Privacy Policy

This Privacy Policy explains how Posters.science ("we", "our", or "us") collects, uses, and protects information when you use our platform and related services. By using Posters.science, you agree to the practices described in this policy.

1. What We Collect

We may collect the following types of information when you use Posters.science:

Account information: such as your name, email address, affiliation, and password when you create an account.
Poster submissions: metadata and poster files you upload when submitting a poster, including information used to generate a poster.json file and to archive your poster on Zenodo.
Profile information: an optional short biography, and your profile settings, such as whether your profile is public and whether it shows the posters you liked.
Claims and likes: the auto-indexed poster records you claim as one of the authors, and the posters you like.
Anonymous usage analytics: aggregated, non-personally-identifiable data about how the platform is used, such as page views and general navigation patterns. We use Umami, a privacy-focused analytics tool that does not collect personal information, does not use cookies, and does not track users across sites.
Support and feedback: information you provide if you contact us with questions, feedback, or bug reports (for example via the contact form or GitHub issues).

2. How We Use Your Information

We use the information we collect for purposes including:

Creating and managing your user account;
Processing poster submissions, generating poster.json files, and facilitating archiving on Zenodo;
Operating, maintaining, and improving Posters.science and its features;
Monitoring service performance and security (for example, using logs and anonymous analytics);
Communicating with you about your account, submissions, or updates to our services and policies; and
Supporting platform evaluation in aggregate form (for example, number of posters shared or indexed).

3. Cookies and Analytics

Posters.science uses cookies strictly to keep you logged in and remember your preferences. For usage analytics, we use Umami, a privacy-focused, open-source analytics platform. Umami does not collect any personally identifiable information (PII), does not use cookies for tracking, and does not track users across sites or sessions. The analytics data we collect is fully anonymous and used only to understand general usage patterns and improve the platform. We do not sell your personal information.

We may share information in the following situations:

Your public profile: your profile is private unless you make it public. A public profile can be seen by anyone with the link, and search engines may list it. It shows your name, affiliation, ORCID iD if you add one, short biography, the posters you shared, the poster records you claimed and, if you choose, the posters you liked. It never shows your email address. While your profile is public, others may save or share what it shows, and making it private later does not remove those copies.
Team members: with members of the FAIR Data Innovations Hub team as needed to operate and improve the platform.
Service providers: with trusted third-party vendors that provide infrastructure or related services (for example, cloud hosting) under appropriate agreements.
Zenodo: when you submit a poster, your poster file and metadata are archived on Zenodo in accordance with Zenodo's own terms and privacy policy.
Legal or safety reasons: if we are required to do so by law, regulation, or valid legal process, or if we believe disclosure is necessary to protect the rights, safety, or security of users or our collaborators.

We do not sell or rent your personal information to third parties.

5. Data Security

We use technical and organizational measures to help protect information processed through Posters.science, including encrypted connections (HTTPS/TLS) and regularly updated systems. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain information for as long as reasonably necessary to operate the platform, support reporting, and meet legal or institutional requirements. When information is no longer needed, we aim to delete or anonymize it in a reasonable timeframe. If you remove a claim, it no longer appears on your dashboard or profile. If we remove a claim, for example because it was made in error, we keep a record of the removal and the reason in our internal audit log. Note that poster records archived on Zenodo are subject to Zenodo's own retention policies.

7. Your Choices and Rights

Depending on your location and applicable laws, you may have certain rights regarding your personal information, such as:

Requesting access to the information we hold about you;
Requesting corrections to inaccurate or incomplete information;
Requesting deletion of certain information, where appropriate; and
Limiting or objecting to certain types of processing, where permitted by law.

You can also make your profile private, hide your liked posters or change your profile details at any time from your Settings page, and remove a claim from your dashboard.

To exercise these rights or ask questions about your data, you can contact us using the details below.

8. Third-Party Links and Services

Posters.science links to external services including Zenodo and GitHub. This Privacy Policy applies only to Posters.science. We are not responsible for the privacy practices of third-party sites or services.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our practices or legal requirements. When we do, we will update the "Last updated" date below. Your continued use of Posters.science after changes are posted means you accept the updated policy.

Last updated: March 30, 2026

10. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us through our feedback form.