Privacy Policy

Last Updated: 08/07/2026

1. Introduction

Welcome to OpenScienceMethods.org (“we”, “our”, “us”).

This platform provides open methodologies, learning resources, environmental datasets, and opportunities for collaboration to support scientific research and education.

As part of these objectives, users may contribute environmental analysis, e.g. canopy photographs and associated environmental observations. Following processing and quality assurance review, approved submissions may be incorporated into openly available datasets and resources that support forestry, ecological, environmental, and educational research.

This Privacy Policy explains how we collect, process, store, protect, and share information submitted through the platform.

By using this website, you agree to the collection and use of information as described in this Privacy Policy.

2. Who We Are

Data Controller:

Dr Kristofer Chan

Department of Geography, King’s College London, 30 Aldwych, London WC2B 4BG, United Kingdom

Email: kristofer.chan@kcl.ac.uk

3. Information We Collect

Account Information

Users may create a WordPress account to access certain features of the website.

When an account is created, we may collect:

  • Name
  • Username
  • Email address
  • Password (stored securely in encrypted form)
  • Account preferences
  • User role and permissions

Submitted Research Data

When users submit canopy photographs or environmental observations, we may collect:

  • Uploaded images
  • Date and time of capture
  • GPS coordinates (latitude and longitude)
  • Altitude (where available)
  • Canopy cover calculations
  • Analysis outputs
  • Information submitted through forms or surveys

Technical Information

When you visit the website, certain technical information may be collected automatically, including:

  • IP address
  • Browser type and version
  • Device information
  • Operating system
  • Access times and dates
  • Referring pages
  • Website activity logs

This information is used for security, troubleshooting and service operation.

4. How We Use Information

We use information to:

  • Operate and maintain the website
  • Provide user accounts and authentication
  • Process canopy photograph submissions
  • Calculate canopy cover metrics
  • Perform quality assurance and data verification
  • Build open environmental datasets
  • Improve scientific methodologies and tools
  • Respond to enquiries and support requests
  • Protect the security and integrity of the platform
  • Comply with legal obligations

5. How Canopy Photographs Are Processed

When a canopy photograph is uploaded:

  1. The image is validated for security and compatibility purposes.
  2. Relevant metadata may be extracted, including:
    • Capture date and time
    • GPS coordinates
    • Altitude
    • Device type
  3. The image may be re-encoded to remove embedded metadata.
  4. The original filename is replaced with a generated identifier.
  5. Canopy cover analysis is performed.
  6. The submission enters a quality assurance review process.
  7. A decision is made regarding publication within the project’s open datasets.

Submissions that do not meet quality standards may be excluded from publication.

6. Publicly Available Research Data

A central aim of this project is to support open science through the publication of environmental data.

Where a submission is approved following review, the following information may be made publicly available:

  • Canopy photograph
  • Latitude and longitude
  • Date and/or time of observation
  • Altitude (where available)
  • Canopy cover measurements
  • Derived environmental metrics
  • Scientific analysis outputs

Published datasets may be viewed, downloaded, analysed, redistributed, or incorporated into research projects by:

  • Researchers
  • Universities
  • Government bodies
  • Environmental organisations
  • Educators
  • Members of the public

Users should therefore only submit information they are willing to contribute to an open scientific dataset.

7. User Accounts and Personally Identifiable Information

Unlike the published research dataset, user accounts contain personally identifiable information.

Examples include:

  • Names
  • Email addresses
  • Usernames
  • Account activity records

This information is used solely for administering the website, operating user accounts, communicating with users, and maintaining data quality.

Personally identifiable information associated with a user account is not intentionally published as part of the public environmental datasets.

Access to account information is restricted to authorised administrators and system operators who require access for operational purposes.

8. Data Review and Moderation

All candidate submissions may be reviewed before publication.

We may reject or remove submissions that:

  • Do not contain canopy imagery suitable for analysis
  • Contain inappropriate or unlawful material
  • Include identifiable individuals
  • Present privacy concerns
  • Appear fraudulent or misleading
  • Are unsuitable for scientific use

Publication decisions are made at our discretion to maintain dataset quality and integrity.

9. Data Retention

Account Information

User account information is retained while an account remains active and for a reasonable period thereafter for administrative, security, legal, or operational purposes.

Submitted Data

Scientific submissions and analysis records may be retained indefinitely where necessary to:

  • Preserve the integrity of research datasets
  • Support reproducibility of research
  • Maintain scientific records
  • Support historical environmental analysis

Published datasets may remain publicly accessible indefinitely.

10. Security

We implement reasonable technical and organisational measures to protect information, including:

  • Access controls
  • Secure authentication systems
  • Password hashing
  • File validation procedures
  • Image re-encoding and metadata management
  • Secure hosting environments
  • Security monitoring and logging
  • Administrative access restrictions

While we take reasonable steps to protect data, no internet-based service can guarantee absolute security.

11. Sharing Information

We do not sell personal information.

Information may be shared:

  • With hosting and infrastructure providers
  • With security and monitoring services
  • Where required by law
  • To protect the website, its users, or the public
  • Through the publication of approved scientific datasets

Only information intended for public scientific use will be published within open datasets.

12. Your Rights

Subject to applicable law, you may have rights including:

  • Access to personal information
  • Correction of inaccurate information
  • Deletion of personal information
  • Restriction of processing
  • Objection to processing
  • Data portability
  • Withdrawal of consent where consent is relied upon

Requests may be sent to:

kristofer.chan@kcl.ac.uk

13. Cookies

The website makes use of cookies – please see our Cookies policy. Users may control cookies through their browser settings, although some website features may not function correctly if cookies are disabled.

14. Third-Party Services

The website may utilise third-party services including:

  • WordPress plugins
  • Mapping services (including OpenStreetMap)
  • Hosting providers
  • Security services
  • Email providers
  • Analytics tools

These providers may process information in accordance with their own privacy policies.

15. Children’s Privacy

The website is intended for users aged 18 years and over.

Individuals under 18 should only participate with the involvement and permission of a parent, guardian, teacher, or other responsible adult.

16. Changes to This Policy

We may update this Privacy Policy from time to time.

Any updates will be published on this page together with the revised effective date.

Continued use of the website after changes are published constitutes acceptance of the updated policy.

17. Contact

If you have questions about this Privacy Policy, your personal information, or the operation of the website, please contact:

Dr Kristofer Chan

Department of Geography, King’s College London, 30 Aldwych, London WC2B 4BG, United Kingdom

Email: kristofer.chan@kcl.ac.uk

Contributor Declaration

Users submitting canopy photographs should acknowledge the following:

I understand that approved submissions may be incorporated into publicly available environmental datasets and research resources. I confirm that I have the right to submit the photograph and associated data, and that to the best of my knowledge the submission does not contain identifiable individuals, unlawful content, or information that I am not authorised to share. I understand that once a submission has been approved and published within open datasets, complete removal of all copies may not be possible.