Data Protection Pledge to Researchers & Institutions
Scholar Proxy ("we", "our", or "us") is committed to protecting the privacy, intellectual integrity, and personal data of scholars, postdocs, faculty, and academic institutions worldwide. We do not sell your personal data, nor do we permit third-party AI models to train on your CVs, research proposals, or academic writings.
1. Information We Collect & Lawful Basis
We collect data strictly required to deliver academic opportunity discovery, fit scoring, and application document synthesis:
Account & Identity Data: Full name, institutional or personal email address, account authentication credentials, ORCID IDs, and institutional affiliation details.
Academic Profile & Documents: Curriculum Vitae (CV), publication histories, research statements, Statements of Purpose, draft outreach emails, and target institution preferences.
Technical & Telemetry Data: IP address, device specs, browser headers, session security tokens, and interaction logs with search and recommendation algorithms.
2. Purpose of Processing & Operational Use
Your information is processed solely for legitimate operational and service delivery purposes under Article 6 of GDPR:
Calculating semantic match scores between user qualifications and academic positions (PhD, postdoc, faculty, grant calls).
Generating tailored CV summaries, cover letters, and research statements via zero-retention AI synthesis.
Maintaining session authentication, rate-limiting, system integrity, and security monitoring.
Delivering customer support responses, system security updates, and essential service communications.
3. AI Architecture & Zero Data Retention Guarantee
Scholar Proxy utilizes state-of-the-art Large Language Models (LLMs) to perform semantic match scoring and document drafting assistance.
Zero-Training Commitment: All AI processing is conducted exclusively through enterprise API contracts bound by strict Zero Data Retention (ZDR) terms. Your uploaded CVs, manuscripts, research proposals, and biographical data are never saved for model training, retained by AI sub-processors, or accessible to public third-party AI models.
4. Sub-processors & Data Transfer Boundaries
We do not sell, rent, or trade your personal data. We share data strictly with SOC-2 compliant sub-processors necessary to run the service:
Cloud Infrastructure: Managed server and database providers (AWS, Vercel, Cloudflare) with AES-256 encryption at rest.
Enterprise AI Processing: API providers operating under zero-retention data privacy addendums.
Legal Mandates: Where required by valid law enforcement requests, court subpoenas, or statutory obligations.
5. International Data Rights (GDPR, CCPA/CPRA, UK GDPR)
Regardless of your geographical location, Scholar Proxy extends comprehensive data privacy rights to all users:
Right to Access & Export: Request a complete copy of all personal details, CV records, and document synthesis logs associated with your account.
Right to Erasure ("Right to be Forgotten"): Request complete deletion of your account and stored documents. Data is purged across active databases within 30 calendar days.
Right to Rectification: Edit or correct inaccurate academic profile information at any time via your account settings.
Non-Discrimination: We will never discriminate against you for exercising your privacy rights.
6. Data Security & Encryption Standards
All data transmitted between your web browser and Scholar Proxy is protected by TLS 1.3 encryption. All stored data is encrypted at rest using AES-256 bit encryption. We maintain continuous automated threat detection, access control logging, and periodic security vulnerability audits.
7. Institutional Data Processing Addendum (DPA)
We partner with universities, research institutions, and laboratories requiring custom data governance. Institutional customers can request our pre-signed Data Processing Addendum (DPA) incorporating Standard Contractual Clauses (SCCs) by contacting our Data Protection Officer at [email protected].
Contact Our Data Protection Team
If you have questions regarding this Privacy Policy, wish to exercise your data subject rights, or require institutional DPA execution, please reach out to our team: