Legal

Privacy Policy

Last updated: July 23, 2026

Sphagnum Database is a community database and field guide for documenting, identifying and studying Sphagnum and related taxa. This Privacy Policy explains what information we collect through the website, the mobile app and related contribution tools.

Controller

The controller responsible for this service is the operator of Sphagnum Database and Sphagnum Field Guide as identified in the website's legal notice/imprint. For privacy requests, use info@sphagnum-database.com.

Contact

If you have questions about privacy, your account, your observations or removal of submitted content, contact us at info@sphagnum-database.com.

Information We Collect

Account information: username, email address, password hash and basic profile information needed to log in and contribute.
Contributor content: species pages, edits, image captions, copyright/source information, literature links, articles, comments and identifications.
Observation data: species name or suggested identification, photos, date, time, coordinates, approximate/hidden-location settings, place names and notes.
Photo metadata: when available, uploaded photos may contain metadata such as date, time and GPS coordinates. We may use this to help prefill observation forms.
iNaturalist import and sync data: if you choose to import your own iNaturalist observations, or where we use public iNaturalist exports/API data for species maps and distribution context, we may process public observation data such as iNaturalist observation IDs, source links, taxon names, quality grades, dates, public or obscured coordinates, place information, photo/media URLs, licenses, observer usernames and observer display names.
Technical data: IP address, browser/app information, server logs, security logs and cookies/session data needed to run the website and app.

Data Processing Overview

Data category	Purpose	Public?	Typical retention
Account name and email	Login, contributor access, security and support	No, except public username/display name	Until account deletion or as legally required
Species edits, articles, comments and identifications	Database contribution, attribution, moderation and scientific record keeping	Usually yes	As long as needed for database integrity, unless removed or anonymized
Observation photos, dates, places and taxon names	Documentation, mapping, identification, microscopy and research support	Usually yes	As long as needed for scientific documentation, unless removed or anonymized
Public iNaturalist observer names/usernames and source IDs	Source attribution, duplicate prevention, observation context, maps and scientific traceability	Usually yes, together with a source link to iNaturalist	As long as needed for the linked record, unless removed, anonymized or no longer needed
Exact coordinates and photo metadata	Observation location, form prefilling and quality review	Only if not hidden/obscured	As long as needed for the observation record or until deletion/anonymization where possible
Server logs and security data	Security, abuse prevention, troubleshooting and legal compliance	No	For a limited period unless needed for security or legal reasons

Legal Bases for Processing

Where the General Data Protection Regulation (GDPR) applies, we process personal data on the following legal bases:

Contract or pre-contractual steps: account creation, login, contributor tools and requested app/website features.
Consent: optional uploads, optional observation submissions, optional import of your own iNaturalist account, optional location sharing and optional contact via email or Discord.
Legitimate interests: operating, securing and improving the database, preventing spam or abuse, maintaining attribution, avoiding duplicate imports, showing public iNaturalist source context and preserving scientific record integrity.
Legal obligations: where we must retain or disclose information under applicable law.
Research, archiving and documentation interests: where applicable law allows retention of scientific records, especially where records can be anonymized or exact locations hidden.

How We Use Information

To operate the Sphagnum Database website and mobile app.
To allow users to create accounts, submit observations, upload images and contribute species information.
To support identification, microscopy, research, data quality review and community moderation.
To show public species pages, observation maps, contributor articles, image galleries and taxonomy resources.
To improve the database, prevent spam, protect accounts and maintain security.
To respond to support requests, sample-submission questions and content-removal requests.

Public Content

Contributions to Sphagnum Database may become public. This can include usernames, species edits, observations, images, captions, identifications, comments and contributor articles. If you hide an exact observation location, the public map should show an approximate location instead of the exact coordinates.

Public iNaturalist Data

Sphagnum Database may display or store selected public iNaturalist observation data to improve species distribution maps, species pages and observation context. This may include the iNaturalist observation ID, source URL, taxon name, quality grade, date, public location or obscured location, place information, public photo URLs, license information, iNaturalist username and iNaturalist display name. We use this information to document where records came from, attribute public records, avoid duplicate imports and make database maps scientifically useful.

iNaturalist records are not treated as Sphagnum Database user accounts unless the person also registers with us. We do not intentionally collect private iNaturalist account data such as email addresses, private notes or non-public exact coordinates. If iNaturalist marks a location as obscured or private, public displays on Sphagnum Database should use only the public/obscured location data available from iNaturalist, not the hidden exact location.

Photos and other media from iNaturalist remain subject to the license chosen by the iNaturalist user. We aim to show attribution and source links, and to avoid reusing media in a way that conflicts with the applicable license. If you are an iNaturalist user and want your iNaturalist-derived record, name, username or media reference removed or anonymized from Sphagnum Database, contact info@sphagnum-database.com.

User Generated Content and Moderation

The website and app include user-generated content such as observations, images, identifications, comments and articles. We may review, edit, hide or remove content that appears unlawful, abusive, misleading, spam-like, privacy-invasive, copyright-infringing or unsuitable for the database. Concerns can be reported to info@sphagnum-database.com.

Mobile App Data

The Sphagnum Field Guide app can be used to browse database content. Optional features may let you log in, cache content for offline use, create private field notes on your device, submit observations, upload photos, use your device location and open website contribution pages. Private field notes remain on your device unless you choose to submit related information through a website or app feature.

Sources of Data

Most personal data is provided directly by users when they register, log in, upload content, submit observations, write articles or contact us. Some data may come from public third-party sources when you choose to import your own iNaturalist observations, when we synchronize public iNaturalist observation exports/API data for species maps, or when public source links are displayed for imported records.

Location Data

Location data is only used for observation and field-record features. You can submit an exact location or choose to hide the exact location publicly. Hidden locations may still be stored internally so the record can be maintained and reviewed, but public displays should use an approximate location.

Sharing With Third Parties

We do not sell personal information. We may share or expose data in the following limited cases:

Public database pages display the content you choose to contribute.
Website hosting, WordPress, security, email and backup providers may process data as needed to operate the service.
Map tile and geocoding providers such as OpenStreetMap-related services may receive technical request data when maps or place searches are loaded.
iNaturalist may be contacted when you use import features, when public iNaturalist-derived species data is synchronized or displayed, or when you open iNaturalist source links.
Discord is an external service; if you join or contact us there, Discord's own terms and privacy policy apply.
We may disclose information if required by law or necessary to protect the service, users or the public.

International Transfers

Some service providers or third-party services may process data outside your country. Where required, we rely on appropriate safeguards such as contractual commitments, provider security measures or other lawful transfer mechanisms.

Automated Decision-Making

We do not use personal data for automated decisions that produce legal or similarly significant effects. Some database labels, counts, filters, map clusters or quality indicators may be calculated automatically, but they are used for display, sorting, moderation support and data quality workflows rather than automated legal decisions.

Cookies and Local Storage

The website uses cookies for login sessions, security and preferences. The mobile app stores data locally for offline use, including cached species data, images, observations, field notes and login tokens where applicable. If a cookie consent tool is shown on the website, you can use it to review or change available cookie preferences.

Data Retention and Deletion

We keep account and contribution data as long as needed to operate the database, maintain attribution, preserve scientific records and comply with legal obligations. You can request account deletion, content removal or correction by contacting us or by using the account deletion page, which is available without logging in. Some public scientific records may be retained in anonymized or attributed form where removal would damage the integrity of the database, where we have a legal obligation to retain information or where retention is necessary for security, fraud prevention or legal claims.

Your Rights

Depending on where you live, you may have the right to request access to your personal data, correction, deletion, restriction of processing, data portability and objection to certain processing. You may also withdraw consent where processing is based on consent. To exercise these rights, contact us at info@sphagnum-database.com or use the account deletion page. If you are in the EU/EEA, you may also lodge a complaint with your local data protection authority.

Security

We use reasonable technical and organizational measures to protect the service. No online service can be guaranteed to be completely secure, so please use a strong password and do not submit sensitive personal information in public notes.

Children

Sphagnum Database is intended for users who can responsibly contribute scientific or educational data. If you believe a child has submitted personal information without appropriate permission, contact us.

International Use

Users may access and contribute to the database from different countries. By using the service, you understand that data may be processed where our website, service providers or contributors operate.

Changes

We may update this Privacy Policy when the website, app or contribution tools change. The updated version will be posted on this page.