Privacy
Spiralweb Stewardship Association keeps spiralweb.earth deliberately simple. This notice applies only to spiralweb.earth and explains what information may be processed when you visit the site, contact the association, ask to receive Field Notes, become a member or contribute to a permitted public collection. The Green Papers at papers.spiralweb.earth are a separately held publication site and are not covered by this notice.
Who is responsible
Spiralweb Stewardship Association, CVR 46425499, Denmark, is responsible for personal information sent directly to the association.
Contact: contact@spiralweb.earth
The public website
This public site does not use advertising pixels, behavioural tracking or visitor analytics, and it does not intentionally set non-essential cookies.
The site is delivered through Cloudflare, Inc. in the United States, which processes technical request data on the association's behalf. For transfers of personal data from the European Economic Area to the United States, Cloudflare relies on its certification under the EU–U.S. Data Privacy Framework. Its data-processing terms also incorporate the EU Standard Contractual Clauses.
When you write to us
When you contact the association, we process the information contained in your message—normally your name, email address and correspondence—in order to reply and administer the relationship or enquiry.
Correspondence is kept only for as long as it remains relevant to the enquiry, relationship, association administration or an applicable legal and documentation requirement.
Field Notes
If you ask to receive Field Notes, we keep your email address for that purpose. Field Notes are expected four to six times each year. Joining the list does not create membership, governance or other rights in the association.
You may leave the list at any time by writing to contact@spiralweb.earth. We keep the address for this purpose until you leave the list or the Field Notes service ends.
Membership
If you become a member, we keep the information needed to administer the membership relationship. This normally includes your full name, email address, joining date, membership-period end date, payment and renewal status and relevant correspondence.
We use this information to maintain the membership register, confirm payments and membership periods, send renewal reminders and notices concerning the association's democratic life and administer the relationship. Membership information is kept while the membership is active and thereafter only for as long as needed for accounting, legal, documentation or dispute-resolution purposes.
Public collection contributions
If you contribute to a permitted public collection by bank transfer, the association processes the transaction information received through its bank. This normally includes the account-holder name, amount, date and payment reference, together with any related correspondence. Please do not include sensitive or unnecessary personal information in the payment reference.
The information is used to administer the collection, keep and reconcile its accounts, answer questions, handle any return and meet documentation, audit and legal obligations. A bank transfer is not anonymous to the association or its bank. The association does not publish a contributor's identity without prior consent. Records are kept only for as long as required for accounting, legal, documentation or dispute-resolution purposes.
MobilePay donations
If and when a MobilePay Donations route is shown as active on the association's support page, MobilePay may share the donor and payment-agreement information needed to administer an individual or recurring donation. This normally includes name, phone number, amount, date, transaction reference and, for a recurring donation, its agreement status and schedule. Other information is processed only where the donor has expressly agreed and it is necessary for a stated purpose.
The association uses this information to record and reconcile contributions, administer or stop recurring agreements, answer donor requests and comply with accounting and legal obligations. MobilePay remains responsible for its own app and payment processing. The association does not claim or administer tax deductibility unless a separate lawful basis and approval have been made public. Read the donation and payment terms before creating a MobilePay donation agreement.
People carrying the work
The Association may process information needed to form and administer Board roles, employment, consultancy, steward, PG Lead, research and other working relationships. This can include identity and contact details, role and period, working time, agreements, compensation, invoices, payment and tax information, expenses, approvals, review notes and relevant correspondence.
With the person's agreement, the public site may show their name, role, biography, image, working period or full-time-equivalent range, capacity envelope, the work enabled and the next review. A capacity envelope is a total budget for a function and period and may include gross compensation, employer or contract costs and direct role expenses.
Exact working terms, bank and tax details, private contact information and protected review material are held in the access layer appropriate to the relationship. Public information can be corrected or withdrawn where the governing agreement and applicable duties allow. See the Compensation and Transparency Practice.
PG Ledger and field material
Field and relationship records may include names, roles, statements, images, audio or video, observations, decisions, consent and access choices, resource movements and Returns. The purpose and visibility of each shared record are shaped with the people and relationships involved.
Information can remain within a local or partner circle, enter an accountable Association record, or become part of the public knowledge commons. Provenance, correction and the agreed access layer travel with the record. Accounting and legal records are retained for the periods required by the relevant duties; other material is reviewed in relation to its purpose and agreement.
Legal basis
We process technical request data and correspondence on the basis of our legitimate interests in operating and protecting the website, answering enquiries and administering the association's relationships. We process your email address for Field Notes on the basis of your consent, which you may withdraw at any time.
Membership information is processed because it is necessary to administer the membership relationship. Payment and accounting records are retained where required by applicable law.
Contribution and collection records are processed to administer the public collection, comply with accounting and legal obligations and document the receipt and use of collected funds.
Working-relationship and PG Ledger information is processed as necessary to form and administer agreements, meet legal and accounting duties and pursue the Association's legitimate interests in accountable governance, learning and public transparency. Public portraits, biographies and personal role details are shared through the relevant agreement and, where applicable, consent.
Sharing and service providers
The association does not sell personal information. Information is shared only where necessary with service providers used for website delivery, email, banking, payment processing, accounting, audit or association administration, or where disclosure is required by law or a competent public authority.
Your rights
Depending on the circumstances, you may ask for access, correction, deletion, restriction, objection or data portability concerning personal information held by the association. Where processing is based on your consent, you may withdraw that consent at any time without affecting the lawfulness of earlier processing.
The association does not use personal information for automated decision-making or profiling.
Questions or requests may be sent to contact@spiralweb.earth. You may also complain to the Danish Data Protection Agency (Datatilsynet).