1. Who we are

Scholarly-Ink (referred to as “we”, “us”, “our”) is the data controller for the information described in this policy. You can contact us at privacy@scholarly-ink.com.

2. Information we collect

We collect the information you give us when you create an account, request a quote, book a consultation, register for a workshop, submit a brief, complete a purchase, or contact us. This typically includes:

• Identity details — name, role or title, institution, country of residence
• Contact details — email address, phone or messaging handle where you provide one
• Project information — the manuscripts, datasets, research questions, deadlines, and instructions you share with us
• Payment information — processed by our payment providers; we do not store full card details
• Technical data — IP address, browser type, device identifiers, and pages viewed, collected through cookies and similar technologies

We do not knowingly collect information from children under the age of 16.

3. How we use your information

We use your information to:

• Provide the services you have requested, including editorial work, research support, training, and account access
• Match your project to the editor or specialist with the right disciplinary background
• Communicate with you about your project, your account, and any policy updates that affect you
• Process payments and prepare receipts and invoices
• Keep our website secure and detect, prevent, and respond to misuse
• Comply with our legal and regulatory obligations, including tax and record-keeping duties
• Improve our services by understanding how clients use the site, in an aggregated form that does not identify you

4. Our lawful basis

Where applicable data protection law — including the General Data Protection Regulation (GDPR) for visitors in the European Economic Area, the UK GDPR, and equivalent national frameworks — requires a lawful basis, we rely on the following:

• Performance of a contract — to deliver the services you have purchased or requested
• Legitimate interests — to run, secure, and improve our services in a manner you would reasonably expect
• Legal obligation — to comply with tax, accounting, and other statutory requirements
• Consent — for optional cookies and marketing communications, which you can withdraw at any time

5. How we share information

We do not sell your personal information. We share it only with parties who help us run the service, and only as far as they need:

• Editors, researchers, and specialists assigned to your project, under written confidentiality terms
• Hosting, email, analytics, payment, and support tools used to operate the website
• Professional advisers, auditors, and regulators where required by law
• A buyer or successor entity in the unlikely event of a sale or restructuring, subject to the same protections set out here

6. International transfers

Our team and clients are international. Where we transfer personal information outside your country of residence, we rely on appropriate safeguards — including standard contractual clauses or equivalent recognised mechanisms — to maintain the level of protection you are entitled to.

7. How long we keep it

We keep your personal information only as long as we need to deliver the services and meet legal, tax, and accounting requirements. As a guide:

• Active account and project records — for the duration of the relationship and up to seven years after our last engagement
• Transactional and financial records — at least seven years, as required by applicable tax law
• Contact-form messages — up to 24 months from receipt
• Anonymised analytics — indefinitely

8. Your rights

Depending on where you live, you may have the following rights over your personal information:

• Access — ask for a copy of what we hold about you
• Correction — ask us to fix anything that is inaccurate or incomplete
• Deletion — ask us to remove information we no longer need to keep
• Restriction or objection — ask us to pause certain uses
• Portability — receive your information in a portable format
• Withdrawal of consent — for any processing that relies on your consent
• Complaint — lodge a complaint with your local data protection authority

To exercise any of these rights, write to privacy@scholarly-ink.com. We respond within thirty days.

9. How we protect your information

We use technical and organisational measures to keep your information safe, including encrypted transport (HTTPS), access controls, secure file handling for client documents, and confidentiality terms with everyone who touches your work. No system is perfectly secure; we will notify you and, where required, the relevant authority without undue delay if a breach affecting your data occurs.

10. Cookies

We use cookies and similar technologies. The categories we use, how to control them, and how to change your preferences are described in our Cookie Policy.

11. Changes to this policy

We may update this policy from time to time. When we make a material change, we will update the “Last updated” date at the top and, where appropriate, notify you by email or through the website.

12. Contact us about this policy

You can reach us about anything in this policy by writing to privacy@scholarly-ink.com.