This website is operated by Canonn Research Group. We take your privacy seriously and recommend that you read this policy in full as it contains important information on:
- Who we are
- How and why we collect, store, use and share personal information
- Your rights in relation to your personal information, and
- How to contact us and supervisory authorities in the event that you have a complaint
Who We Are
Canonn Research Group (‘we’ or ‘us’) collect, use and are responsible for certain personal information about you in the course of providing an information archive and membership facility for our group. When we do so we are regulated under the General Data Protection Regulations which apply across the European Union (including the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
Personal Information We Collect and Use
Personal information you provide to us
If you choose to become a member of Canonn Research Group, we collect the following personal information that you provide to us:
- Email Address
- CMDR Name
- Discord Username (where applicable)
- Frontier Forum Username (where applicable)
We have categorised Email Address as the most important item of personal information we retain.
We collect this information when you register as a member with the group via our website. If you do not choose to become a member and simply wish to view our information we do not require that you provide us this information.
Some information is automatically captured and stored in log-rotated server logs for the purposes of error tracking and remediation. This data is not linked to or joined with the personal information provided by you during membership sign-up. This data is subject to specific retention policies – typically only being retained for 3 months at a time.
Examples of this data are:
- Browser user-agent information
- Referring URL
- Time of the request
- Originating IP Address
- Server response or error message
Server logs are only available to those directly involved in maintaining the system, and are not combined or linked to other data.
Cookies are small text files saved to your computer or electronic device when you access our website. Similar technologies include web beacons, action tags, local shared objects (‘flash cookies’) and single-pixel gifs. Such technologies can be used to track users’ actions and activities, and to store information about them. We use these cookies and/or similar technologies on this website.
For example, we may use cookie to monitor and/or collect the following information:
- Number of visits to the website
- Which pages a user visits
- General Traffic data
- General Location data
- Email receipt
This information helps us to build a profile of visits to our website and our users. This information is aggregated or statistical, which means that we will not be able to identify you individually.
In addition it should be noted that in some cases our cookies or similar technologies may be owned and controlled by third parties who will also collect personal information about you.
This website uses Google Analytics, a web analytics service. It is operated by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
Google Analytics cookies are stored based on Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in analysing user behaviour to optimise its website.
You can also prevent the data generated by cookies about your use of the website (incl. your IP address) from being passed to Google, and the processing of these data by Google, by downloading and installing the browser plugin available at the following link: https://tools.google.com/dlpage/gaoptout?hl=en
This website does not partake in any advertising scheme, and as such cookies related to advertising are not used.
How We Use Your Personal Information
We collect information about our users for the following purposes for both members and non-members:
- Identify and manage the membership account you hold with us (members only).
- Provide a mechanism to occasionally inform you of group related information and activities (members only)
- Analyse issues with and improvements to be made to the website (members and non-members).
- Provide leader boards and information related to your CMDR’s activities that you provide to us through our automated tools (members and non-members).
- Provide lists and information related to your CMDR’s activities from entries made in data collection forms (members and non-members).
Who Your Information May Be Shared With
We may share your important personal information – i.e. email address – with:
- Law enforcement agencies in connection with any investigation to help prevent unlawful activity
- Frontier Developments in connection with any investigation to help prevent unlawful activity
We will not share your important personal information – i.e. email address – with any other third parties.
Where you have provided your CMDR Name to us as part of a data collection process (e.g. first find of a point of interest, or number of Thargoid scouts killed), we may share that CMDR Name and associated information openly with the wider community as part of lists, charts or other data aggregations.
We will on occasion use resources in the provision of our services that are outside of our direct control and management as data processors. This may include for example Google Forms, Google Sheets and other similar data processing providers. Where this is carried out, we limit the personal information provided to our data processors to CMDR Name only, and do not provide any automated mechanism to tie this back to the other personal data items we hold (e.g. email address).
Members involved in the collation of that data may need to share other items of personal data to gain administrative access to be able to maintain that data.
Google Cloud GDPR information is available here https://cloud.google.com/security/gdpr/.
We also use Discord for a large element of group activities and communication, which is why we request your Discord Username during membership registration – to ease the process of on-boarding your as a full member within our Discord server.
Contact & Communication
We would like to send you information about events, activities and competitions which may be of interest to you. Such information will normally be sent either via discord messaging or by email.
When by email, we will ask you whether you would like us to send you such communication as a part of each communication, and provide you with a mechanism to opt-out at any time (see What Rights Do I Have below for further information). If you have any queries about how to opt out, or if you are receiving messages you do not want, you can contact us using the details provided below.
Whether Personal Information Has To Be Provided, and Why
To read and refer to our website information and codex, only automated information is collected from you via cookies, server logs and analytics (please refer to those sections above).
Should you wish to apply for membership of Canonn Research Group, the provision of the following information is required from you:
- Email Address
- CMDR Name
- Discord Username (where applicable – should you wish to join our Discord as a full member)
- Frontier Forum Username (where applicable)
This is to enable us to do the following:
- Provide a confirmation step during the sign-up to reduce the occurrence of automated sign-ups
- Provide you with a mechanism for managing your membership account with us (e.g. via lost password capability)
- Provide a mechanism for on-boarding you to our Discord server as a full member
We will inform you at the point of collection this information from you whether you are required to provide the information to us.
We have categorised Email Address as the most important item of personal information we store for membership purposes.
How Long Will Your Personal Information Be Kept
We will retain your personal information for the length of your continued membership with the group, to allow for the continued provision of membership capabilities and account management.
Where your CMDR Name has been incorporated into other information and data (e.g. lists, charts or leader boards), your details will remain included for the life of that information, unless removal is expressly requested.
Where you have been given delegated access to publish on our website and in our codex, your details will remain visible for the life of that information, unless removal is expressly requested.
Reasons We Can Collect and Use Your Personal Information
We rely on the following as the lawful basis on which we collect and use your personal information:
- Legitimate Interests (Art. 6 paragraph 1, letter f of GDPR)
The legitimate interests relied upon are that this information is necessary for the group to provide it’s membership function, to provide user account management to the member, and to provide information and data to the community.
We have assessed the impact on privacy as minimal, and have categorised your Email Address as the most important piece of information we store (and only for membership management and communication purposes).
Consequence of Our Use of Your Personal Information
The consequence to you of our use of your personal information is that in addition to the provision of membership services, we will on occasion wish to contact members with information relevant to the group and the partaking of group activities. We also wish to provide access to members to the full set of member channels in our Discord server.
Should you provide your CMDR Name in data collection forms or automated tools, your CMDR Name will appear in data, charts and lists related to the provision of that data.
You will not normally be able to remain a full member and remove your consent for the use of your personal information for account management/processing purposes, however should you wish to do so you can simply leave the group via the tools provided and your account information will be deleted.
Keeping Your Information Secure
We have appropriate security measures in place to prevent important personal information – i.e. email address – from being accidentally lost or accessed in an unauthorised way. We limit access to your important personal information – i.e. email address – to those who have a genuine need to use it, and this would normally be limited to Council members (though may on occasion be delegated, with appropriate controls, to Boffin level). Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We will also use technological and organisational measures to keep your information secure. These measures may include the following:
- Access to personal information (email addresses) when needed during the process of awarding competition prizes, allocating decals, or carrying out other membership activities.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator on a suspected data security breach where we are legally required to do so.
While we will use all reasonable efforts to secure your personal data, in using the site you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have particular concerns about your information, please contact us using the details below.
Transfers of Your Information Outside of the European Union
We will not transfer your important personal information – i.e. email address – outside of the European Union at any time, unless required to do so for law enforcement purposes. Should we be required to do so as a result of a change of hosting provider for example, we will notify you at the time.
Storing of CMDR Name in separate data collection databases, lists and charts may be carried out outside the of the European Union under the definition of an authorised data processor.
Much of the Canonn R&D Department data storage is currently hosted in the United States, though at present personal information is limited to CMDR Name, server logs and analytics under the same guidance as this website (with the exception of further personal information being required for the maintainers for secure their own login to systems to maintain that data).
What Rights Do You Have?
Under the General Data Protection Regulation you have a number of important rights. In summary these rights include the right to:
- Fair processing of information, and transparency over how we use your personal information
- Require us to correct any mistakes in your information which we hold
- Require the erasure of personal information concerning you in certain situations
- Request the restriction or suppression of use of your personal data
- Request the provision of the personal information concerning you which you have provided to us in a structured commonly used and machine readable format
- Object at any time to processing of personal information concerning you for general group activities and events, or activities that could be considered marketing
- Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly effect you.
For further information on each of those rights, including the circumstances in which they apply, see the guidance issued by the UK Information Commissioner’s Office (ICO) on an individual’s rights under the General Data Protection Regulations (http://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights).
If you would like to exercise any of these rights, please email us using the contact details provided below, clearly stating your registered username,and registered email address if a member, of CMDR Name if not a member.
From time to time we may also have other methods to unsubscribe (opt-out) from any group activities or marketing, for example unsubscribe buttons or web links. When these are offered, please note that there may be some period after selecting to unsubscribe in which messages may still be received while your request is being processed.
Although this website and other Canonn properties only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar but not limited to: Google, YouTube or Imgur)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal information. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by direct message to a Councillor/Admin within that service, via direct message in discord, or via the email address below.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy web addresses (this is an example: http://bit.ly/2qGQec7). Some Canonn Research Group resources are also link shortened using a customised shortened link such as https://canonn.fyi/cdb,
Users are advised to take caution and good judgement before clicking any shortened links published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Children’s Online Privacy Protection Act Compliance
We never collect or maintain information on our website from those we know are under 13, individuals under the age of 13 may not create an account or otherwise access or use the services.
If you have any questions about this policy or the information we hold about you, please contact us either by direct message to a Council/Admin on discord, or by email at firstname.lastname@example.org.
Resources & Further Information
- General Data Protection Regulation
- UK Information Commissioner’s Office Guide to GDPR
v.2.0 May 2018 – Canonn Research – email: email@example.com