ReviewMyManuscript – Privacy policy

1. Data controller and contact

• Data controller: ReviewMyManuscript
• Service: Review My Manuscript — AI-assisted pre-review and manuscript screening tool
• Contact email: info@reviewmymanuscript.com

Scientific manuscripts often contain unpublished work and sensitive research data. Therefore, privacy and data security are core priorities for this Service.

By using the Application you acknowledge the practices described in this Policy.

We take technical and organisational measures required under Turkey's Personal Data Protection Law (KVKK), the GDPR where applicable, and related regulations.

2. Scope

This Policy applies to:

• the ReviewMyManuscript website and web application;
• related APIs, dashboards, and backend services;
• email and in-app support channels.

Third-party sites and journals have their own privacy policies and terms; they are outside this Policy.

3. Types of data we collect

3.1 Account and contact

When you register or contact us we may process:

• name;
• email address;
• institution / department (optional);
• country / city (optional);
• billing and payment-related data (if you use paid features).

3.2 Academic content and manuscripts

When you use the Service we may process:

• manuscript text (title, abstract, body, references);
• cover letters, rebuttals, revision notes;
• tables, figure captions, supplements;
• metadata such as target journal, keywords, and topics.

3.3 Usage and technical data

• IP address, browser type, operating system;
• session times, pages viewed, clicks, navigation;
• error and performance logs.

We use this for security, performance monitoring, debugging, and product improvement.

3.4 Cookies and similar technologies

We may use cookies to keep you signed in, remember preferences (e.g. language, theme), and measure traffic. You can control cookies in your browser; disabling some cookies may affect functionality.

4. Purposes of processing

We use data to:

• provide, maintain, and improve the Service;
• generate AI-assisted reports, scores, and suggestions for your manuscript;
• manage your account and respond to support requests;
• detect abuse, debug issues, and measure performance;
• meet legal obligations.

We do not sell or rent your data to third parties for marketing.

5. Confidentiality of manuscripts and AI processing

5.1 Ownership and licence

• You retain all rights in content you upload.
• You grant us a limited, revocable, non-sublicensable licence only to analyse content, produce reports and suggestions, and maintain security logs as described here.

5.2 Confidentiality commitment

In line with common expectations for editorial confidentiality:

• manuscripts are treated as confidential research material;
• access is limited to authorised systems and, when necessary, support staff under strict controls;
• without your permission we do not share manuscripts with third parties for marketing, advertising, or independent research, or expose them to other users.

5.3 AI models and training

• manuscript text is sent to AI systems only to perform the analysis you request;
• Default principle: your manuscripts are not used to train general-purpose models or pooled into training datasets;
• where third-party AI APIs are used, we enable "no training" or equivalent options when available and use data-processing agreements.

Any use of manuscript data for model training would require explicit, informed consent.

6. Legal bases (GDPR / KVKK)

We may rely on:

• Contract — to deliver the Service;
• Legitimate interests — security, abuse prevention, improvement;
• Legal obligation — tax, accounting, lawful requests;
• Consent — optional communications or extra features where required.

You may withdraw consent where processing is consent-based; withdrawal does not affect lawfulness of processing before withdrawal.

7. Sharing

We do not share your data with third parties except as needed:

1. Processors — hosting, cloud, payments, email, only under contract and on a need-to-know basis.
2. Legal requirements — court orders or binding requests from public authorities.
3. Aggregated or anonymised statistics — that cannot identify you.

We do not sell your personal data for commercial exploitation unrelated to providing the Service.

8. Retention

• Account and billing records — as required by law (e.g. tax / accounting retention periods).
• Manuscripts and analysis — by default while your account is active; you may request deletion where applicable.
• Logs — for a reasonable security period (e.g. months to a few years).

When retention ends, we delete, anonymise, or retain minimal data as required by law.

9. Your rights (KVKK / GDPR)

Depending on applicable law, you may have rights to:

• know whether we process your data;
• understand purposes and whether use is lawful;
• know recipients, including outside your country;
• request correction of inaccurate data;
• request deletion or restriction where grounds apply;
• object to certain processing;
• seek compensation where the law allows.

Contact info@reviewmymanuscript.com to exercise your rights.

10. Security

We implement measures including encryption in transit and at rest where appropriate, access controls, monitoring, and staff confidentiality obligations. No system is 100% secure; we work to maintain reasonable, up-to-date safeguards.

11. Changes

We may update this Policy. For material changes we may notify you in-app and, where appropriate, by email. The latest version with an update date will be published on the site.

12. Contact

For questions, requests, or complaints:

• Email: info@reviewmymanuscript.com

Please reach out at any time.