Privacy Policy

1. Who We Are

INSTAR Lab Inc. ("INSTAR Lab," "we," "our," or "us") is a 501(c)(3) nonprofit research organization incorporated in Ohio (EIN 85-0845517). Our registered address is 125 Frederick St, Marietta, OH 45750-3407. Questions about this policy may be directed to [email protected].

2. Information We Collect

We collect personal information only when you actively provide it to us. Specifically:

• Newsletter subscriptions — email address only, collected via Mailchimp when you subscribe through the form on our website.
• Fellowship applications — name, email address, phone number, citizenship status, U.S. work authorization status, academic background, and research interests, submitted through our online fellowship application form.
• Contact form submissions — name, email address, phone number, and the content of your message, submitted through our contact form.
• Web analytics — we may collect standard server log data (IP address, browser type, pages visited, referrer) to understand site traffic. This data is not linked to individual identities.

We do not use tracking cookies for advertising, and we do not purchase or receive personal data from third-party data brokers.

3. How We Use Your Information

• To send newsletters and research updates to subscribers who have opted in.
• To evaluate fellowship applications and contact applicants regarding program status.
• To respond to general inquiries submitted through our contact form.
• To fulfill our legal obligations as a federally registered nonprofit receiving public and federal funding.

We do not sell, rent, or trade your personal information to any third party for commercial purposes. We do not use your information for targeted advertising.

4. Third-Party Services

We use Mailchimp (The Rocket Science Group LLC) to manage newsletter subscriptions. Mailchimp processes subscriber email addresses on our behalf under their own privacy policy, which can be found at mailchimp.com. Fellowship application data may be transmitted to Microsoft Dynamics 365 for intake and review management. No other third-party processors receive your personal data without your knowledge.

5. Data Retention

Newsletter subscriber data is retained until you unsubscribe. Fellowship application data is retained for a period sufficient to evaluate your application and, if applicable, to maintain records required by grant reporting obligations — generally not more than five years after the close of the relevant program year. Contact form submissions are retained for no more than two years.

6. Your Rights

You may at any time:

• Unsubscribe from newsletters using the unsubscribe link in any email we send.
• Request a copy of the personal information we hold about you.
• Request correction of inaccurate personal information.
• Request deletion of your personal information, subject to any legal or grant-record retention obligations.

To exercise any of these rights, email us at [email protected] with the subject line "Privacy Request." We will respond within 30 days.

7. Security

We implement reasonable administrative, technical, and physical safeguards to protect information in our possession. No method of transmission over the internet is completely secure; we cannot guarantee absolute security but we take the protection of your information seriously.

8. Children

Our website is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has submitted information to us, please contact us at [email protected] and we will promptly delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date at the top of this page. Continued use of our website after a policy update constitutes acceptance of the updated terms.

10. Contact

INSTAR Lab Inc.
125 Frederick St, Marietta, OH 45750-3407
[email protected]
+1 855-221-4692