Editverse · Controlled document PP–03
Privacy Policy
How we collect, use, protect and return the personal data and unpublished research material you entrust to us.
The short version
We collect only what we need to deliver the service you ordered. We never sell your data. Your unpublished manuscript, dataset and identity are treated as confidential research material, are never used to train external AI models, and are never disclosed to journals, publishers or third parties without your written instruction.
Who we are
Editverse is a scholarly publication support service providing manuscript editing, manuscript and grant writing support, statistical analysis, systematic review support and publication consultancy. It is operated by two affiliated companies.
| Entity | Incorporated | Role |
|---|---|---|
| Neucite LLC | State of Wyoming, United States | Operating entity; leads engagements for the Americas and for work requiring US-based handling |
| Neuciteresearch Pvt Ltd | India | Operating entity; leads engagements across other regions and where its subject specialists are the right fit |
Both companies operate Editverse. A project is allocated to whichever entity fits the client’s region and has the relevant subject specialist available, so either may deliver your work. Both are bound by this policy, by the Non-Disclosure Agreement and by the Publication Ethics Code, and both apply the controls described in section 11.
Which entity is your controller
The entity named on your quotation and invoice is your contracting entity, and for the EU and UK General Data Protection Regulation it is the data controller for your project. The other entity acts as a processor on the contracting entity’s documented instructions, under a written agreement between them. For general website use and enquiries made before a quotation is issued, the two act as joint controllers, and you may contact either through the single address in section 16. For the California Consumer Privacy Act as amended, Neucite LLC is the business.
If you need to know which entity will handle your project before you commit, ask, and we will tell you in the quotation.
Scope
This policy applies to editverse.com, our regional editions, our enquiry and file-upload forms, our email correspondence, and any service delivered under an Editverse order or quotation.
It does not apply to third-party websites we link to, to journal submission systems you use directly, or to services governed by a separately signed master agreement, which prevails to the extent of any conflict.
Information we collect
Three sources: what you give us, what is generated when you use the site, and what we receive back from payment providers.
| Category | Examples | Why we need it |
|---|---|---|
| Identity and contact | Name, email, telephone, country, institution or department, postal address where an invoice requires it | To respond to enquiries, deliver the service, invoice, and keep a record of instructions |
| Order and account | Service selected, word count, target journal, deadline, quotation and order reference, correspondence history | To scope, price, schedule and deliver your project |
| Research material | Manuscripts, figures, tables, datasets, protocols, ethics approvals, grant drafts, reviewer letters | To perform the editing, writing, analysis or review support ordered |
| Payment | Transaction ID, amount, currency, billing name, payment status | To take payment and meet tax and accounting obligations |
| Technical and log | IP address, browser and device type, pages viewed, referring URL, timestamps, error logs | Security, abuse prevention, fault diagnosis, aggregate performance measurement |
| Marketing preferences | Subscription status, consent records, unsubscribe events | To send only what you asked for and to evidence your consent |
Card details
We do not collect or store full card numbers, CVV codes or bank credentials. Payments are handled by PCI-DSS compliant providers; we receive a confirmation and a transaction reference.
Special category data
We do not ask for health, biometric, religious, political or other special category personal data about you. Research material you send may contain participant data. Please de-identify or pseudonymise participant data before uploading unless a signed data processing agreement is in place. If identifiable participant data must be shared, contact us first so that safeguards can be agreed in writing.
Your manuscripts, data and intellectual property
This is the section most researchers came here to read, so it is stated plainly.
- Ownership does not transfer. Your manuscript, data, figures and ideas remain yours. We acquire no authorship, no co-authorship claim and no ownership interest of any kind.
- Confidential by default. Every file you send is covered by our Non-Disclosure Agreement, which applies whether or not a separate copy is signed.
- No training of external AI models. Your unpublished content is never uploaded to public generative AI tools for training, and never contributed to a third-party training corpus.
- No publication, no reuse. We do not publish, cite, resell or reuse your material, and we do not use it as a sample, portfolio item or case study without your written permission.
- Named-editor access only. Files reach the specific editor, statistician or reviewer assigned to your project and the project manager overseeing it. All are bound by written confidentiality undertakings.
- Anonymity from journals. We do not contact journals, editors or publishers unless you instruct us to, and we never disclose that a manuscript received editing support.
Our position on AI-assisted work, and how it is disclosed, sits in the AI Use Policy.
How we use your information
- To answer enquiries, prepare quotations and confirm project scope.
- To deliver the service ordered, including assigning a suitably qualified specialist.
- To communicate about progress, queries, revisions and delivery.
- To take payment, issue invoices and receipts, and meet statutory accounting duties.
- To provide post-delivery support, including reviewer-response support where your service includes it.
- To maintain the security, availability and integrity of our systems.
- To improve the service through aggregated, non-identifying analysis of turnaround times, service mix and site usage.
- To send newsletters or service updates where you have opted in, withdrawable at any time.
We do not carry out automated decision-making that produces legal or similarly significant effects, and we do not profile you for advertising.
Legal bases for processing
| Purpose | Legal basis |
|---|---|
| Delivering your order | Performance of a contract, GDPR Art. 6(1)(b) |
| Responding to enquiries | Steps taken at your request before entering a contract |
| Invoicing, tax and records | Legal obligation, GDPR Art. 6(1)(c) |
| Security and fraud prevention | Legitimate interests, GDPR Art. 6(1)(f) |
| Newsletters and marketing | Consent, GDPR Art. 6(1)(a), withdrawable at any time |
| Non-essential cookies | Consent |
United States privacy statutes, including the California Consumer Privacy Act as amended by the CPRA, do not use the same legal-basis framework. Under those laws we collect the categories in section 3 for the business purposes in section 5, retain them for the periods in section 10, and honour the rights in section 12. You may withdraw consent for anything based on consent at any time; withdrawal does not affect processing already carried out.
Cookies and analytics
| Type | Purpose | Consent |
|---|---|---|
| Strictly necessary | Session management, security, load balancing, form submission and spam prevention | Not required |
| Preference | Remembering language or region selection | Not required |
| Analytics | Aggregated measurement of page views, traffic sources and site performance | Required |
You can refuse or delete cookies in your browser settings. Blocking strictly necessary cookies may stop the upload and enquiry forms working. We honour browser-level opt-out signals where they are transmitted.
When we share information
We do not sell, rent or trade personal information. It is shared only in the circumstances below, and only to the minimum extent required.
| Recipient | What they receive | Safeguard |
|---|---|---|
| The other group entity | Project files and contact details, where that entity is delivering or supporting the work | Written intra-group agreement; identical policies; Standard Contractual Clauses where required |
| Assigned specialists | Only the files and context needed for the assigned task | Written confidentiality undertaking; access revoked on completion |
| Hosting and email providers | Data stored or transmitted through their infrastructure | Data processing agreements; encryption in transit |
| Payment processors | Billing name, amount, transaction reference | PCI-DSS compliance; we never receive full card data |
| Professional advisers | Records strictly necessary for audit, tax or legal advice | Professional duties of confidentiality |
| Authorities | Only what a valid, binding legal order compels | Every request reviewed; you are notified unless legally prohibited |
If the business is ever restructured or transferred, personal data may transfer with it. You will be notified in advance and this policy continues to apply until you are told otherwise.
International transfers
Because Editverse is operated from the United States and from India, your material is likely to be processed in both countries, and may also reach contracted specialists elsewhere where a project calls for a particular subject expert. Your manuscript may therefore be handled outside your own country.
Transfers between Neucite LLC and Neuciteresearch Pvt Ltd are governed by a written intra-group agreement that imposes the same confidentiality, security and data-protection obligations on both. Contracted specialists are bound by undertakings no less protective. Where personal data moves out of the European Economic Area or the United Kingdom, we rely on the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum, or another lawful transfer mechanism, alongside encryption in transit and role-based access control.
You may request details of the safeguards applied to a particular transfer. If your funder, ethics committee or institution requires that your data stay within one jurisdiction, tell us before work begins and we will either staff the project accordingly or tell you plainly that we cannot.
How long we keep data
| Record | Retention period |
|---|---|
| Enquiries that do not become orders | 12 months from last contact |
| Manuscripts, datasets and deliverables | Duration of the engagement plus 12 months, so revisions and reviewer responses can be supported. Deleted on written request at any time. |
| Order and correspondence records | 3 years from project closure |
| Invoices and financial records | As required by applicable tax and companies legislation |
| Server and security logs | Up to 12 months |
| Marketing consent records | Until consent is withdrawn, plus a record of the withdrawal |
You may ask us to delete your research files earlier than any period above, including immediately on delivery. We confirm deletion in writing.
Security
- Encryption of data in transit using TLS across the website, upload forms, and email transport where the receiving server supports it.
- Role-based access control, so specialists see only the projects assigned to them.
- Written confidentiality undertakings from every editor, statistician, reviewer and staff member.
- Segregated project storage with access logging.
- Routine patching of the website platform, plugins and server software.
- Scheduled backups with restricted restore rights.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Where a personal data breach is likely to risk your rights, we notify the relevant supervisory authority and, where required, you, without undue delay.
Your rights
Depending on where you live, some or all of the following apply.
- Access a copy of the personal data we hold about you.
- Correct data that is inaccurate or incomplete.
- Erase data no longer needed for the purpose collected.
- Restrict or object to processing in defined circumstances, including direct marketing, which you may object to at any time.
- Portability of data you provided, in a structured, commonly used, machine-readable format.
- Withdraw consent at any time where processing rests on consent.
- Know what categories of personal information we collected, the sources, the purpose, and the categories of recipient, under the CCPA.
- Opt out of sale or sharing. We do not sell personal information and do not share it for cross-context behavioural advertising, so there is nothing to opt out of. We have not done so in the preceding twelve months.
- Non-discrimination. Exercising a right never changes the price, quality or turnaround of your service.
- Use an authorised agent to submit a request on your behalf, with proof of authorisation.
- Complain to your local supervisory authority, or, in California, to the California Privacy Protection Agency or the Attorney General.
Email us to exercise a right. We confirm receipt within three working days and respond within 30 days, extendable by a further 45 days where the law permits and we tell you why. We verify your identity before acting, and there is no charge unless a request is manifestly unfounded or excessive.
Children
Our services are directed at researchers, clinicians and institutions, and are not intended for children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, contact us and we will delete it.
Third-party links
We link to journals, publishers, funders, indexing databases and other external resources. Those sites are not operated by us and are governed by their own privacy policies. We are not responsible for their content or practices.
Changes to this policy
We review this policy at least annually and update it when our practices, technology or the law change. The version number and effective date in the header always reflect the current text. Material changes are announced on this page and, where you hold an active project, by email. Continued use of the site after an update constitutes acceptance of the revised policy.
Contact and grievances
Questions, requests and complaints about privacy go to our privacy contact. If our response does not satisfy you, you may escalate to your local supervisory authority, or, in California, to the California Privacy Protection Agency or the Attorney General.
Privacy enquiries
Write to su*****@*******se.com with the subject line Privacy request. We acknowledge within three working days and respond within thirty days.
Neuciteresearch Pvt Ltd Incorporated in India.
Joint operators of editverse.com and its regional editions.
Related documents:
Publication Ethics Code
Non-Disclosure Agreement
AI Use Policy
This policy is provided for information and is not legal advice. Where a signed master services agreement or data processing agreement exists between you and either operating company, that agreement prevails over this policy to the extent of any inconsistency.