Terms of Use

Privacy Policy

What personal data we collect and why

We collect personal data when you interact with our website or services:

• Visiting the website: IP address, browser type, page visits (via WordPress Plugin WP Statistics)
• Mailing list / newsletter: Email address (via WordPress Plugin MailPoet)
• Event registration / tickets: Name, email, affiliation, address, payment info (via WordPress Plugins: WooCommerce & Event Calendar)
• Forms: Name, email, IP address, and any other fields submitted via WordPress Plugins: Forminator Forms, WP Job Manager, or Event Calendar forms
• Membership registration: Personal and payment details as described below

Why we collect this data:

• Communication, event management, subscriptions, order processing, and website functionality.
• Analytics for improving the website.
• Spam protection for submitted forms.

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Membership Registration and Management

Users can register as IAG members via the website. The following information is collected and stored in the WordPress user profile:

• Email address
• Affiliation / Institution
• VAT number (if applicable)
• Address, City/Region, Postcode, Country
• Invoice type (Institutional or Personal)
• Latest Degree / Year of Graduation
• Membership renewal consent

Additional notes:

• Users are registered as WordPress subscribers and can view and edit their profile after login.
• Payments are processed via WooCommerce, using standard payment methods (e.g., credit card, bank transfer).
• Data is stored securely on the server and used solely for membership management, invoicing, and communication.

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Media

If you upload images (via submission forms for news and events: geodesy.science/upload-files), avoid embedded location data. Other visitors may download images and access metadata.

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Contact and Submission Forms

We use different forms on our website:

1. Contact forms

• • Data such as name, email, and message content is not stored on the website.
  • Information is sent directly to the designated email recipient.
  • IP addresses are not collected or stored.

1. Job, Event, and News submission forms

• • Jobs and Events: Submitted personal data (e.g., name, role) is used for informational purposes only and not stored on the website database.
  • News posts: Personal data (name, role) may be integrated into the published post as an author information.
  • IP addresses are included only in the email for spam protection, and are not stored on the website.
  • All other submission data is processed solely for the purpose of handling the request and notifying relevant staff.

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Cookies

• MailPoet: tracks newsletter engagement (opens, clicks). Cookies expire up to 3,650 days.
• WooCommerce: session/cart cookies.
• WP Job Manager: resumes unfinished job submissions.
• Forminator Forms: optional cookies for spam protection and form functionality.
• WP Statistics: tracks user visits locally.

You can manage or disable cookies via your browser settings.

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Embedded content

Embedded content (videos, images, etc.) may collect data on other platforms and behave as if you visited them directly.

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Analytics (WP Statistics Plugin)

• Tracking of anonymized and hashed IP addresses, as well as page views, and visitor behavior. No personal data is collected, and no tracking occurs without consent where required by law.
• Data is stored locally on your server, not sent to third parties.
• Used solely to improve website experience.
• Old data details is deleted after 1 year.

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Third-party services we use (WordPress Plugins)

• MailPoet: newsletter management
• WooCommerce: payments (PayPal, credit card), order processing, membership payments
• WP Job Manager: job listings and submissions
• Forminator Forms: form submissions
• Event Calendar: event management and ticketing
• WP Statistics: website traffic analysis

All third-party providers comply with GDPR and relevant privacy regulations.

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How long we retain your data

• Contact forms / form submissions: 30 days (except where stated otherwise above)
• Comments: indefinitely (for moderation)
• Newsletter subscriptions: until unsubscribe
• WooCommerce orders / membership payments: per accounting/tax law (e.g., 10 years)
• Job submissions: until removed manually, but no longer visible on website after expiration of job offer
• Event registration info: until deleted by user/admin
• Membership profiles: until user deletes the account (by request to admin)
• Analytics: 1 year

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Your rights

You can request:

• Access to your data
• Correction or update
• Deletion of data
• Export of data

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Data transfers outside the EU

Data may be transferred to third-party services (e.g., MailPoet servers, PayPal) outside the EU. All providers ensure GDPR-level protection via contracts or privacy agreements.

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How we protect your data

• Encryption of forms and secure server storage
• Staff trained in data protection
• Security measures (password policies)

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Data breach procedures

We have procedures to detect, report, and mitigate data breaches, including internal reporting and immediate user notification if necessary.