PRIVACY & TRANSPARENCY

Privacy Policy

Information regarding the processing of personal data on the website and within the protected members’ area of the European Fruit Dove Project.

1. Controller

The entity responsible for processing personal data in connection with this website and the Fruit Dove Project is the project leadership:

Manfred Kästner, Deputy project lead at the European Fruit Dove Project
Profile photo of Manfred Kästner, Deputy project lead at the European Fruit Dove Project

Deputy project lead

Manfred Kästner

Address
An der Erfurter Str. 4
99428 Nohra
DE
Email
kaestner-m-efv@t-online.de
Telephone
+49 (0)3643-825120
Mobile
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2. General Principles

We process personal data only to the extent necessary to operate the website, process inquiries, manage project membership, and carry out project activities. The legal bases are in particular Art. 6(1)(a) GDPR (consent), Art. 6(1)(b) GDPR (pre-contractual and contractual measures), Art. 6(1)(c) GDPR (legal obligations), and Art. 6(1)(f) GDPR (legitimate interests in secure and functional project operations).

3. Hosting, Server Logs, and Technical Security

This website is hosted by ALL-INKL.COM. The technical service provider is Neue Medien Münnich GmbH, Hauptstraße 68, 02742 Friedersdorf, Germany. When visiting the website, technically required server log files may be processed, including IP address, date and time, page requested, data volume transferred, referrer URL, browser type, and operating system. Processing serves secure delivery, error analysis, and prevention of unauthorized access.

Cloudflare may be used to secure and accelerate website delivery, during which connection and log data may be processed via Cloudflare’s network. The legal basis is our legitimate interest in security, failure protection, and reliable delivery pursuant to Art. 6(1)(f) GDPR. Data processing agreements and appropriate safeguards for international transfers are established where necessary.

4. Contact Inquiries and Membership Applications

When you contact us or apply for membership, we process the information provided by you. This may include first name, last name, email address, phone number, mobile number, postal address, city, country, organization/zoo affiliation, club membership, details regarding kept bird species, experience, and your message. Data is processed to review requests, handle inquiries, prepare membership decisions, and set up user accounts where applicable.

The legal basis is Art. 6(1)(b) GDPR for pre-contractual steps and Art. 6(1)(a) GDPR where explicit consent is given. Rejected applications are deleted once they are no longer required for verification and documentation, provided no statutory retention obligations exist.

5. User Accounts and Protected Members’ Area

For approved members, access credentials and profile data are processed, including name, email address, username, encrypted password, membership status, project role, technical functions, contact details, profile picture, organization, and technical login/security information. This data enables authentication, access management, internal communication, and project coordination.

Internal contact details are accessible exclusively to authorized members and project managers. Public display only occurs with separate explicit authorization or another valid legal basis.

6. Population and Breeding Data

As part of project activity, members can report population and breeding numbers. This includes species kept, bird counts, sexes, inventory changes, offspring, reporting year, origin, breeding notes, visibility preferences, and member association. This data supports inventory tracking, breeding management, genetic diversity monitoring, and project statistics.

Population and breeding data are primarily processed within the protected members’ area. Publication or sharing only occurs according to selected visibility settings, explicit consent, or project agreements. Personal identifiers are kept to a necessary minimum.

7. Aviary & Facility Profiles

Facility profiles may contain details on the operator, region, facility structure, indoor/outdoor aviaries, shelters, planting, equipment, husbandry experiences, photos, and descriptions. Drafts and internal details remain in the protected section; public release occurs only after review and approval.

Private addresses, phone numbers, and direct contact details are never automatically published on public facility profiles. Only explicitly approved details are publicly shown.

8. Messages, Groups, Downloads, and Project Contributions

When utilizing internal messaging, groups, downloads, or internal articles, we process senders, recipients, subjects, message content, timestamps, attachments, group memberships, read statuses, and technical metadata to facilitate project communication and collaboration. Content is restricted to authorized users.

9. Email Transmissions

System and notification emails are sent via the website’s technical mail infrastructure or a configured SMTP service. Recipient address, sender, subject, content, and dispatch metadata are processed as necessary to deliver system notifications, approvals, password resets, and updates.

10. Cookies and Local Storage

WordPress and the portal use essential technical cookies for user authentication, session management, security, and language preferences. Non-essential cookies or third-party tracking services are only deployed with explicit consent. You can manage or disable cookies via your browser settings, though necessary site features may be affected.

11. Backups and Retention Periods

To ensure system stability and security, automated backups are generated. Backup copies may contain personal data and are exclusively used for system recovery, error diagnostics, and security maintenance. Data is erased or anonymized as soon as the processing purpose ceases and no statutory retention duties apply.

12. Recipients and Data Processors

Data is accessible only to individuals and service providers who require it for the fulfilled purposes (e.g., project leads, system admins, hosting, backup, and email infrastructure providers). All processors act strictly in accordance with statutory data processing agreements and security requirements.

13. Your Legal Rights

  • Right of access to your stored personal data
  • Right to rectification of incorrect or incomplete data
  • Right to erasure or restriction of processing where conditions are met
  • Right to data portability
  • Right to object to processing based on legitimate interests
  • Right to withdraw given consent with future effect
  • Right to lodge a complaint with a competent supervisory authority

To exercise your rights, please contact the responsible project leads indicated above.

14. Updates and Status

Status: June 2026. This policy will be updated as site capabilities, services, or legal standards evolve.

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