This policy describes how we, SITES, use your personal data when you visit the SITES website or our data services

Who is responsible for my data?

SITES is the data controller. That means we are responsible for collecting your data and looking after it.

What data is used?

We ask for your email address when logging into the Data Portal, when subscribing to our newsletter, and in feedback forms. These functions can’t be used without providing an email address. Your email address is erased when it no longer serves a purpose, for example after unsubscribing from our newsletter.

You have the option to fill out contact information and ORCID id for your public Data Portal profile. Providing information is fully voluntary.  It’s also used to update your ORCID profile with your contributed data, and usage and citation statistics of this data. For ORCID’s privacy policy, please see here Year of birth and gender are also voluntary information, only used for statistical purposes. Your profile information is stored until you delete your account.

We will process the data provided during registration only based on your consent per EU GDPR regulation, Art. 6 (1)(a) DSGVO. You may revoke your consent at any time with future effect. An informal email making this request is sufficient.

Your IP address is recorded when downloading data from the Data Portal. We use IP addresses to record unique downloads over time and country. Processing is based on our legitimate interest in analyzing the spread of SITES data over time.

A cookie is a tiny file that is created on your computer upon visiting a website, which then communicates with websites. We use a cookie containing your SITES login status. Denying this cookie necessarily prevents SITES login. This cookie expires after approximately a day.

Who gets my data?

Personal data will be used for the purpose it was first collected for. We won’t transfer your personal information to third parties unless otherwise mentioned.

SITES Data Portal profile and submissions are handled in accordance with scientific customs. This means names, affiliations and email addresses (e.g. of corresponding authors) are used to attribute publications of data, abstracts, articles and reports and the like to the rightful authors and contributors. These data are used as metadata in SITES databases and possibly transferred to other external databases that SITES connects to, as FAIR metadata.

We use Mailchimp to send our newsletter. Read their privacy policy here

Data security

Our websites and services use SSL encryption. All services run through a reverse proxy, which only allows the programmatic access built into the application programming interface of the services. The servers are only accessible for admins from a select number of machines with fixed IP addresses from Lund University, Sweden. SITES uses the ICOS servers, which are physically located at LUNARC computing center at Lund University. The university doesn’t have access to the servers.

What rights do I have?

Unconditional rights by law

Access to the personal data. You have the right to a copy of your processed data, so you can check the data itself.

Rectification. You have the right to have incorrect data corrected.

Complaint. You have the right to lodge a complaint with your national supervisory authority.

Object to processing. Where processing data is based on our legitimate interests, you have the right to object to the processing. The processing stops until we demonstrate compelling legitimate grounds for the processing. A document assessing our legitimate interests and their relationship with you will be provided to you.

Conditional rights

These rights apply if certain conditions are met.

Erasure. You might have the right to have your data removed from our storage, for example when you withdraw consent for processing. If there are grounds for erasure, we will take reasonable steps to have it erased from third party databases as well.

Restriction of processing. You might have the right to have us restrict the processing of your data, for example when we don’t need the data anymore, but you require it for a legal claim.

Portability. You have the right to have your data transmitted to another controller without hindrance from SITES when the processing is based on your consent or a contract between you and us.

Exercising your rights

If you have a question regarding our privacy policy, wish to exercise any of your rights, or feel dissatisfaction with our use of your data, please contact SITES Data Protection Officer by sending email to We will perform our duties without undue delay within one month of your request. That period may be extended by two further months when necessary, considering the complexity and number of the requests.

Changes to this policy

We will inform you of any material changes to this policy with a notice on our website.

This policy has been last updated on December 19, 2023.