Occultation Portal User Agreement

Introduction

Occultation Portal is a web-based astronomical archive and analysis platform designed for the fast, efficient, and centralized management of occultation observation campaigns organized by the ERC Lucky Star Project.

1. General Information

This user agreement applies to all users who register on Occultation Portal. It governs the collection, processing, protection, and sharing of personal and scientific data provided during registration and while using the platform.

2. Data Collected

We may collect the following categories of data:

• Full Name
• Email Address
• Password (stored in encrypted/hashed form; not decipherable to administrators or third parties)
• Affiliation Information (Institution)
• Equipment Information (telescopes, cameras, filters, and other technical equipment)
• Observation Location Information (Longitude, Latitude, Altitude are encrypted at rest; other non-sensitive location metadata is stored in plain text).
• Astronomical Occultation Data (observation records, measurements, images, timestamps, etc.)
• Supporting Documents Related to Occultation Data (ROI files, analysis outputs, result files, reports, maps, etc.)
• Usage & Analytics Data (non-identifying): page views, approximate region, browser/device, session timings. Collected only if you consent (see Cookies & Analytics).

3. Purpose of Data Processing

The collected data is used solely for the following purposes:

• Conducting scientific research
• Preparing academic and scientific publications
• Organizing scientific observation campaigns and activities
• Ensuring data integrity, platform security, and reliability
• Improving the platform’s infrastructure and understanding global interest in campaigns (analytics)

All processing is strictly non-commercial (scientific and educational only).

4. Data Protection

Personal and scientific data are stored and processed in compliance with the EU GDPR. We apply technical and organizational measures to protect data against unauthorized access, alteration, or loss. Passwords are irreversibly hashed; precise observation location fields (longitude, latitude, altitude) are encrypted at rest in our database. Transport security is enforced via HTTPS/TLS. Access to decryption keys is restricted to authorized components.

5. Data Sharing

We do not sell or share user data for advertising purposes. Data may be shared only:

• With your explicit consent (e.g., for collaborative research/publications)
• With service providers (data processors) strictly as needed to operate the platform (e.g., hosting and analytics infrastructure), bound by appropriate data-processing terms
• Where required by law, in response to a valid court order or competent authority
• In scientific outputs, only in anonymized or otherwise authorized form

For analytics we use Matomo (self-hosted) to process aggregated, non-identifying usage data. We honor Do Not Track where supported and enable IP anonymization. Analytics runs only after your consent (see Cookies & Analytics).

6. User Rights

Under GDPR, you have the right to:

• Access your personal data
• Know the purposes and legal bases of processing
• Request correction of inaccurate or incomplete data
• Request deletion of your data (“right to be forgotten”)
• Object to or restrict processing in certain cases
• Data portability (where applicable)
• Lodge a complaint with an EU supervisory authority

You may request deletion of your account and uploaded data at any time; we will process such requests within a reasonable timeframe.

7. Use and Sharing of Scientific Data

Data available on the platform (e.g., observation files, analysis results, maps) may be used only with the explicit permission of the data owner or as permitted by applicable project policies. Unauthorized use or redistribution is prohibited and may lead to legal action by the data owners.

8. Cookies & Analytics

We use strictly necessary cookies for core site functions (e.g., CSRF protection) and Matomo (self-hosted) analytics to improve the platform and understand global interest in campaigns. Analytics collects only aggregated, non-identifying information (e.g., page usage, approximate region). IP addresses are anonymized, and Do Not Track is respected.

Analytics is consent-based: you can accept or decline via the cookie banner. If declined, Matomo is not activated and no analytics cookies are set. You can change your choice later via your browser controls (clearing cookies) to re-prompt the banner.

9. Legal Bases & Retention

Depending on the context, we rely on one or more of the following legal bases under GDPR: legitimate interests (scientific research and platform operation), performance of a contract (user account), and consent (analytics cookies).

We retain account and research data for as long as necessary for the scientific purposes described or as required by law. Aggregated analytics data is retained per our analytics configuration and then deleted or anonymized.

10. Contact

For privacy requests (access, deletion, objection) or questions about this policy, please contact: dpo.obs@obspm.fr.

11. Changes

We may update this agreement from time to time. Material changes will be indicated by updating the “Last updated” date above and, where appropriate, by additional notice within the platform.

12. Acceptance

By completing registration and checking the acceptance box, you confirm that you have read, understood, and accepted these terms.