Privacy Policy

1. Who we are

The ReMAP Network (Research and Migration Action Platform) is a research-practice network dedicated to bridging academic research and field practice on refugee and migration issues in Romania. ReMAP operates in partnership with the United Nations High Commissioner for Refugees (UNHCR) Romania and the Centre for Comparative Migration Studies (CSCM).

For the purposes of GDPR, the data controller is:

• Organisation: ReMAP Network
• Website: remap-network.com
• Contact: info@remap-network.com
• Country: Romania (EU)

If you have any questions about how your personal data is handled, please contact us at the email address above before raising a complaint with the supervisory authority.

2. What data we collect and why

We only collect data that is necessary for a specific, stated purpose. Below is a summary of all data points we may collect.

Data type	How it's collected	Purpose
Full name	Newsletter signup, membership form, contact form, resource submission	To address you correctly in communications
Email address	Newsletter signup, membership form, contact form, resource submission	To send newsletters, confirm submissions, respond to enquiries
Organisation / affiliation	Membership form, resource submission	To understand the network's composition and verify submissions
Professional role / title	Membership form	To tailor communications and network activities
Message content	Contact form	To respond to your enquiry
Submitted materials	Resource submission form	To review and potentially publish in the ReMAP resource library
IP address, browser type, pages visited, time on site	Automatically via Google Analytics (anonymised)	To understand how the website is used and improve it
Cookie identifiers	Automatically via browser cookies	See Section 7 — Cookies

We do not collect any special category data (such as racial or ethnic origin, political opinions, health data, or biometric data) through this website. If you submit a publication or resource that contains such data relating to third parties, you are responsible for ensuring that data has been collected and processed lawfully.

3. Legal basis for processing

Under GDPR Article 6, we process your personal data on the following legal bases:

• Consent (Art. 6(1)(a)): When you sign up for our newsletter or tick a consent checkbox on a form. You may withdraw consent at any time.
• Legitimate interests (Art. 6(1)(f)): For website analytics, improving our services, and responding to unsolicited contact enquiries. We have assessed that our legitimate interests do not override your rights and freedoms.
• Contract (Art. 6(1)(b)): Where processing is necessary to fulfil a commitment you have entered into with us, such as membership in the ReMAP Network.
• Legal obligation (Art. 6(1)(c)): Where we are required to retain or disclose data under Romanian or EU law.

4. How we use your data

Newsletter subscribers

If you subscribe to our newsletter, we use your name and email address to send you updates about ReMAP activities, publications, events, and network news. Each newsletter contains an unsubscribe link. We use a third-party email platform to send newsletters (see Section 5). We will not use your subscription to send you commercial advertising.

Members

If you join the ReMAP Network, we use your membership data to manage your membership, include you in relevant network communications, and — if you consent — list your name and organisation in our public member directory. We will ask for separate consent before including any personal details in a public-facing directory.

Contact form enquiries

We use the information you provide in a contact form solely to respond to your message. We do not add contact form submitters to mailing lists without separate consent.

Resource submissions

If you submit a publication or resource, we use your contact details to communicate the outcome of our review and, if the resource is published, to credit authorship. We do not publish personal contact details alongside published resources without your explicit consent.

Website analytics

We use Google Analytics to collect anonymised data about how visitors use our website. This helps us understand which content is most useful, identify technical issues, and improve the site. IP addresses are anonymised before any data is sent to Google. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

5. Who we share data with

We do not sell, rent, or trade your personal data. We share data only in the following limited circumstances:

Service providers (data processors)

We use third-party services to operate the website and our communications. These providers process data on our behalf under data processing agreements and are obliged to protect your data:

• WordPress / web hosting: The website is hosted on servers within the EU. Hosting provider stores website data including form submissions temporarily.
• Email platform: We use a third-party newsletter service to manage and send email communications. Subscriber data (name, email) is stored on that platform.
• Google Analytics: Anonymised usage data is processed by Google LLC under the EU–US Data Privacy Framework.
• Google Workspace / Gmail: Internal team communications and some form submission notifications are processed via Google Workspace.

Partner organisations

ReMAP operates in partnership with UNHCR Romania and CSCM. We may share anonymised, aggregated data about network activities with these partners for reporting purposes. We do not share individual personal data with partner organisations without your knowledge and, where required, your consent.

Legal requirements

We may disclose personal data if required to do so by Romanian law, court order, or other legal process, or to protect the rights, property, or safety of ReMAP Network, its members, or the public.

6. How long we keep data

Data type	Retention period	Reason
Newsletter subscriber data	Until you unsubscribe, then deleted within 30 days	Consent-based; no lawful basis to retain after withdrawal
Membership data	Duration of membership + 2 years	Legitimate interest in maintaining accurate network records
Contact form submissions	12 months from last correspondence	In case of follow-up; deleted once no longer needed
Resource submission records	Duration of publication + 5 years	Attribution and editorial record
Analytics data	26 months (Google Analytics default, anonymised)	Understanding long-term usage trends

At the end of each retention period, data is securely deleted or anonymised so that it can no longer be associated with any individual.

7. Cookies and tracking

Cookies are small text files placed on your device when you visit a website. We use the following types of cookies:

Strictly necessary cookies

These are required for the website to function and cannot be switched off. They include session cookies set by WordPress and security cookies. No personal data is stored in these cookies beyond what is needed for the session.

Analytics cookies

We use Google Analytics cookies (_ga, _gid, _gat) to collect anonymised information about how visitors use the site. These cookies do not identify you personally. They are only set with your consent, which we collect via our cookie consent banner.

Third-party cookies

The Across Borders Podcast page embeds a Spotify player. Spotify may set its own cookies when you interact with the player. We do not control these cookies — please refer to Spotify's Privacy Policy for details.

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality. You may also use our cookie consent banner to manage your preferences at any time.

8. International data transfers

ReMAP Network is based in Romania, an EU member state. Your data is processed primarily within the European Economic Area (EEA).

Some of our service providers (including Google) transfer data to the United States. Where this occurs, the transfer is protected by one or more of the following safeguards:

• The EU–US Data Privacy Framework (adequacy decision)
• Standard Contractual Clauses approved by the European Commission

We will not transfer your data to countries that do not have adequate data protection safeguards without your explicit consent.

9. Your rights

Under GDPR, you have the following rights regarding your personal data. To exercise any of these rights, contact us at info@remap-network.com. We will respond within 30 days.

Right	What it means
Right of access	You can request a copy of all personal data we hold about you.
Right to rectification	You can ask us to correct inaccurate or incomplete data.
Right to erasure	You can ask us to delete your data where there is no longer a lawful basis to hold it ("right to be forgotten").
Right to restrict processing	You can ask us to pause processing your data in certain circumstances, for example while a complaint is being investigated.
Right to data portability	You can request your data in a structured, machine-readable format (where processing is based on consent or contract).
Right to object	You can object to processing based on legitimate interests, including direct marketing.
Right to withdraw consent	Where processing is based on consent, you may withdraw it at any time. This does not affect the lawfulness of processing before withdrawal.

If you are not satisfied with our response, you have the right to lodge a complaint with the Romanian supervisory authority:

• Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP)
• Website: www.dataprotection.ro
• Address: B-dul Magheru 28–30, Sector 1, Bucharest, Romania
• Phone: +40 318 059 211

10. Children's data

The ReMAP Network website is not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe a child under 16 has submitted personal data to us, please contact us immediately and we will delete it.

We recognise that our work on displacement and refugee issues may involve research concerning children and vulnerable populations. Any such research is conducted by member organisations under their own ethical and data protection frameworks. ReMAP Network does not directly collect sensitive data about displaced persons or asylum seekers through this website.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the "Last updated" date at the top of this page.

For significant changes, we will notify newsletter subscribers by email. We encourage you to review this policy periodically. Your continued use of the website after any changes constitutes acceptance of the updated policy.

Previous versions of this policy are available on request.

12. Contact us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact us:

• Email: info@remap-network.com
• Website: remap-network.com/contact/

We aim to respond to all data-related enquiries within 30 calendar days. For complex requests, we may extend this period by a further two months, in which case we will notify you within the first 30 days.

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ReMAP Network · remap-network.com · Romania (EU) · This policy was written for the purposes of compliance with EU Regulation 2016/679 (GDPR) and Romanian Law no. 190/2018 on measures to implement the GDPR.