Ocean Census Privacy Policy

Issued: 17th July 2026

I. Our commitment to you

Ocean Census Ltd (‘Ocean Census’, ‘we’, ‘us’) is committed to protecting your personal information and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Ocean Census Ltd is the data controller for personal data collected through our website, Ocean Census NOVA, events and related activities. Ocean Census Ltd is a programme founded by The Nippon Foundation and Nekton Foundation (registered charity no: 1162666)
Registered Office: C/O Nekton Foundation, Begbroke Science Park, Begbroke Hill, Woodstock Road, Yarnton, Oxfordshire OX5 1PF
Ocean Census is a company Limited by guarantee, registered in England and Wales no: 9644797. 

II. Scope

This Privacy Notice applies to visitors to our website, Ocean Census NOVA users, event participants, donors, partners, suppliers, applicants and others whose personal data we process.

III. Information we collect

We may collect contact details, professional details, correspondence, event registrations (including accessibility/dietary information where needed), Ocean Census NOVA account information, scientific attribution information, website usage information (cookies, IP address, browser/device data) and other information you choose to provide.

IV. How we use your information

To operate our website and programmes; administer Ocean Census NOVA; manage events; communicate with you; respond to enquiries; administer donations and partnerships; improve services; meet legal obligations; protect our systems; and support our charitable mission.

V. Lawful bases

We process personal data using one or more lawful bases: consent, performance of a contract, compliance with legal obligations, legitimate interests and, where applicable, protection of vital interests.

 VI. Sharing

We do not sell personal data. We may share information with Nekton Foundation, trusted processors (IT hosting, CRM, email, event platforms and professional advisers), scientific publication partners where necessary, regulators or law enforcement where legally required, and funders where data is anonymised or aggregated unless otherwise agreed.

 VII. International transfers

Where data is transferred outside the UK we implement appropriate safeguards, including adequacy regulations or the UK International Data Transfer Agreement/approved contractual clauses.

VIII. Retention

We retain personal data only as long as necessary. Financial records are retained for statutory periods. Recruitment and event records are retained in accordance with our retention schedule. Scientific attribution linked to Ocean Census NOVA may be retained indefinitely because it forms part of the permanent scientific record. This means that when a new data entry is uploaded to Ocean Census NOVA, for the full scientific record we will publish the taxonomist’s name and this together with the details of the new marine species are required to remain on Ocean Census NOVA indefinitely.

IX. Cookies

We use essential cookies and, subject to your consent, analytics and similar technologies. Cookie preferences can be managed through our cookie banner and browser settings.

 X. Photography

Photography and filming may occur at events. We will provide advance notice and, where appropriate, rely on consent or legitimate interests, offering practical opt-out arrangements where feasible.

XI. Your rights

You have rights to access, rectify, erase, restrict processing, object, request portability (where applicable), withdraw consent and complain to the Information Commissioner’s Office (https://ico.org.uk).

 XII. Security

We use appropriate technical and organisational measures including access controls, encryption where appropriate, staff training and contractual safeguards with processors.

XIII. Contact

For privacy enquiries or to exercise your rights contact: enquiries@oceancensus.org

XIV. Changes

We may update this Privacy Notice periodically. The latest version will always be published on our website with the effective date.