1. Who we are

CiViDAR Media and its operated websites and services, referred to in this policy as “CiViDAR Media” or “we”, acts as the data controller for personal information collected through our websites and related services. You can contact us at contact@cividar-media.com.

2. Scope

This policy covers how we collect, use and share personal data when you browse our sites, sign up for communications, create an account, submit manuscripts or proposals, purchase or access our content, or interact with our pages on third party platforms that we control. It does not apply to services we do not control.

3. What we collect

• Identity and contact data such as name and email address.
• Account data such as login credentials and profile preferences.
• Submission data provided by authors including proposals, manuscripts, cover letters and related materials. You must only include personal information that is necessary for review.
• Transactional data related to purchases or subscriptions processed by our payment partners.
• Technical data such as IP address, device identifiers, browser type, referral source and cookie identifiers.
• Usage data such as pages viewed, links clicked, features used and time on page.
• Communications such as enquiries, feedback and correspondence with us.

4. How and why we use your data

• Provide and improve services including site functionality, content delivery and user support.
• Process submissions including reviewing, evaluating and responding to proposals or manuscripts.
• Send communications such as service messages, policy updates and newsletters where you consent or where permitted by law.
• Analytics to measure performance and improve content and user experience.
• Security and fraud prevention including protecting our services and enforcing our terms.
• Legal compliance including responding to lawful requests and exercising legal rights.

5. Legal bases for processing

Where UK or EU data protection law applies we rely on one or more of these bases: performance of a contract, legitimate interests that are not overridden by your interests or rights, consent where required, and compliance with legal obligations. For United States users we process personal information as described in this policy. You may have additional rights under applicable law.

6. Cookies and similar technologies

We use cookies and similar technologies to operate our sites, remember preferences, measure traffic and improve performance. You can control cookies through your browser settings. If you block essential cookies some features may not work. We do not knowingly set cookies for children.

7. Analytics and advertising

We may use analytics services to help us understand how visitors use our sites. These services collect information sent by your device or browser. We may use basic contextual advertising or affiliate links. We do not sell personal information.

8. Submissions from authors

When you submit proposals or manuscripts you are responsible for obtaining any permissions required to include third party material. You should avoid sending sensitive personal data unless strictly necessary for your submission. We may retain submission records for a reasonable period for editorial, audit and legal purposes. Our review process is discretionary and we do not guarantee publication, distribution or feedback.

9. Sharing your information

• Service providers who support our operations such as hosting, analytics, email, payment processing and security. They must follow our instructions and protect your data.
• Corporate events in connection with a merger, acquisition or asset sale where permitted by law.
• Legal where required to comply with law, protect rights or respond to lawful requests.

10. International transfers

We may transfer personal data internationally. Where UK or EU law applies we use appropriate safeguards such as standard contractual clauses when required.

11. Retention

We keep personal data only as long as needed for the purposes described in this policy, to meet legal requirements or to resolve disputes. We apply criteria based on account status, legal obligations and business needs.

12. Your rights

Depending on where you live you may have rights to access, correct, delete, restrict or object to certain processing, and to data portability. You may also have the right to withdraw consent where we rely on consent. To exercise your rights email contact@cividar-media.com. We will respond as required by law.

13. Children

Our services are not directed to children and we do not knowingly collect data from anyone under 16. If you believe a child has provided us with personal information please contact us and we will delete it.

14. Security

We take reasonable technical and organisational measures to protect personal information. No method of transmission or storage is completely secure.

15. Third party links

Our sites may contain links to third party sites or services. Their privacy practices are governed by their own policies.

16. Contact

For questions or privacy requests contact us at contact@cividar-media.com.

17. Complaints

If you are in the UK you can contact the Information Commissioner’s Office. If you are in the EU you can contact your local data protection authority.

18. Changes to this policy

We may update this policy from time to time. Significant changes will be noted on our site. The latest version applies to our processing of your data.

19. Dispute resolution

Any dispute, controversy or claim arising out of or relating to this Privacy Policy including its existence, validity or termination shall be finally settled by binding arbitration. The arbitral award shall be final and enforceable under the Convention on the Recognition and Enforcement of Foreign Arbitral Awards of 1958, also known as the New York Convention. This clause is intended to allow recognition and enforcement of the award in any jurisdiction that is party to the New York Convention.

Effective date: 25 September 2025