Information is collected only for a clear and relevant purpose.

Untold Coffee receives information when a person chooses to send a message, submit a proposal, apply for an opportunity, register for an activity, contribute to an article or report, report an error or barrier, purchase a product, subscribe to updates, or participate in research or evaluation.

Information provided for one purpose is not automatically used for an unrelated purpose. Sending a contact message does not automatically subscribe someone to promotional communications or create permission to publish their words.

• Name or preferred public name
• Contact information
• Organisation or professional role
• Location or time zone
• Relevant experience or qualifications
• Application or proposal details
• Communication preferences
• Attribution or publication preferences
• Information needed to deliver a product, service, or activity

Digital services naturally generate limited technical records needed for operation, security, and error diagnosis. The public Hub is intended to avoid unnecessary tracking. Where analytics, cookies, embedded media, account systems, or commerce tools are used, the relevant platform provides additional information.

The current Hub contact form prepares an email in the visitor's email application and does not submit the message to a Hub database. Essential technical records may still be created by hosting, security, or network providers even where no optional analytics are used.

• Browser or device type
• Language settings
• Date and time of access
• Pages or resources requested
• Referring page
• Approximate network-derived location
• Technical errors
• Security and performance records

Information submitted through Contact or another public route is used to understand and respond to the message. It may also be used to direct the request to the relevant platform, assess a contribution or collaboration proposal, manage an application, investigate a reported error or barrier, or protect services from misuse.

A message may be shared with the people responsible for the relevant part of the ecosystem. It is not published publicly merely because it was submitted. People should avoid including medical records, identity documents, financial information, or other sensitive details unless the relevant process clearly requires them.

Activities connected to UCALP, BRU, Clario, Knowledge, research, fieldwork, or partner projects may require additional information. The relevant form or activity notice explains what information is required, why it is needed, and whether it may appear in a public output.

Participation does not automatically create permission to publish a person's name, image or recording, words or personal story, work, diagnosis or health information, or identifiable project details. Publication and attribution follow the agreed consent and credit conditions.

• Eligibility and scheduling details
• Attendance or project records
• Participant outputs
• Supervision or assessment information
• Payment or reimbursement details
• Consent and attribution choices
• Research or evaluation data
• Information needed for safety or access arrangements

Untold Coffee does not request medical, diagnostic, disability, financial, identity, or other sensitive information merely to build profiles or demonstrate inclusion. A person can report an accessibility, communication, or participation barrier without disclosing a diagnosis.

Sensitive information is requested only where it is relevant to a defined purpose. Access to such information is limited to the people who need it for the stated purpose.

Activities involving children or minors require additional care. Information is limited to what is necessary for participation, communication, supervision, safety, and any required institutional or guardian permission.

Permission to participate does not automatically include permission to publish a child's name, image or recording, quotation, school or exact location, personal story, or identifiable project information. Educational participation and promotional use are treated as separate decisions.

People may contribute work intended for publication. Public recognition follows the agreed attribution preference. Earlier downloaded, printed, or archived copies may remain outside Untold Coffee's practical control.

Further principles appear in Participation Principles and Credits & Acknowledgements.

• Full name
• Professional name
• Institutional affiliation
• Collective credit
• Anonymous contribution
• No public identification

Untold Coffee may rely on external services to operate parts of the ecosystem. These providers receive only the information relevant to the service they perform. A project partner may receive participant information where necessary to deliver an agreed activity.

Partner involvement does not create access to unrelated ecosystem information. Some external services operate under their own privacy terms.

Untold Coffee operates across an international ecosystem and may use service providers, partners, infrastructure, or collaborators located in different countries. Personal information may therefore be processed outside the country in which it was originally provided.

Where international processing is material to a specific platform or activity, the relevant notice provides additional information about the services, organisations, or safeguards involved.

Personal information is retained only while it remains relevant to the purpose for which it was collected or to a legitimate operational, financial, safety, publication, dispute, or legal need. When information is no longer needed, it may be deleted, anonymised, or reduced where reasonably possible.

• A general enquiry may not need to be kept as long as a transaction record
• An unsuccessful application may not require permanent retention
• Financial records may be subject to formal retention requirements
• Authorship and attribution records may remain connected to a publication
• Safety or dispute records may need to remain while the issue is unresolved

Untold Coffee uses measures appropriate to the systems and information involved. No digital service can guarantee complete security. People should avoid submitting unnecessary sensitive information and should report suspected exposure, misdirection, or misuse through the Privacy route on the Contact page.

Operational communications are different from optional promotional messages. Optional newsletters or promotional communications provide a way to stop receiving them. Stopping promotional communication does not necessarily stop messages required for an active transaction, project, application, or participant relationship.

Depending on the applicable law, a person may have rights to request access, correction, deletion, restriction, or to withdraw consent. Deletion may not always be possible where information must remain as part of a transaction, legal obligation, unresolved dispute, agreed publication, or necessary institutional record.

Different parts of the ecosystem use different systems. More specific notices may apply to Knowledge publishing, BRU commerce or service activity, Clario tools or technical projects, UCALP applications and participation, research or evaluation, partner-delivered activities, and newsletters or account-based services.

This page may be revised when platforms, services, legal responsibilities, or public activities change. Material revisions are reflected through an updated review date. A change to this general page does not automatically replace a separate agreement or consent that requires renewed confirmation.

Use the Privacy & Data Use route on the Contact page to ask how information from a specific interaction is used, report a possible privacy or security issue, correct personal information, update a preference, or raise a concern. Include enough context to identify the relevant platform, form, message, transaction, project, or activity.