Frontiers Research Foundation Privacy Policy
Introduction - The Frontiers Research Foundation
The Frontiers Research Foundation (the “Foundation” or “we”) attaches great importance to the protection of your personal data. This privacy policy describes when we collect your personal data, how we process it and protect it and how you can contact us and exercise your rights under data protection laws.
The Foundation is a legally registered foundation governed by statutes in accordance with the articles 80 et seq of the Swiss Civil Code and placed under the supervision of the Federal Supervisory Board for foundations. Our registered address is indicated at the end of this policy.
The Foundation acts as a data controller and is responsible for the processing of your personal data as described in this privacy policy.
Matters covered by this privacy policy/ additional privacy notices
This Privacy Policy applies to all processing of personal data in connection with the use of the Foundation’s websites (including the Foundation’s main website https://www.frontiersfoundation.org and the Frontiers Planet Prize’s website https://www.frontiersplanetprize.org/, the “Websites”) and the related services and activities described in this policy. Please note that additional privacy policies or notices will apply to the processing of your personal data in the context of certain specific activities of the Foundation, in particular if you participate in the Frontiers Planet Prize and submit an application, or if you attend one of our events.
The Frontiers for Young Minds program was initiated by the Foundation but is under the operational responsibility of Frontiers Media SA. Please refer to Frontiers Media SA’s privacy policy for more information on the processing of personal data in the content of this program.
What personal data do we collect?
a) The personal data we collect when you visit our Websites
i. Geo-location data. We record (via IP addresses and time stamp) from where in the world you are accessing the Websites. This does not identify any individual (unless you are a registered user and logged in) and allows us to consolidate this data to understand where our audience is located.
ii. Log data. Your device may send information to any website you visit. We record this information when you visit the Websites. It includes your IP address, the browser used and its settings, the date and time of your visit, and data on how you used the websites you visited.
iii. Device information. We collect information about the type of device you are using, its operating system, browser type and version to ensure that the Websites operate properly with your device. The information is sent by your device, and the type of information will vary depending on the device’s manufacturer.
iv. Information concerning your interactions with us. We remember your interactions with us. This may include emails we receive from you, acceptance of terms and conditions, any submissions, Frontiers Research Foundation surveys or forms you may complete and any other, campaigns you support and interaction between you and Frontiers Research Foundation.
v. Information from Cookies and other Tracking Technologies: we use first-party and third-party cookies on the Services. To know more about our use of cookies and similar technologies and how to manage or reject cookies, please consult our cookie policy.
b) The personal data you provide when registering with us: To use certain features of the Frontiers Research Foundation website, or to subscribe to our newsletters, or to take part in our campaigns and other activities, users may be invited to register with Frontiers Research Foundation and provide certain information about you, typically your first name, last name, email address, affiliation and country. Additional information may be requested from persons who submit an application for the Frontiers Planet Prize or sign up to attend some of our events, as necessary for these purposes. Complementary information notices detailing the processing of personal data in these contexts will be provided upon registration.
c) The personal data we collect from publications, conference activities and other public sources: We may collect publicly available information about researchers from subscription services, publications, articles, and conferences. We may also receive suggestions for potential contributors from Frontiers Media SA or third-parties who are thought leaders in their areas of academic expertise. We only collect information relevant to professional research activities, such as name, institutional affiliation, contact details, publications, academic activities and specialisation(s), editorships and awards.
For what purposes we use your personal data and on what grounds?
We use the personal data we collect for the purposes described below.
a. To operate and secure our Websites (processing is based on the necessity to perform our contracts under our terms and conditions and other terms that may apply between you and the Foundation and our legitimate interest to operate our websites and communicate about our activities)
b. To measure the audience of our Websites and understand where our visitors come from, as well as their preferences and user experience (processing is based on our legitimate interest to engage with our audience and for data collected via cookies or other tracking technologies on your consent)
To perform the activities and organise our events linked to the project/program you registered to, including allowing your registration, securing your account (processing is based on our legitimate interest to develop our activities and events and on the necessity to perform any terms agreed with you in relation to your participation in such events and activities)
d. To invite you to participate in our events and activities (processing is based on our legitimate interest to engage with our audience and where legally required on your consent)
e. To provide you research-related news and information to you within your areas of expertise and interest (processing is based on our legitimate interest to engage with our audience and where legally required on your consent)
f. To communicate with you, answer your queries and provide you with support and services you requested and conduct surveys (processing is based on our legitimate interest to engage with our audience and where legally required on your consent)
g. To comply with your privacy and email preferences (processing is based on your consent and on legal requirements)
h. To ensure compliance with our terms and conditions and the policies applicable to our activities
i. To cooperate with Frontiers Media SA and other scientific, or public policy institutions (processing is based on our legitimate interest to ensure compliance with our policies)
j. To comply with our legal obligations, maintain business and financial records, handle disputes and enforce our legal and contractual rights (processing is based on our legitimate interest and legal requirements)
k. Any other purpose to which you may expressly agree (processing is based on your consent)
With whom we share your personal data?
a. Frontiers Media SA, our service providers and contractors: Frontiers Media SA and its affiliates help us develop and run our activities and events, and operate our Websites. As part of their assistance, Frontiers companies may access and process your personal data on behalf of the Foundation, based on our documented instructions. We also rely on external service providers ad contractors working on our behalf and helping us operate our Websites and perform our activities. These organizations will process your personal data under our instructions and only as necessary to perform the tasks we delegated to them. These service providers are contractually bound to maintain the confidentiality and security of your personal data.
b. Academic and research institutions: we cooperate with academic and research institutions for the purposes of developing and organising our activities and events, especially in the context of the Frontiers Planet Prize where personal data of applicants may be shared with the relevant National Nominating Body and National Representative Body. Please refer to the additional privacy notices provided upon registration for more details.
c. When we are required to disclose information to governmental authorities: we may provide your information to regulators, enforcement agents, courts and/or other government entities we believe that it is reasonably necessary to comply with a law, regulation, legal process, or governmental request.
d. In the context of disputes and court proceedings: If we are involved in disputes or court proceedings, we may provide your information if we need to do so in connection with legal proceedings. We may also use and share your information to enforce our Terms and Conditions (including investigation of potential violations).
e. In the context of corporate reorganization: If we are involved in a merger, acquisition, joint venture, dissolution, merger or other corporate restructuring, we will give you notice (by posting on the Websites), and the option to opt-out of the transfer, before your data is transferred or becomes subject to a different privacy policy.
How we protect your personal data
a. Data security: We maintain technical, physical, and administrative security measures designed to provide reasonable protection for your personal data against loss, misuse, unauthorized access, disclosure, and alteration. These measures include technical measures such as encryption at rest and in transit, secure server software (SSL) and regular reviews and audits to detect possible vulnerabilities and attacks, as well as organizational measures including access controls (following need-to-know principle), training and incident prevention, detection and response procedures. We also contractually require our service providers to maintain similar security measures. Despite these efforts, please note that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee its absolute security and, in the event of a security breach, we will take all measures that are required by applicable law, including in certain cases notifying you.
b. Data retention: We keep your personal data to enable your continued use of our Websites and services, and for as long as it is required in order to fulfil the relevant purposes described in this privacy policy, or as may be required by law taking into account relevant statute of limitations.
c. Age limits and children: Activities of the Foundation are directed towards adults, aged 18 and over. For Frontiers Young Minds, please refer to Frontiers Media Privacy Policy.
d. International data transfers: The Foundation’s Websites and activities have a global audience, and we will transfer your personal data to the persons and entities who help us carry out our mission including Frontiers Media SA’s affiliates our service providers where necessary for the purposes described in this policy. These persons and entities may be located outside your home country and when sharing your personal data with them, we will take the measures that are required by law to ensure that your personal data continue to benefit from an adequate level of protection. When we transfer information outside the European Economic Area (EEA) or Switzerland we take additional measures, where required pursuant to data protection laws. These measures include relying on the European Commission and Swiss government’s adequacy decisions issued for certain countries, as applicable, for data transfers to countries outside the EEA. Additionally, in the absence of an adequacy decision we include the Standard Contractual Clauses approved by the European Commission and the Swiss data protection authority in our contracts with non-EEA third parties that receive information from us.
Your rights under data protection laws:
You can manage your privacy and email preferences via the settings in your Loop account.
You have certain rights under data protection laws that may vary depending on your location or the nature of the processing involved. These rights will typically include the following:
a. Right to access: You have the right to request a copy of the personal data we hold about you. We will provide this information free of charge, within one month of receiving your request. If the request is complex, we may extend this period by an additional two months in accordance with applicable legislation.
b. Right to rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it. We will make the necessary changes within one month of receiving your request.
c. Right to erasure ('right to be forgotten'): You can request the deletion of your personal data under certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected, or you have withdrawn your consent.
d. Right to restrict processing: You may ask us to restrict the processing of your personal data in certain situations, such as when you contest the accuracy of your data, or when the processing is unlawful.
e. Right to data portability: You have the right to receive your personal data that you have provided to us and that we process based on your consent or for the performance of a contract in a structured, commonly used, and machine-readable format, and to transmit this data to another controller.
f. Right to object: You can object to the processing of your personal data for direct marketing purposes at any time. You may also object to the processing of your data for purposes based on legitimate interests.
g. Right to withdraw your consent in situations where our processing of your personal data is based on your express consent.
h. Right to not be subject to automated decision-making, including profiling: You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you.
Please note that the exercise of some of these rights may be subject to exceptions or limitations, as permitted by applicable laws, in particular when we can demonstrate compelling reasons for the processing that override your interests, rights, and freedoms, or where such processing is necessary to comply with our legal obligations, for reasons of public interest, or for the establishment, exercise, or defense of legal claims.
To exercise any of these rights, please contact us following the indications below (see HOW YOU CAN CONTACT US).
How you can contact us
For all questions related to this Privacy Policy and to exercise your rights (see above YOUR RIGHTS UNDER DATA PROTECTION LAWS), you can contact the Frontiers Research Foundation as described below.
Questions about this privacy policy: You can contact the Frontiers Research Foundation for any questions related to this privacy policy at data.protection@frontiersin.org.
HOW TO LODGE A COMPLAINT
The Frontiers Research Foundation is based in Switzerland and its activities are primarily governed by Swiss laws. To report any breach of Swiss legal requirements, you can contact the Swiss Federal Data Protection and Information Commissioner’s office at
Office of the Federal Data Protection and
Information Commissioner (FDPIC)
Feldeggweg 1
CH - 3003 Berne
Switzerland
https://www.edoeb.admin.ch/;
In cases where the EU General Data Protection Regulation (“GDPR”) applies, you have the right to lodge a complaint with a European Union supervisory authority. Our main establishment for the purposes of GDPR application is in Spain
Frontiers Software SLU
Calle de Goya, 36.
4th floor
28001 Madrid
Spain
data.protection@frontiersin.org
It is subject to the supervision of the Agencia Española de Protección de Datos AEPD.
Agencia Española de Protección de Datos
C/ Jorge Juan, 6
28001-Madrid
https://www.aepd.es/es;
Where the UK General Data Protection Regulation applies, you have the right to lodge a complaint with the UK’s Information Commissioner’s Office.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom
Where other laws apply, you can contact us according to the paragraph above to lodge a complaint.
If your complaint relates to the processing of personal data in the context of a Hosted Journal, you can contact Frontiers at the address indicated above and we will receive your complaint on behalf of the relevant Publishing Partner who is acting as controller. You can also contact the relevant Publishing Partner directly at the address indicated on their website (see above “OUR PUBLISHING PARTNERS”).
Amendments to this privacy policy
If we make changes to this Privacy Policy, those changes will come into effect upon their posting on the Websites. If changes involve any substantive change to your rights or possibilities, we will inform you through appropriate means, such as by contacting you via your registered email address or with a pop-up announcement the next time you log in.
This Privacy Policy was last updated on Tuesday 13 May 2025
Frontiers Research Foundation
c/o Frontiers Media SA,
Avenue du Tribunal-Fédéral 34,
1005 Lausanne,
Switzerland