This Privacy Policy explains what personal information the Chorus platform (“the Platform”) holds about you, why, and what rights you have. The Platform is hosted by WildMon (“we”, “us”), which is responsible for the information described here. It supplements the Terms of Use, which govern your recordings and the results generated from them.

Signing in to Chorus uses WildMon ID, which has its own privacy policy. That policy covers only what WildMon ID holds and releases to Chorus. This policy covers what Chorus does with that information, and the other information Chorus holds, once you are signed in.

1. What we hold

• Account information. Your name and email address, received from WildMon ID when you sign in. We also keep a stable account identifier, the time your account was created, your organization memberships and roles, and your project roles.
• Preferences and acceptance. Your settings (for example upload preferences), the version and time of the Terms of Use you accepted, and a short list of the collection rounds you recently worked on.
• Work you do on the Platform. Validations, annotations and other review decisions you make are recorded with your identity and the time, so that they can be credited to you and audited.
• Attribution. Names, roles and affiliations that you or others enter as contributors in a project’s metadata, and the names and emails of people invited to a project.
• Your recordings and results. Audio, detections and metadata are covered by the Terms of Use. Recordings can incidentally capture human voices; the Platform does not intentionally collect or analyze speech (Terms §10.1).
• Technical and error information. When something fails, an error report is sent to our error-monitoring provider. It contains technical details of the failure, the page involved and your account identifier. We do not intentionally send your name or email address. Where enabled, a report may also include a recording of how you used the page leading up to the problem, to help us reproduce it.

We do not sell your personal information, use it for advertising, or build behavioural profiles. We do not run analytics or advertising trackers on the Platform.

2. Why we use it

• To sign you in and decide what you may see and do (providing the service you asked for).
• To run the Platform: storing, processing and displaying your projects, applying analyses you request, and sending the invitations you or others initiate.
• To credit validation, annotation and attribution work to the people who did it.
• To keep the Platform secure, find and fix errors, and prevent misuse (our legitimate interest in a reliable, secure service).
• To meet legal obligations.

Where the law requires a legal basis, we rely on: performance of the agreement with you (the Terms of Use), our legitimate interests as described above, and legal obligation.

3. Who can see it

• Other users. Members of a project or organization you belong to can see your name, and where relevant your email address and role, alongside the work you do there. Access to project Data is controlled by the project owner (Terms §8).
• Administrators. Platform administrators can see user accounts, emails, roles and memberships in order to support and manage the Platform.
• Service providers. We use providers to host and operate the Platform. They process information only on our instructions:
  • Google (Firebase and Google Cloud) for authentication data, databases, file storage, analysis processing, and the analytics data store;
  • Sentry for error monitoring;
  • Google Maps, which loads map content in your browser and so receives your network address and basic browser details.
• Authorities. We disclose information when required by law.

We do not share personal information with anyone else, except where a data governance agreement that applies to your project says otherwise.

4. Where it is held

Information is processed on infrastructure provided by the providers above, which may be located outside the country where you live. Our hosting and error-monitoring services are located in the United States. Where required, transfers rely on appropriate safeguards such as the EU–US and UK–US Data Privacy Frameworks (to which Google and Sentry are certified) or standard contractual clauses.

5. How long we keep it

• Account information is kept while your account exists.
• Validations, annotations and review history are kept for as long as the project’s Data is kept, because they are part of the scientific record. When you ask us to remove your account, we remove or anonymize your name and email, and review history can remain attributed to an anonymous identifier unless a data governance agreement says otherwise.
• Error reports are kept for the period set by our error-monitoring provider.
• Data you or a project owner deletes is marked as deleted immediately and permanently removed by a scheduled process shortly afterwards.

6. Cookies and local storage

The Platform uses a sign-in session cookie and your browser’s local storage for things you need to use it: staying signed in, your language and interface preferences, and where to return after signing in. We do not use advertising or analytics cookies. Google Maps and the Google sign-in window may set their own cookies under Google’s terms. You can clear this storage at any time; doing so signs you out.

7. Your rights

Depending on where you live, you may have the right to access the personal information we hold about you, correct it, delete it, object to or restrict how we use it, and receive it in a portable form. You can change some information yourself. For anything else, email chorus@wildmon.ai. We will respond within a reasonable time and as the law requires.

Information held by WildMon ID, or by other organizations that operate their own Chorus, is handled by them; we can only act on what this Platform holds. If you are in the UK or European Economic Area and are unhappy with our response, you may complain to your data protection supervisory authority.

8. Security

Access is restricted by role, data is encrypted in transit and at rest by our infrastructure providers, and sign-in is handled by WildMon ID. No system is completely secure, and we cannot guarantee absolute security.

9. Children

The Platform is intended for people aged 18 or over (Terms §13.4). We do not knowingly collect information from children.

10. Changes and contact

We may update this policy. If we make a material change we will announce it on the Platform or email you. The current version is always available at this address.

Questions or requests: chorus@wildmon.ai.