Privacy Policy

Scholars Publication (“we”, “us”, “our”) provides publication support services to researchers and professionals. We are the data controller for the personal information described below. This policy explains what we collect, why we collect it, who we share it with and the rights you have over it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Scholars Publication is a publication support consultancy based in London, United Kingdom. We help authors prepare, submit and publish research in peer-reviewed journals. We are not a publisher, and we are not affiliated with Scopus, Clarivate, Elsevier or any indexing body.

Email: info@scholars-publication.com
Phone / WhatsApp: +44 7575 822382
Address: London, United Kingdom

2. Information we collect

We only collect what we need to quote for, deliver and support your publication project.

Identity and contact data — your name, title, email address, telephone or WhatsApp number, country, institution or employer, and your academic position or department.
Research data — your manuscript, abstract, figures, tables, datasets, references, co-author names and affiliations, ORCID, ethics approval references and funding statements.
Project data — the discipline and target journals you are interested in, deadlines, the package you select, correspondence with your consultant, and reviewer or editor feedback you forward to us.
Transaction data — invoices, amounts, currency, payment status and refund records. We do not store your full card number. Card details are entered directly with our payment provider and never reach our systems.
Technical data — IP address, browser and device type, approximate location, referring page and the pages you visit on this site.
Marketing data — whether you have consented to receive updates from us, and whether you have opted out.

We do not deliberately collect special category data (such as health, religion, or ethnicity). If your manuscript or supporting documents contain such data, we process it only as part of delivering the service you have asked for, and we treat it with the same confidentiality as the rest of your work.

3. How we collect it

Directly from you — via our quote and contact forms, email, telephone, WhatsApp, or files you send us.
From your co-authors, supervisor or institution, where they contact us on your behalf.
Automatically — through cookies and similar technologies when you use this website (see section 11).
From journals and publishers, where a submission we made for you generates correspondence.

4. Why we use it, and our lawful basis

We never process your data “just in case”. Every use below has a purpose and a lawful basis under Article 6 UK GDPR.

What we do	Why	Lawful basis
Answer an enquiry and prepare a quotation	To tell you what the work involves and what it costs	Steps taken at your request prior to a contract
Edit, format and prepare your manuscript	To deliver the service you paid for	Performance of a contract
Submit to journals and manage correspondence	To act on your instructions with the publisher	Performance of a contract
Take payment and issue invoices	To be paid, and to keep accurate accounts	Contract and legal obligation
Keep financial and tax records	UK accounting and tax law	Legal obligation
Improve our services and website	To fix problems and make the service better	Legitimate interests
Send service updates about your project	To keep you informed of progress	Performance of a contract
Send marketing emails or newsletters	To tell you about relevant services	Consent (withdrawable at any time)
Publish a testimonial or case study	To show prospective clients our work	Consent (we always ask first)
Detect fraud and resolve disputes	To protect both parties	Legitimate interests and legal claims

Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights and freedoms. You may object to that processing at any time — see section 10.

5. Your manuscript and confidentiality

Unpublished research is confidential, and we treat it that way.

Your manuscript is used only to deliver your project. We do not sell it, share it for training, publish it under any other name, or reuse any part of it for another client.
Access is limited to the consultants, editors and reviewers assigned to your project, each of whom is bound by written confidentiality obligations.
We do not claim authorship or any ownership interest in your work. Copyright stays with you and your co-authors.
Similarity and plagiarism checks are run through third-party providers configured so that your document is not added to a public or shared repository.
We will never submit your work to a journal, or withdraw it, without your written instruction.

We do not sell your personal information to anyone. We share it only with:

Journals and publishers — the author details, manuscript and supporting files needed to make the submission you asked for. Their handling of your data is governed by their own privacy policies.
Our editorial and subject-matter specialists — under confidentiality agreements, and only for your project.
Service providers — hosting, email, file storage, similarity checking, invoicing and payment processing. They act on our documented instructions and cannot use your data for their own purposes.
Professional advisers — accountants, auditors, insurers or lawyers, where genuinely necessary.
Authorities — where we are required by law, a court order, or to establish or defend legal claims.
A buyer — if our business is sold or reorganised, under the same protections set out here.

7. International transfers

Some of our providers, and many journals, operate outside the United Kingdom. Where your data is transferred outside the UK, we rely on one of the following safeguards: an adequacy decision covering the destination country, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or your explicit instruction to submit to a particular journal. You may request a copy of the safeguard we rely on for any given transfer.

8. How long we keep it

Enquiries that do not become projects — up to 12 months, then deleted.
Project files and manuscripts — up to 3 years after the project closes, so we can support you if a journal comes back with questions or you return for a related submission.
Invoices and financial records — 6 years after the end of the relevant financial year, as required by UK tax law.
Marketing consent records — until you withdraw consent, plus a suppression record so that we do not contact you again by mistake.
Website analytics — up to 26 months, in aggregate form.

You can ask us to delete your manuscript and project files sooner. We will do so unless we are legally required to keep a record, in which case we will tell you which part we must retain and why.

9. How we protect it

We use encryption in transit (HTTPS) for this website and for file transfers, access controls so that staff see only the projects they work on, multi-factor authentication on our core systems, and written confidentiality agreements with every consultant and contractor. No system is perfectly secure, but if a breach occurs that is likely to risk your rights and freedoms, we will notify you and the Information Commissioner’s Office without undue delay and, where required, within 72 hours.

10. Your rights

Under UK data protection law you have the right to:

Be informed about how we use your data — that is what this policy is for.
Access a copy of the personal data we hold about you.
Rectification — have inaccurate or incomplete data corrected.
Erasure — ask us to delete your data where there is no continuing reason for us to hold it.
Restrict processing — ask us to pause use of your data while a dispute is resolved.
Data portability — receive the data you gave us in a structured, machine-readable format.
Object — to processing based on legitimate interests, and to direct marketing at any time.
Withdraw consent at any time, where we relied on consent. This does not affect processing carried out before you withdrew it.

To exercise any of these, email info@scholars-publication.com. We will respond within one month. There is no charge, though we may ask you to verify your identity before releasing data, and we may extend the deadline by two months for complex requests — we will tell you if that happens.

11. Cookies and analytics

This website uses a small number of cookies and similar technologies:

Strictly necessary — needed for the site to work and to keep it secure. These do not require consent.
Analytics — aggregated statistics about which pages are read and how visitors arrive, so we can improve the site. These are only set where analytics is enabled and you have consented.

We do not use advertising or cross-site tracking cookies. You can block or delete cookies in your browser settings; the site will still work, though some preferences may not be remembered. Fonts on this site are loaded from Google Fonts, which will receive your IP address as part of that request.

12. Marketing choices

We only send marketing email where you have opted in, or where you are an existing client and the message concerns similar services. Every marketing message contains an unsubscribe link, and you can opt out at any time by replying “unsubscribe” or emailing us. Opting out of marketing does not stop essential messages about a live project.

13. Children

Our services are intended for researchers and professionals aged 18 or over. We do not knowingly collect data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

14. Changes to this policy

We review this policy at least once a year and whenever our practices change. The current version and its date are always shown at the top of this page. If a change materially affects how we use your data, we will tell active clients by email.

15. Contact and complaints

Questions, requests or concerns about your data should go to info@scholars-publication.com, or by post to Scholars Publication, London, United Kingdom.

If you are not satisfied with our response, you have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO), at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to resolve it with you first.