1. Introduction
Knowledge Futures, Inc. (“Knowledge Futures,” “we,” “us,” or “our”) is a nonprofit organization that builds and operates open infrastructure for creating, publishing, and sharing knowledge. We take your privacy seriously. We do not sell your Personal Information, and we never will. We share it only for the limited purposes described in Section 4, mainly with service providers that help us run the Services, and never for anyone’s marketing or advertising. This Privacy Policy (“Policy”) describes what information we collect from you when you use our Services, why we collect and use it, and how you can manage and delete it.
Definitions
“Personal Information” means (i) any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with you, and (ii) any information associated with you that could be used to identify or reidentify you, including when combined with other information from or about you. We define Personal Information broadly: it includes “personal data” as that term is used in the EU General Data Protection Regulation (“GDPR”) and “personal information” as that term is used in the California Consumer Privacy Act. Personal Information does not include information that has been aggregated, anonymized, or otherwise deidentified so that an individual can no longer be identified or reidentified using reasonable efforts, technology, and resources.
“Services” has the meaning given in our Terms of Service: the websites, applications, APIs, and other services Knowledge Futures operates that link to the Terms or to this Policy, including knowledgefutures.org and your Knowledge Futures account.
Data controller
Knowledge Futures, Inc. is the data controller responsible for your Personal Information under this Policy. You can reach us at privacy@knowledgefutures.org.
Some Services are operated by Knowledge Futures on behalf of a partner organization, such as a publisher, society, or university. Where the partner is the controller of your Personal Information on that Service, the partner’s privacy policy governs how it is handled there, and we process it only on the partner’s behalf and according to its instructions. This Policy continues to apply to anything we process as controller, such as your Knowledge Futures account. Some Services also have their own privacy terms, which are presented within that Service and supplement this Policy. Where these documents differ, the order of precedence in our Terms of Service applies.
By using the Services, you agree that your Personal Information will be handled as described in this Policy. Please review it carefully before using the Services or submitting Personal Information to us, and contact us with any questions. If you do not agree with this Policy, please do not use the Services. Your use of the Services, and any dispute over privacy, is subject to this Policy and our Terms of Service, including their limitations on damages and provisions for resolving disputes.
2. Information we collect
We collect information about you directly from you, from third parties, and automatically through your use of the Services.
2.1 Information you give us
Account information. When you create a Knowledge Futures account, we collect your email address and the password you create, which is used to authenticate you. We also ask for your name; you may use a pseudonym if you wish. We record your email address only when you give it to us, for example when you create an account, sign up for updates, or send us a message.
Information from sign-in providers. If you choose to sign in through a third-party provider such as Google, GitHub, or ORCID, that provider shares information with us according to its own policies and your settings with it, typically your name, email address, and an account identifier (such as your ORCID iD). We do not receive your password for that provider.
Content and correspondence. We collect the content you submit to the Services, such as text, data, comments, and files, and the information you include when you contact us, for example through a contact form or by email.
Donations and payments. If you make a donation or payment, it is handled by our donation platform, Donorbox, and its payment processors, such as Stripe. They collect your payment details under their own privacy policies; we receive your name, contact information, and the details of your donation, but not your full payment card information.
We do not ask for your age or other age-related information.
2.2 Information we collect automatically
When you use the Services, we may automatically collect and log information such as your domain name; your browser type, device type, and operating system; the URLs you request; the dates, methods, and status codes of requests; your IP address; the time, frequency, and length of your visits; the number of bytes transferred; and the URLs of pages that referred you.
Web server logs
Our servers may record the information described above in their logs. We use server logs to diagnose problems, administer and secure the Services, understand which parts of the Services are used most, and generate aggregate statistics. Server logs are retained temporarily and then deleted. Unless required by legal process, we do not link the IP addresses in our server logs to other Personal Information.
Sign-in sessions
When you sign in to your Knowledge Futures account, we record the IP address and the browser and device type for that session, together with your account. We use this to keep your account secure, for example to spot sign-ins you don’t recognize. You can see your active sessions, and end them, in your account’s security settings.
Cookies and similar technologies
We and our service providers may use cookies and similar technologies, such as local storage. Cookies are small identifiers stored on your computer or device.
- Session cookies exist only during a browsing session and disappear when you close your browser. We use them to identify you while you are signed in and to process your requests as you move through the Services.
- Persistent cookies remain on your device after you close your browser. We use them to keep you signed in across visits and to remember your preferences. Some Services may also use them to understand aggregate usage, as described in that Service.
Most browsers accept cookies automatically, but you can change your browser settings to block them or to notify you when you receive one. If you disable cookies, you will not be able to sign in or use some features of the Services.
Third-party scripts and embeds
Some pages include features provided by third parties, such as bot protection on forms (Cloudflare Turnstile), donation forms, and embedded videos or other media. These providers may set cookies or collect information, such as your IP address and browser details, directly from you under their own privacy policies.
“Do Not Track” signals
Our systems do not currently respond to browser “Do Not Track” signals. You can limit some tracking by disabling cookies, as described above, but doing so may impair your use of the Services.
2.3 Legal basis for processing
Where required by applicable law, we rely on one or more legal bases to collect and process Personal Information: your consent, the need to perform a contract with you (such as providing your account and the Services you request), compliance with legal obligations, and our legitimate interests in operating, securing, and improving the Services. When we contact you with news and updates about Knowledge Futures, we rely on your consent and our legitimate interests.
2.4 Content you share publicly
Some Services let you post content, such as publications, data, reviews, and comments, and create a public profile. Content you post publicly can be seen by others and will identify you by the name you have chosen. If you do not want to be identified as the source of content you post, use a pseudonym. Profile pages, where a Service provides them, are public and may show your name, the content you have posted, and other activity in that Service. You may choose to add more information, such as a photo.
We do not control what you add to the Services. For example, media you embed in your content may include third-party trackers. You are responsible for anything you add, include, or embed.
2.5 Children’s data
Our Services are intended for general audiences and not for children under the age of 13.
If you are under 13, you may not use the Services unless we receive prior verifiable consent from your parent or legal guardian, in accordance with the Children’s Online Privacy Protection Act (“COPPA”). If we learn that we have collected Personal Information from a child under 13, we will notify the child’s parent or legal guardian and seek verifiable consent in a manner consistent with COPPA.
You must be old enough to consent to the processing of your Personal Information in your country; in some countries, we may allow your parent or guardian to consent on your behalf. If you are a resident of the European Union, you must be at least 16 years old to use the Services, unless we receive prior verifiable consent from your parent or legal guardian.
If you are a parent or guardian and discover that your child under 13 has given us Personal Information without your prior consent, contact us at privacy@knowledgefutures.org and we will delete it.
3. How we use information
We use information we collect for the following purposes.
To provide the Services: to create and maintain your account, sign you in to our Services, provide the features you use, communicate with you about your use of the Services, respond to your inquiries, and provide support.
To improve and develop the Services: to make sure the Services work as intended, understand how they are used on an aggregate and individual basis, maintain and improve their content and functionality, develop new services, and for other research and analytical purposes.
To send you news and updates: with your permission, to send you announcements and other information about Knowledge Futures that may interest you. Receiving these messages is optional and is never a condition of creating an account. You can unsubscribe at any time.
For security, fraud prevention, and compliance: to prevent fraud, abuse, and other misuse of the Services; to protect the security of our systems and networks; to comply with legal obligations and legal process; and to protect the rights, privacy, safety, or property of Knowledge Futures, our users, and others.
4. How we share information
We do not sell, rent, or lend your Personal Information, and we never will. We do not share it with third parties for their own marketing or advertising purposes. We share Personal Information only as described below, and only as much as each purpose requires.
With your consent. Where you have given consent, we share your information as described at the time of consent and only for the purpose for which you provided it.
With organizations whose spaces you take part in. When you participate in a space on the Services operated by an organization, such as a journal, community, or project, that organization may receive information about your participation, such as your name, your contributions, and your role in that space.
With service providers. We share information with vendors, contractors, and agents who perform functions on our behalf, such as hosting, cloud infrastructure, and other technology services; authentication and sign-in; email delivery; and payment and donation processing. We give these parties only the information they need to perform their functions for us. They may access, process, or store it only under our instructions, and are prohibited from using or sharing it for any other purpose.
In response to legal process. We do not ordinarily disclose information about individual users to third parties. We may do so in very limited circumstances, when we believe in good faith that we are required to by law, a judicial proceeding, court order, or other legal process.
To protect us and others. We may disclose information where we believe it is necessary to investigate, prevent, or take action regarding illegal activity, suspected fraud, threats to anyone’s safety, violations of this Policy or our Terms of Service, or as evidence in litigation in which we are involved.
Aggregate and deidentified information. We may share aggregate or deidentified information about use of the Services publicly and with third parties for research, reporting, or similar purposes.
If Knowledge Futures or a Service changes hands. If Knowledge Futures merges with another organization, transfers a Service to another organization, or dissolves, Personal Information related to the affected Services may be transferred as part of that change. Any organization that receives it must honor this Policy for the information it receives. We will notify you before your Personal Information is transferred, and you may delete your account and information before the transfer takes effect.
5. Analytics
Knowledge Futures does not use third-party analytics, advertising, or advertising trackers. Where a Service uses its own first-party analytics to understand how it is used, it says so in that Service. Some Services let organizations that operate spaces on them enable an analytics tool of their choosing, as described in that Service. We never send analytics providers identifying information such as your name, affiliation, or email address.
6. Third-party sites
The Services may link to websites and services that we do not operate or control, including social media services (“Third-Party Sites”). Information you share with Third-Party Sites is governed by their privacy policies and terms, not by this Policy. Linking to a Third-Party Site does not mean we endorse or have reviewed it, and we are not responsible for its information practices.
7. Your rights and choices
Providing Personal Information is sometimes optional. However, if you choose not to provide information needed for a feature, you may not be able to use that feature.
7.1 Access, correction, and deletion
You may ask to access, correct, update, or delete the Personal Information you have given us by contacting us at privacy@knowledgefutures.org. Some Services also let you view, export, or delete your information directly in your account settings. We will respond to and honor requests as required by applicable law. We may need to retain some information to comply with the law or to establish, exercise, or defend legal claims. Copies of information you have updated or deleted may remain visible in cached and archived pages for a period of time.
If you are in the European Union, United Kingdom, or another jurisdiction with similar laws, you may also have the right to restrict processing, to data portability, and to object to certain processing, as well as the right to withdraw consent at any time where we rely on it. California residents may have similar rights under California law. We will not discriminate against you for exercising any of these rights. To make a request, contact us at privacy@knowledgefutures.org. We will respond within the time required by applicable law.
7.2 Users outside the United States
Knowledge Futures is based in the United States, and we process and store information in the United States and other countries where our service providers operate. If you use the Services from outside the United States, your Personal Information will be transferred to, and processed in, the United States, which may not provide the same level of data protection as your country of residence.
7.3 Email preferences
If you have signed up to receive news or updates from us, you can opt out by following the instructions in any of those emails. It may take up to 10 business days to process your request. Even if you opt out, we may still send you messages about your account or Services you have requested.
7.4 Data retention
We generally retain Personal Information for as long as needed to fulfill the purposes for which we collected it, including for as long as you have an account or use the Services. We may retain it after that as reasonably necessary to comply with the law, resolve disputes, prevent fraud and abuse, enforce our agreements, and protect our legitimate interests.
8. Security
We use commercially reasonable technical, administrative, and organizational measures to protect Personal Information from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. However, no system or electronic transmission is ever fully secure or error-free, and email sent to or from us may not be secure. We cannot guarantee the security of our systems or that information you send us will not be intercepted in transit, so please take care in deciding what information you send us. We are not responsible for circumvention of privacy settings or security measures on the Services or on third-party websites.
You can help protect your account by choosing a strong password that you do not use elsewhere, keeping your sign-in details private, and signing out after using a shared computer. We are not responsible for lost, stolen, or compromised passwords, or for activity on your account by anyone using your password without your authorization.
9. Changes to this Policy
This Policy is effective as of the “Last updated” date at the top of this page. We may change it from time to time, so please check back periodically. We will post any changes on this page, unless applicable law requires another form of notice. If we make changes that materially affect how we handle Personal Information we have already collected, we will try to notify you in advance, by highlighting the change on our websites or by emailing the address associated with your account. By continuing to use the Services after an updated Policy takes effect, you consent to the updated Policy.
10. Contact us
If you have questions or complaints about this Policy or our information practices, contact us at privacy@knowledgefutures.org.
If you are in the European Union or United Kingdom and believe our processing of your Personal Information violates data protection law, you have the right to lodge a complaint with a data protection supervisory authority, in particular in the country where you live, where you work, or where the alleged violation occurred.