Privacy policy

GBIF Spain (GBIF.ES) is committed to protecting and respecting your privacy

This Policy tries to explain when and why we collect personal information of our website users, how we use such information, the conditions under which we share this information with third parties and the way we keep saving this information.

We can modify this Policy conditions every now and then, so we recommend you to periodically revise this website to be sure you still agree with possible changes.

Any question related to this Policy and our privacy practices should be sent by email to info@gbif.es or by mail to GBIF España (GBIF.ES – CSIC), C/ Joaquín Costa, 22, 28002 Madrid. Alternatively, you can call us on +34 91 568 00 37.

Who are we?

GBIF.ES is the Spanish Node of the Global Biodiversity Information Facility (GBIF), the largest biodiversity data network in the world whose main goal is to provide open and free access to biodiversity data all around the world to support scientific research, encourage biological conservation and facilitate sustainable development. Our mission is to support biodiversity institutions, projects and collections to promote their participation in GBIF. GBIF.ES is sponsored by the Spanish Ministry of Science, Innovation and Universities, managed by the Spanish National Research Council (CSIC) (Vat number: Q2818002D).

How do we collect your information?

We collect information about you when you use our website, for example, when you contact us when you register in GBIF.ES a new biodiversity institution, collection or dataset, when you enrol in any of our training events, when you join any of our projects or any of the Environmental Administration meetings we organize, or when you sing up in our National Data Portal (www.datos.gbif.es).

What type of information do we collect?

The personal information we collect about you might include your name, job position and contact details (email address and telephone). We also collect information about your IP which inform us about what web pages you access and when.

How do we use your information?

We can use your information to:

• send you our newsletters;
• solve any consultation you make;
• provide you information about our products and services;
• communicate with you when needed for our day-to-day activity;
• make a selection of participants joining our training events;
• be sure the content of our website is presented to you and your devices in the most effective way.

We will maintain your personal information in our databases during the undetermined time for our activity or until you request the cancellation and deletion of your data from our databases.

Who can access your information?

GBIF Spain will not sell or rent personal information to any third parties.

We will not share your information with third parties for commercial purposes.

We might share your information with:

• Data publishers who would like to know who is using their published datasets.
• Project partners from projects you are participating in.
• Analysis and search engines providers who help us to enhance and optimize our web pages.

We might share your personal information with third parties:

• If we are acquired by a third party, in which case the personal data we store from our users and publishers is one of the transferred goods;
• If we are in a legal obligation to reveal or share your personal details;
• To strengthen any document related to this Policy or other agreement or to investigate possible breaches;
• To protect our rights, properties or security or those of our users or others. This includes the information exchange with other organizations to avoid any fraud or reduce any risk before it happens;
• To detect, investigate and help to prevent security threats, fraud or any other malicious activities.

Legal bases for the management of your information

In some cases, we will just use your personal information when we have your explicit permission or due to any agreement between both sides (eg.: when you are selected to join in one of our training events).

However, there are other legal reasons which allow us to manage your personal information or one of the called “legitimate interests”. This means that the reason for what we are managing your information is related to the achievements of our mission.

Whenever we manage your personal information under “legitimate interest”, we are sure to have in consideration your rights and interests and we will not manage such information if you detect any type of incompatibility.

Some examples of when we have “legitimate interest” to manage your personal information are: when we need to contact you with work purpose (e.g. content or technical problems with the Data Portal) when we promote workshops, meetings and projects, or when we publish data about biodiversity institutions, collections or datasets which are needed to write our reports.

Your options

You have the option to decide whether you desire or not to receive information from GBIF Spain. If you do not desire to receive direct communications from our organization, you can notify it by emailing us at info@gbif.es or through a phone call at +34 91 568 00 37.

Storage and deletion of personal data

The personal data we manage for any purpose or purposes should not be stored for a longer time than needed for that purpose or purposes.

Your rights

You own several rights regarding the personal information we store about you – these are shown in more detail below. If you would like to exercise any of these rights or submit a complaint, you may do it by contacting us at GBIF España (GBIF.ES – CSIC), C/ Joaquín Costa, 22, 28002 Madrid, by sending an email to info@gbif.es or by phone call to +34 91 568 00 37. You can also submit a complaint to the supervising authority on data protection, the Spanish Data Protection Agency.

Your main rights gathered under the data protection law are:

1. Right of access – You have the right to request access to a copy of the personal information we store about you, together with information about what personal information we use, why we use it, who we share it with, how long we store this information and if it has been used for any type of automatized individual decision making. You can access this information in an open way. Please, make all your request for access by a writing document and provide us proof of your identity;
2. Right of rectification – You can request the modification of any diffuse or incomplete personal information we have stored about you;
3. Right of opposition – You can oppose to any management we make of your data in the following cases: 1 when they are objects of management based on a public interest mission or on legitimate interest, including the profile elaboration, and 2) when the purpose of the management is the direct marketing, including the already mentioned profile elaboration.
4. Right of erasure (right to be forgotten) – You can request the deletion of your personal information when its use is not needed anymore for us, when you have removed your permission or when we do not have legal bases to store it;
5. Right to the limitation of the management – You can request a limitation in the management we make of your data, including the removal or the conservation of them;
6. Right to avoid being the object of automatized individual decisions – You have right to avoid being the object of a decision only based on the management of your data; including the elaboration of profiles, which produces legal effects on you or which may significantly affect you in a similar way;
7. Right to portability – You can request we provide you or to a third party a part of the personal data we store about you in an electronic format, of common use and structured to be easily transferred;
8. Right to information – You can request we provide you with basic summarized information in the same way in which we collect your personal data. You can also request we provide you with the rest of the information, in a more adequate way for its presentation, comprehension and if desired, storage.