Privacy Policy

Last updated: July 29, 2026

Welcome to ScholarBase. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how ScholarBase (“we,” “us,” or “our”) collects, uses, discloses, and safeguards your information when you visit our website scholarbase.app and use our services.

ScholarBase is an open-source academic community platform that connects scholars, researchers, and academics worldwide. If you have any questions or concerns about this policy, please contact us at connect@scholarbase.app.

1. Information We Collect

1.1 Information You Provide to Us

We collect personal information that you voluntarily provide:

  • Account Information: When you register, we collect your name, email address, and profile information.
  • Profile Data: Your academic interests, biography, institutional affiliation, research areas, and profile picture.
  • Content You Post: Publications, blog posts, feed updates, comments, survey responses, event listings, admission posts, vacancy listings, and any other content you submit.
  • Communications: When you contact us, we collect your message and contact details.

1.2 Information Collected via Google OAuth

When you sign in using Google OAuth, we collect the following information from your Google account:

  • Email Address: Used to identify your account and send service-related communications.
  • Profile Information: Your name and Google profile picture, used to populate your ScholarBase profile.

Limited Use Disclosure:ScholarBase's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We only access the minimum Google data necessary to provide authentication and will not use this data for any other purpose without your explicit consent.

1.3 Information Collected Automatically

  • Log Data: IP address, browser type, operating system, referring URLs, and pages visited.
  • Usage Data: Your interactions with the platform, including content views, likes, follows, and saves.
  • Device Information: Device type and screen resolution for optimal display.

2. How We Use Your Information

We use your personal information for the following purposes:

  • To Provide and Maintain Our Service: Create and manage your account, authenticate your identity, and enable you to post content and interact with the community.
  • To Improve Our Platform: Analyze usage patterns to enhance user experience, develop new features, and optimize performance.
  • To Communicate With You: Send service notifications, respond to inquiries, and provide support.
  • To Moderate Content: Review content for compliance with our Terms of Service and applicable laws.
  • To Ensure Security: Detect and prevent fraudulent, unauthorized, or illegal activity.

3. Legal Bases for Processing (EEA and UK Users)

If you are located in the European Economic Area (EEA) or the United Kingdom, we process your personal information under the following legal bases:

  • Consent: For optional data processing activities like profile creation and content posting.
  • Contractual Necessity: To provide our services and fulfill our obligations under our Terms of Service.
  • Legitimate Interests: To improve our platform, ensure security, and prevent fraud.
  • Legal Obligation: To comply with applicable laws and regulations.

4. How We Share Your Information

We do not sell your personal information. We may share your data in the following circumstances:

  • With Your Consent: When you explicitly authorize sharing.
  • Service Providers: With third-party services that help us operate the platform, including:
    • Supabase— Authentication, database, and file storage
    • Cloudinary— Image and media hosting
    • Vercel— Hosting and infrastructure
    • Google— OAuth authentication services
  • Legal Compliance: When required by law, court order, or governmental regulation.
  • Protection of Rights: To enforce our Terms of Service, protect our rights, privacy, safety, or property.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. When you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain certain data for legal compliance (e.g., tax records, legal disputes).

Public content you posted (publications, blog posts, comments) may remain visible even after account deletion, though it will be anonymized (attributed to “Deleted User”). You can request complete removal of your content by contacting us.

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Secure authentication via Supabase/Google OAuth
  • Regular security assessments and updates
  • Restricted access to personal data on a need-to-know basis

However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Your Rights

7.1 For All Users

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Update or correct inaccurate information through your account settings or by contacting us.
  • Deletion: Request deletion of your account and associated data.
  • Data Portability: Request a machine-readable copy of your data.

7.2 For EEA/UK Users (GDPR)

In addition to the above, you have the right to:

  • Restrict Processing: Request that we limit processing of your data.
  • Object to Processing: Object to processing based on legitimate interests.
  • Withdraw Consent: Withdraw consent at any time where processing is based on consent.

You may lodge a complaint with your local data protection authority. Contact details for EU data protection authorities are available at edpb.europa.eu.

7.3 For California Residents (CCPA)

If you are a California resident, you have the right to:

  • Know: Request disclosure of the categories and specific pieces of personal information we collect.
  • Delete: Request deletion of personal information collected from you.
  • Non-Discrimination: Not be discriminated against for exercising your CCPA rights.

ScholarBase does not sell your personal information. To exercise your CCPA rights, contact us at connect@scholarbase.app.

7.4 For Indian Users (Digital Personal Data Protection Act)

Under India's Digital Personal Data Protection Act, 2023, you have the right to:

  • Notice: Be informed about the purpose of data collection and processing.
  • Access and Correction: Access and update your personal data.
  • Grievance Redressal: File complaints regarding data processing. We will respond within 30 days.

8. Cookies and Tracking Technologies

We use essential cookies for authentication and security purposes. These cookies are necessary for the platform to function. We do not use third-party tracking cookies for advertising. You can control cookie settings through your browser preferences.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. Our infrastructure is hosted globally via Vercel (US/EU regions) and data may be processed in the United States, India, and European Union. We ensure appropriate safeguards are in place for international transfers, including Standard Contractual Clauses (SCCs) where required.

10. Children's Privacy

Our service is not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete it. In compliance with Google OAuth requirements, users must be at least 13 years old to use Google sign-in.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and, where appropriate, via email or platform notification. We encourage you to review this policy periodically.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For data protection inquiries, you may reach our Data Protection Officer at connect@scholarbase.app. We will respond to your request within 30 days.

13. Google API Services User Data Policy

ScholarBase complies with the Google API Services User Data Policy. Our use of Google user data is limited to:

  • Authentication and account creation
  • Displaying your profile information on your ScholarBase profile

We do not use Google user data for advertising or any commercial purposes beyond providing our academic community platform. We do not transfer Google user data to any third parties except as necessary to provide and secure the platform (e.g., storing your profile data in our database) or as required by law.

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