years for the purposes of analysing usage of the site and devising improvements. This data will be anonymised so it cannot be attributed to specific individuals.

Read more about the lawful basis for processing personal data at RCCC.

Website data breaches
In the event of an unlawful data breach of this website’s database or the database(s) of any of our third-party data processors, it will be assessed and if appropriate reported to any and all affected persons and relevant authorities without undue delay, and if feasible, within 72 hours of the discovery of the breach.

If you have any questions about the use of your personal data, email info@shear.org.uk.

Find out more about RCCCs full privacy policy.