Carboncopies.org Privacy Policy¶

Effective Date: September 12, 2025

1. Preamble and Policy Scope¶

This Privacy Policy describes how the Carboncopies Foundation, a 501©(3) non-profit organization, collects, uses, and protects the personal information of our users, volunteers, and donors. This policy applies to all information collected through the carboncopies.org website and related services.

We are committed to protecting your privacy and handling your data in an open and transparent manner.

2. Information We Collect and the Legal Basis for Processing¶

We collect information to provide better services to all our users. We collect information in the following ways:

Information you give us. For example, many of our services require you to sign up for an account. When you do, we’ll ask for personal information, like your name, email address, and professional details such as job titles, academic affiliations, and scientific interests.
Information we get from your use of our services. We may collect information about the services that you use and how you use them, like when you visit a page on our website, or you view and interact with our content. This information includes:
Log information: When you use our services or view content provided by Carboncopies, we may automatically collect and store certain information in server logs. This may include:
- details of how you used our service, such as your search queries.
- Internet protocol address.
- device event information such as crashes, system activity, hardware settings, browser type, browser language, the date and time of your request and referral URL.
Cookies and similar technologies: We use various technologies to collect and store information when you visit a Carboncopies service, and this may include using cookies or similar technologies to identify your browser or device.

The legal basis for processing each category of data is as follows:

Data Category	Purpose of Collection	Method of Collection	Legal Basis for Processing
Name	Event Registration, Communications, Publications	Direct Input (Forms, Sign-ups)	Consent
Email Address	Newsletter Subscriptions, Communications, Event Registration	Direct Input (Forms, Sign-ups)	Consent
Professional/Academic Info	Community Profiling, Content Personalization	Direct Input (Registration Forms)	Consent
IP Address	Security, Website Analytics	Automated (Cookies, Analytics Tools)	Legitimate Interest
Browsing History	Website Analytics, User Experience Improvement	Automated (Cookies)	Legitimate Interest
Financial Information	Donation Processing	Direct Input (Payment Forms)	Contract/Legal Obligation

3. Purpose and Use of Collected Information¶

We use the information we collect from all of our services for the following purposes:

Service Delivery: To provide, maintain, protect and improve our services, to develop new ones, and to protect Carboncopies and our users.
Communications: To send you newsletters, event announcements, and other communications relevant to the Foundation's charitable activities and mission.
Internal Research: To analyze demographic profiles and usage patterns to improve the website and better tailor content to the community's interests.
Donation Processing: All donor information is used solely for the purpose of processing contributions and issuing tax receipts.

We do not share personal information with companies, organizations and individuals outside of the Carboncopies Foundation unless one of the following circumstances applies:

With your consent: We will share personal information with companies, organizations or individuals outside of the Carboncopies Foundation when we have your consent to do so.
For external processing: We provide personal information to our affiliates or other trusted businesses or persons to process it for us, based on our instructions and in compliance with our Privacy Policy and any other appropriate confidentiality and security measures.
For legal reasons: We will share personal information with companies, organizations or individuals outside of the Carboncopies Foundation if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to:
meet any applicable law, regulation, legal process or enforceable governmental request.
enforce applicable Terms of Service, including investigation of potential violations.
detect, prevent, or otherwise address fraud, security or technical issues.
protect against harm to the rights, property or safety of the Carboncopies Foundation, our users or the public as required or permitted by law.

Crucially, the Carboncopies Foundation does not sell, rent, or trade personal information to third parties for marketing or fundraising purposes.

5. Your Rights and Choices Regarding Your Data¶

You have the following rights with respect to your personal data:

Right to Access: You have the right to request and receive a copy of all personal data we hold about you.
Right to Rectification: You have the right to request the correction of inaccurate or incomplete information.
Right to Erasure: You have the right to request the deletion of your personal data (also known as the "right to be forgotten").
Right to Data Portability: You have the right to receive your personal data in a machine-readable format and to have it transmitted to another organization.
Right to Object: You have the right to object to the processing of your data for direct marketing or other purposes.

To exercise these rights, please contact us at contact@carboncopies.org. You can also unsubscribe from our communications at any time by clicking the "unsubscribe" link in our emails.

6. Cookies and Other Tracking Technologies¶

We use cookies and similar tracking technologies to track the activity on our Service and hold certain information.

Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

We will implement a cookie consent banner that requires explicit consent for non-essential cookies.

7. Data Security and Retention Measures¶

We work hard to protect our users from unauthorized access to or unauthorized alteration, disclosure or destruction of information we hold. In particular:

We encrypt many of our services using SSL.
We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems.
We restrict access to personal information to Carboncopies employees, contractors and agents who need to know that information in order to process it for us, and who are subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

8. Children's Privacy¶

Our Service does not address anyone under the age of 13 ("Children").

We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

9. International Data Transfers¶

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

If you are located outside United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to United States and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

The Carboncopies Foundation will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information. We rely on approved legal mechanisms for international data transfers, such as the use of Standard Contractual Clauses (SCCs).

10. Contact Us¶

If you have any questions about this Privacy Policy, please contact us:

By email: contact@carboncopies.org