When you visit our website, use our platform, or complete one of our forms, we may collect the following information:

• Your first and last name

• Your email address

• The name, address, and website of your organisation

• Your reason for contacting us

• Technical data such as your IP address and your activities on our website

If you make a donation, we collect your name and email address. If the donation is made on behalf of an organisation, we also collect the organisation’s name.

We also use Google Firebase Crashlytics to collect anonymised crash reports. This helps us identify technical issues and improve the stability and performance of the Cluey app.

We use your data to provide and improve our services, communicate with you, ensure platform functionality, and comply with legal obligations.

We only process data that is necessary and aim to minimise data collection wherever possible.

We handle your data with strict confidentiality and apply appropriate technical and organisational measures, including secure hosting environments and encryption.

• Our website is SSL-protected, which you can recognise by the secure padlock icon in your browser, ensuring encrypted communication at all times.

• Your data is securely stored in MarkLogic's Security Database, recognised as one of the most secure NoSQL database technologies.

Unlike many global platforms, Sensing Clues operates fully under EU law. This ensures that your data is protected under the world’s strictest data protection standards and is not exposed to access from external jurisdictions.

You retain full ownership and control of your data at all times.

Sensing Clues does not claim ownership, restrict access, or rely on proprietary data structures that create dependency. This ensures transparency, portability, and no vendor lock-in.

As the data owner, you are responsible for ensuring that your data collection complies with applicable privacy laws and regulations. Sensing Clues does not assume responsibility for privacy-sensitive information recorded by users of the platform.

When using the Cluey Data Collector App, you may collect and manage the following types of data:

• Account Information: Email address, username, and permissions (e.g. GPS, camera, photo library). When inviting others to your Groups, their email addresses and usernames are also recorded.

• Observations: Location, date and time, observation tags, photos, and any free-text notes you choose to record.

• Tracking: If enabled, GPS location data is collected in the background to track routes, along with the selected track type. This function can be enabled or disabled at any time.

If you upload data via the Sensing Clues Upload Service, any potentially sensitive information is governed by the Non-Disclosure Agreement (NDA) associated with the Premium Subscription Plan.

We only share personal data when legally required or strictly necessary for administrative and operational purposes.

This may include:

• Banking providers to process payments

• Administrative service providers to support our operations

• Website hosting providers to securely store data

• Newsletter software providers to send updates, if you have subscribed

All partners are contractually bound to comply with applicable data protection standards under EU law and to handle your data with care and confidentiality.

In addition, we may share anonymised or pseudonymised data (typically older than six months) with research partners. This supports the development of insights, methods, and tools that contribute to our mission of turning wild spaces into safe havens.

We retain personal data only as long as necessary to fulfil the purpose for which it was collected and in accordance with legal obligations.

Specifically:

• Existing clients: Personal data is retained for up to two years after the termination of the agreement.

• Potential clients: Personal data is retained for up to two years after initial contact.

Legal obligation: Under Dutch law, we are required to retain certain administrative and personal data (such as names, addresses, and invoices) for a period of seven years.

We aim to minimise data retention wherever possible.

Cookies are small text files stored on your device that enable the website to recognise your browser and store certain information.

We use functional and technical cookies to ensure the proper functioning of our website and web-based services and to improve user experience.

You can disable cookies through your browser settings. Please note that if you do so, parts of the website or services may not function properly.

You can subscribe to or unsubscribe from our newsletter at any time via our website.

If you choose to unsubscribe, your email address and associated data will be deleted from our mailing list.

We use Mailchimp as our newsletter service provider. Mailchimp processes your data on our behalf and in accordance with applicable data protection regulations.

You have the right to access your personal data, correct any inaccuracies, or request the deletion of your data from our systems.

To exercise these rights, simply contact us. We will respond to your request within one week.

If you are not satisfied with our response, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

If you have any questions about this Privacy Policy or how your data is handled, please contact us.