Privacy Policy

Educopia Institute Privacy Policy

The Educopia Institute is home to a group of Affiliated Communities (including BitCurator Consortium, Library Publishing Coalition, MetaArchive Cooperative) and an ongoing roster of research projects in the areas of digital curation and preservation, scholarly communications, and continuing education. The Educopia Institute and its Affiliated Communities and projects, by policy, do not actively collect personally identifying information about individuals—including our members, research partners, and users—beyond what is necessary to engage in the activities listed above. This policy intends to to help our website visitors, members, research partners, and research participants quickly understand how we collect, use, share, protect, and dispose of personal information.

Websites

Our websites collect limited, non-personally-identifying information about visitors (e.g., referring site, browser, date and time of visits). Educopia Institute uses this data to improve the functionality of our websites (including educopia.org, librarypublishing.org, bitcuratorconsortium.org, and metaarchive.org) and the reach of our work. This information is used internally only, by Educopia staff members, for the sole purpose of refining our websites. We do not use potentially sensitive information collected by browsers and servers (e.g., Internet Protocol addresses) to identify visitors, and we do not disclose any information regarding these IP addresses to others. We do collect information regarding how often our resources are downloaded, and we do report this information as a bulk number in limited locations (e.g., our annual report or in grant reports to our funders), but this information is in no way personally identifiable and is reported only in the aggregate.

Individuals at member institutions of some of our Affiliated Communities may request accounts on those community websites (e.g., LPC, BitCurator) for the purpose of accessing member-only content or authoring posts. These websites store a name, email address, a username, and a password for each account. The email address and password are always private, but the name and/or username may become public if the user engages in public activity on the site (e.g. authoring posts). A member institution or its representative can request at any time that an account be deleted.

Event Registrations

Self-selecting visitors to Educopia websites and related pages on third-party web tools (e.g. Eventbrite) may choose to engage with Educopia programs or projects in ways that do lead them to share personally identifying information, including through event registrations (e.g., forums, workshops, webinars). In these cases, Educopia and its Affiliated Communities gather only the amount and type of information that is necessary to the objective of the event (e.g., for an in-person forum event, collecting an attendee’s name, title, email address, and institutional affiliation). Visitors may refuse to supply this information at will, and Educopia does not share this personally-identifying information other than in specific, documented circumstances to which the visitor explicitly agrees (e.g., by checking a box that says “My name, title, institutional affiliation, and email address may be shared with other event attendees via an attendance roster” to opt into such information sharing).

Research and Assessment

Educopia and its Affiliated Communities conduct research and develop resources in support of community aims, including the annual Library Publishing Directory. Except where permission has been explicitly given to share personally-identifiable information collected during these activities (e.g. as a listed contact in a Library Publishing Directory entry), we report out on responses only in the aggregate, usually to identify system-level challenges, gaps, or opportunities.

Educopia and its Affiliated Communities conduct surveys of memberships (e.g., votes on community activities) and event attendees (e.g., event assessment), and on occasion, we also survey broader networks of librarians, archivists, publishers, and museum staff members (e.g., research projects with needs assessments, environmental scans, and other forms of data gathering). In these cases, Educopia typically does not collect personally identifying information. In circumstances where personally identifying information is collected, this information is used only to enable Educopia to follow up with the survey respondent within the spectrum of activities clearly documented within the survey instrument and agreed to by the visitor or respondent. The personally identifying information is not disclosed to anyone beyond the Educopia staff who serve as the Principal Investigators, Project Managers, or Lead Facilitators of these surveys. Our research projects report out on responses in the aggregate, usually to identify system-level challenges, gaps, or opportunities; they do not report out or share any personally identifying information about respondents.

Memberships and Other Affiliations

Educopia collects personally identifying information and potentially personally identifying information in the processing of memberships, sponsorships, and strategic affiliate relationships. This information is disclosed only to the Educopia employees and contractors who need to know that information in order to provide services (e.g., in order to process services or submit payments or invoice clients), and in all cases, these employees and contractors agree not to further disclose this information. Some of these employees and contractors will be located outside of the home countries of our web visitors, members, and research partners. By engaging with our programs, visitors consent to the transfer of such information to those parties where it is necessary to perform services on their behalf.

Members and affiliates may also opt into communication channels (e.g. committee lists and community listservs) that require minimal personal information (i.e. name and email address). This information is not shared beyond Educopia staff and is used only for its intended purpose

Data Requests and Data Deletion

Any individual who has participated in our programs may request a copy of their personal information from our records at any time. Individuals may also request deletion of their information from our records and systems, though such information may be retained as necessary for LPC to fulfill its legal or financial obligations. Personal data as described in the rest of this policy is the sum total data acquired, and is deemed non-sensitive. Within Educopia’s Affiliated Communities and research project work, Educopia retains historical personal data where necessary and in compliance with federal and funder guidelines. At the request of an individual, Educopia will fully delete personal data except as necessary to fulfill legal or financial obligations

Policy Updates

This policy will be reviewed and updated as needed; such updates are expected to occur rarely and they will be posted immediately. When visitors use our websites and tools, this constitutes their acceptance of the then-current, posted Privacy Policy.