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Privacy Policy

Effective date: 17 February 2026

Thistles by John Singer Sargent

Controller

Data controller: Edmund Flanigan <support@scholars.forum>

Scope & purpose

This Policy explains how we collect, use, share, secure and retain personal data of users who visit or use scholars.forum and how you can exercise your rights. We process data to:

  • Provide, operate and improve the Services (account management, profile display, search & discovery). (Legal basis: performance of a contract and/or legitimate interests).
  • Communicate with users (support, notifications). (Legal basis: contract/consent/legitimate interests).
  • Comply with legal obligations (copyright takedown, law enforcement requests).

Categories of personal data

  • Profile and identifying data: name, institutional affiliation.
  • Account data: email, password (hashed), preferences.
  • Content you upload: CVs, publications, datasets (may include third‑party personal data—you warrant you have the rights to share).
  • Usage & technical data: IP address, device and browser information, logs, cookies, timestamps.

We rely on one or more of: performance of a contract, consent (for optional features like marketing or certain profiling), legitimate interests (service operation, security, abuse prevention), and legal obligations. Where we rely on legitimate interests we conduct balancing tests and document them. You can withdraw consent where it is the basis for processing.

Cookies & tracking

We use essential cookies for site operation.

Recipients / processors

We share data with:

  • Service providers and subprocessors for hosting and email under written contracts (Data Processing Agreements).
  • Law enforcement or courts when required by law.

When we use subprocessors outside the EU/EEA, we rely on adequacy decisions or standard contractual clauses (SCCs) or other appropriate safeguards.

Retention

We retain account/profile and Member Content as long as your account exists or longer if necessary for legal claims and backups.

Your rights

Under the GDPR you may:

  • Request access to your personal data.
  • Request correction of inaccurate data.
  • Request erasure (“right to be forgotten”) where legal grounds apply.
  • Request restriction of processing.
  • Object to processing where we rely on legitimate interests.
  • Request data portability for data you provided.
  • Withdraw consent at any time for processing based on consent.

To exercise rights contact support@scholars.forum. We will respond within statutory timeframes (normally one month; may extend where complex). You also have the right to lodge a complaint with a supervisory authority.

Security

We implement appropriate technical and organizational measures to protect personal data (encryption, access controls, logging, staff training). No system is perfect; report suspected breaches to support@scholars.forum. We will notify supervisory authorities and affected data subjects where required by law.

Minors

Our Services are intended for scholars and professionals. If you are under the age allowed by your country’s laws to enter into contracts, do not create an account without parental consent.

Changes to Policy

We may update this Policy. Material changes will be notified; continued use constitutes acceptance.

Contact & complaints

Data controller: Edmund Flanigan <support@scholars.forum>. For unresolved privacy complaints you may contact your local data protection authority.