Privacy Policy

Who we are

This website: is the virtual home of the annual traveling symposium Calotte Academy. The Calotte Academy is one of the main activities of the Thematic Network on Geopolitics and Security, which is a joint international, academic network between the University of the Arctic and the Northern Research Forum. The purpose of the web-site is to help disseminating the final reports of the Academy, provide a platform to apply for the Academy, as well as serving as an organizational platform for the Academy coordinators.

What personal data we collect and why we collect it

We only collect personal data that you submit by entering your data in one of the forms of the website. We use and collect personal data only in order to arrange and organize the Calotte Academy, and to keep applicants and participants informed. This may include contacting you using the contact details you provide use; if required, to book transport and accommodation during the Calotte Academy; to apply for visa invitations; if required by the funding agency, to report to funding agencies; to create visitor statistics. More detailed information on what we use certain personal data for can be found in the application form.

By using our services you agree to the use and collection of your data in accordance with this privacy policy. The following data are being collected or processed:

Personal data

When using our services, we will ask you to provide us with personally identifiable information that can be used to contact or identify you ("Personal Data"), which we require in order to make arrangements for organizing the Calotte Academy. Personally identifiable information may include, but is not limited to: 
    • Email address 
    • First name and last name 
    • Phone number 
    • Address, State, Province, ZIP/Postal code, City 
    • Cookies and Usage Data

Usage Data

We may also collect information how the website is being used and accessed ("Usage Data"). This data may include information such as your computer's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

This site uses Matomo for creating visitor statistics. With Matomo we gather anonymous data of how people are using this site, e.g. details of page views etc. We do not use statistics to gather personal information of our visitors, and the IP addresses of visitors are being anonymized. The statistics we get help us, to optimize the page and to discover errors (e.g. broken links). You can opt-in to your visit being included in the statistics gathering. If you have set the "do-not-track" option in your browser, you need to allow it in the browser settings first.

Additionally, the website is hosted on a Debian server that runs Apache webserver to provide you this website. The server logs raw data, such as the IP address or browser type. The server logs are to analyse errors on serving the website, in order to maintain the website's functionality.


A "cookie" is a small data text file that is placed in your browser. This site uses cookies and some might have already been set. The cookies we use are essential for parts of the site to operate and to increase the site performance, e.g. by allowing us to recognize you each time you visit this site and to load your preferences. Cookies themselves do not contain any personal information, and we don't use cookies to collect personal information.

When you log in, we will set up several cookies to save your login information and your screen display choices. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Contact forms

When visitors use the contact form on the site we collect the data you submit through the contact form, as well as the visitor’s IP address and browser user agent string to help spam detection.

Who we share your data with

In case of successful application and in order to organize the Calotte Academy, certain personal information need to be shared with our partners and co-organizers. This may include funding agencies, host institutes where sessions take place, transport companies, migrations offices, customs, or hotels/hostels. Additionally, upon your approval, the name, position, affiliation, paper title, and abstract of participants will be published in the program both digitally (for download) and in print.

We do not sell any data to third parties, and we only share those personal details with our partners that are necessary in order to organize the Calotte Academy.

How long we retain your data

Details of your application are being deleted from the website database after the final report of the Calotte Academy has been published, or the latest one year after the Calotte Academy you applied for took place. Your website account details, including your email address, position and affiliation remains stored as long as your account is active.

Anonymized Usage Data may be stored up to two years, while server logs are being deleted after two weeks.

What rights you have over your data

If you have created an account you can find an overview of the data we have stored from your profile view ("My Account"). From the user menu (bottom right) you can additionally find the data you submitted during your application process ("My application"). At any time you can delete your account: Visit your user profile site ("My Account"; under the tab "edit" you can find a button to "cancel account"), which deletes any personal details you have submitted. If you need assistance, contact our administrator.

Contact information

You can contact us through our contact form.