Privacy policy: Oceanographic Institute – Albert I, Prince of Monaco Foundation
Preamble
The Oceanographic Institute – Albert I, Prince of Monaco Foundation attaches great importance to the confidentiality and protection of the personal data of visitors to its website and its establishments, the Maison de l’Océan in Paris and the Oceanographic Museum of Monaco.
Because this is first and foremost about your private life, we wanted to explain, clearly and transparently how your information is collected, used, stored and protected, in accordance with law No. 1. 565 of December 3, 2024, relating to the protection of personal data.
Furthermore, for processing carried out on French territory, the Institute applies the rules of Regulation (EU) 2016/679 of April 27, 2016 (GDPR) as well as French legislation on data protection.
Summary
- Responsible for processing
- Data collected
- Purposes of processing
- Legal basis
- Shelf life
- Recipients of the data
- Transfers outside Monaco
- Video surveillance
- Ocean Club
- Cookies
- Your rights
- Update of the policy
- Applicable law
1. The person responsible for processing
The person responsible for the processing described in this policy is:
Institut Océanographique – Albert I Foundation, Prince of Monaco
Avenue Saint-Martin, 98000 Monaco
Tel.: +377 93 15 36 00
Email: donneespersonnelles@oceano.org
In this capacity, the Institute determines the purposes and means of processing the personal data collected, as detailed below.
Certain types of processing, due to their specific nature, are covered in dedicated sections below, in particular video surveillance (section 8) and management of Club Océano (section 9).
2. The data that we collect and the circumstances of their collection
When you browse our website, visit the museum or the Maison de l’Océan, or when you contact us, certain personal data about you may be collected.
This may include:
- Data that you choose to provide to us so that an employee of the Institute can respond to you, process your application, or arrange your visit, by email or via an online form;
- Information necessary for managing a reservation, private event, or VIP visit;
- Technical information generated by your browsing (anonymized IP address, browser settings, pages viewed, and cookies) and your electronic identification data;
- Images from our video surveillance cameras.
- For donations, your identity, contact details, information relating to the donation (amount, allocation, wish to appear publicly), communication preferences;
- The data required for payment (card number, expiration date, cardholder name, CVC). Credit card data is processed exclusively by our secure payment provider. The Institute never has access to the full card number or CVC.
In accordance with Article 11 of Law No. 1.565, each processing operation is based on a specific, explicit, and legitimate purpose, and we only collect data that is strictly necessary for that purpose.
3. Purposes of the processing
a) Responding to your requests and following up on your communications with the Institute
When you contact us, the data you provide is used exclusively to process your request and provide you with an appropriate response.
b) Organize the reservations, group tours and private bookings
The data required to prepare for a visit or event at the Museum is used to manage your request, coordinate the relevant services, and ensure that you receive the best possible welcome.
c) Manage purchases made via the online ticket office
When you use a partner provider to purchase your tickets, only the information necessary to track your order is sent to us. The rest is subject to the provider’s policy.
d) Manage contests organized directly on our site
This data is used to process entries, ensure the fairness of the contest, and award prizes in accordance with the rules.
e) Monitor institutional, commercial, or sponsorship relationships
When you engage in a professional or philanthropic exchange, the information provided is used to respond to your request and ensure the necessary follow-up.
f) Send you institutional, cultural, or event information
g) Improve the functioning of the site and measure its audience
We analyze certain technical data, which is always anonymized, in order to ensure the performance of the site and improve its usability.
h) Organize and manage the recruitment of future employees
We receive your personal data in order to process your application, either online or by any other means of communication.
i)Allow you to interact with the oceanographic institute and its collaborators.
As part of our exchanges with the oceanography institute and its collaborators, we process your personal data contained in emails and letters sent or received.
j) Protect property and people
In accordance with Article 8 of this privacy policy, a video surveillance system has been installed within the Museum, in particular to ensure the security of the site and to provide evidence in the event of a dispute.
k) Manage the general accounting of the Oceanographic Institute
We may process your personal data in connection with the purchase and sale of products or services.
l) Processing data necessary for identifying and/or resolving disputes
In the event of a claim, accident, or dispute, we may need to process personal data necessary for their analysis, resolution, or as evidence.
4. Legal basis for processing
Each processing operation is based on one of the grounds provided for by law:
- Your consent, when required (newsletter, non-essential cookies, etc.);
- The execution of pre-contractual or contractual measures (reservations, ticketing, purchase and sale tracking, donations, recruitment, contests, etc.);
- The legitimate interest of the Institute (site security, service improvement, collection of evidence, email and postal correspondence, communication, etc.);
- Compliance with a legal obligation (issuance of tax receipts, legal and accounting obligations, etc.).
5. Retention periods for
The data is kept only for the period necessary for the purposes set out above:
- Interactions with the public: processing time, then limited archiving;
- Data related to the newsletter: until unsubscribed or 2 years after the last interaction;
- Video surveillance images: 30 days from the date of their capture,
- Reservation and purchase data: for the applicable legal duration;
- Data related to donations: legal retention for 10 years for accounting and tax purposes,
- Information relating to the donor’s public appearance: until consent is withdrawn,
- Cookies: variable duration depending on type (maximum 13 months for audience measurement).
Any other information about the retention periods applied by the Oceanographic Institute can be requested by email at the following address: a9> can be requested by email at donneespersonnelles@oceano.org or by post.
6. Recipients of the data
Only those persons authorized within the Institute strictly within the scope of their duties, have access to your personal data.
They may also be transmitted to our technical service providers, who are contractually bound to respect confidentiality and security. In addition, they may be communicated to identified third parties, solely for legitimate purposes and within a specific framework (partners, administration, regulated professions, etc.).
No data is transferred to third parties for commercial purposes. Communications to authorities are only made when legally required.
7. Transfers out of Monaco
If processing requires transfer to a country outside the Principality and outside the European Union, this will only be carried out under the conditions set out in Law No. 1.565.
8. Video surveillance in areas open to the public
To ensure the safety of visitors, staff, and facilities, the Oceanographic Institute has installed a video surveillance system in certain areas of the Museum that are open to the public.
a) Purpose of the mechanism
The sole purpose of the cameras is to prevent and detect incidents that could compromise the safety of individuals or the protection of the Museum’s property.
They are never used for general surveillance or behavioral analysis, nor to monitor visitors’ movements.
b) Areas concerned
The system covers only certain public areas of the Museum. No devices are installed in places where the presence of cameras would infringe on visitors’ privacy (restrooms, etc.).
Clear and understandable pictograms are displayed at the entrance to areas under video surveillance, in accordance with the information requirements set out in Law No. 1.565.
c) Nature of the data collected
The device only records images. There is no sound recording, biometric processing, or automated behavior analysis technology.
d) Shelf life
The images are stored for a maximum period of THIRTY (30) days, except in the event of an incident or specific event requiring longer storage, for example in the context of a judicial investigation or the management of a dispute.
After this period, they are automatically deleted.
e) Access to images
Access to records is strictly limited:
- To the authorized personnel of the Institute responsible for security,
- To the competent judicial or administrative authorities within the scope of their duties.
No service provider or unauthorized third party may view the images.
f) Legal basis for processing
The processing is based on the Institute’s legitimate interest in ensuring the safety of persons and property, as well as on the applicable legal obligations regarding the protection of public property and visitors.
g) Rights of persons filmed
Any person filmed may:
- Request confirmation of the existence of images concerning her,
- Request access to images depicting (within the limits of the rights of third parties and the necessities of security),
- Request that they be retained or request a copy if these are necessary for the defense of one’s rights.
For any inquiries regarding video surveillance, you may write to: donneespersonnelles@oceano.org
A response will be provided within the legal timeframe.
9. Manage the "Club Océano" activity
The “Club Océano” welcomes children and teenagers who wish to participate in educational, scientific, or recreational activities organized by the club. scientific or recreational activities organized by the Institute. In this context, we collect certain personal data necessary for the management of memberships, organizing the Club’s activities, and, when parents consent, promoting the Club’s activities in our internal and external communications.
a) Data processed
The information collected concerns in particular:
- The minor’s identity (last name, first name, date and place of birth),
- His contact details and those of his legal representatives (address, email, telephone number),
- The parental authorizations required for enrollment and participation,
- Club membership history,
- Data related to memberships (including certain financial data),
- And, where applicable, health-related data, strictly limited to that necessary for the safety of children during an activity.
When parents give their explicit consent, photographs or videos taken during activities may be used to promote the Club, in the Institute’s internal or external media.
b) Purposes and legal bases of the processing
The processing of Club Océano data serves two purposes:
- Management of Club Oceano and organization of activities: The data of members and their legal representatives are processed on the basis of the Institute’s legitimate interest in order to manage memberships, plan and monitor activities, and ensure the safety and supervision of children during sessions.
- Club communication and promotion: Images (photographs or videos) of children will only be shared with the explicit consent of their parents or legal guardians. Consent may be withdrawn at any time, without justification and without affecting Club membership.
c) Special data: health
Certain health-related data may be collected when strictly necessary for the safety of the minor (e.g., allergies, contraindications, specific needs).
This data is processed in accordance with Article 7 of Law No. 1.565, as necessary to safeguard the vital interests of the data subject.
They are only kept for the duration of the activity to which they relate.
d) Retention periods
- Identity information, parents’ contact details, membership history, and parental authorizations: up to one year from the end of the activity.
- Financial data related to memberships: 10 years, in accordance with accounting requirements.
- Photographs and videos: 5 years or until consent is withdrawn.
- Health data: duration strictly limited to the performance of the activity for which they are necessary. a8> the activity for which they are necessary.
e) Access to data
Only the Institute’s Events Department has access to Club Oceano member information, and only within the scope of its duties.
No data is transmitted to third parties, and no transfers are made to countries that do not have an adequate level of protection.
f) Minors and legal representatives
The registration of a child at Club Oceano requires the consent of his or her legal representative(s). The rights provided for by Law No. 1.565 (access, rectification, deletion, limitation, opposition, withdrawal of consent, etc.) may be exercised by the parents on behalf of their child, or by the minor himself or herself when his or her age and maturity so permit.
Requests can be sent to: donneespersonnelles@oceano.org
10. Cookies and similar technologies
When you browse our website, cookies or similar technologies may be stored on your device.
These tools enable us, for example, to ensure the proper functioning of the site, measure its audience, or improve your browsing experience.
a) What is a cookie?
A cookie is a small file placed on your device by your browser. It does not allow you to be identified directly, but it records certain useful information: pages viewed, display preferences, date and time of the visit, or even the type of browser used.
b) Types of cookies used
Our site may use:
- Strictly necessary cookies, essential for the website to function (session management, display, privacy settings). These cannot be disabled.
- Audience measurement cookies, designed to better understand how the site is used in order to improve its content and navigation.
The data collected is anonymized, including the IP address. - Functionality cookies, which allow certain preferences (language, accessibility, etc.) to be saved to make your visit easier.
- Cookies subject to consent, placed by third-party services integrated into the site (video players, social media sharing buttons, external content). They are only placed with your consent.
c) Your choice: accept, decline, customize
During your first visit, a banner allows you to:
- To accept all cookies,
- To refuse them,
- Or customize your preferences by cookie type.
d) Shelf life
Cookies have a limited lifespan:
- Strictly necessary cookies last for the duration of the session.
- Audience measurement cookies (with anonymized IP addresses) are stored for a maximum of 13 months.
- Consent preferences are stored for 6 months to 1 year, depending on the type.
e) How to disable cookies?
You can also block cookies directly from your browser by changing its settings. The methods vary depending on the browser (Chrome, Firefox, Safari, Edge, etc.).
However, disabling certain cookies may affect the quality of your browsing experience or prevent certain features from working.
11. Your rights
In accordance with Law No. 1.565 of December 3, 2024, you have several rights that allow you to maintain control over information concerning you.
a) The right of access
You can ask us if we hold any data about you and and obtain a copy of all the information that we process, as well as the necessary explanations.
b) The right to rectification
If certain data is inaccurate or incomplete (an outdated address, a misspelled name, etc.), you can ask us to correct or update it.
c) The right to object
In certain cases, you may object to your data being used. This applies in particular to prospecting or the sending of information if you no longer wish to receive it.
If the processing is based on our “legitimate interest,” you may also object to it for reasons related to your particular situation.
d) The right to erasure (“right to be forgotten”)
You may request that we delete your data when:
- They are no longer necessary,
- You withdraw your consent,
- You oppose their use,
- Or when required by law.
Certain data may not however be deleted if a a9> legal obligation requires their retention or if they are still necessary for the fulfillment of a contract. a15> still necessary for the achievement of the purpose of the processing.
e) The right to restrict the processing
In certain cases, you may ask us to temporarily “freeze” the use of your data.
We continue to keep them, but no longer use them, time:
- To verify their accuracy,
- To examine an opposition request,
- Or because you still need it in connection with a dispute.
f) The right to portability
You may request to receive certain data in a readable computer format, or request that it be transferred to another organization of your choice.
This right applies only to data that you have provided to us, when the processing is automated and based on your consent or a contract.
g) The right not to be subject to a decision based solely on automated processing
This means that no decision with legal consequences for you will be made solely by a computer system, without human intervention.
To exercise your rights, simply write to us at: donneespersonnelles@oceano.org or contact us by post at: Institut Océanographique – Fondation Albert Ier, Prince de Monaco, Avenue Saint-Martin, 98000 Monaco.
A response will be provided within the legal legal time limit of one month, extendable in the event of a complex request.
You can also file a complaint with the Authority for the a9> Protection of Personal Data Authority (APDP) whose you will find a link to the website below: https://apdp.mc/
11. Your rights
This policy is subject to change to take into account changes in legislation, technology, or organizational developments.
Any significant changes will be brought to your attention.