Privacy Policy

01 Information we collect

We collect the information reasonably needed to communicate with you, provide our services and operate our website.

This may include your name, contact details, professional affiliation, research interests, publication information, correspondence, project details and relevant billing information.

When you visit our website, limited technical information such as device details, IP addresses and website activity may also be collected.

Information may come directly from you or from relevant publicly accessible professional sources, professional contacts and other lawful sources. Where required, we provide further information about the source of your data.

02 How we use your information

We use personal information to support our normal business activities, including:

• Responding to enquiries and providing information about our services.
• Communicating with researchers and organisations about relevant opportunities.
• Managing commissioned projects, producing content and coordinating approvals.
• Publishing and disseminating approved research communication materials.
• Processing orders, payments, invoices and business records.
• Maintaining security and improving the website and its services.

Depending on the purpose, we process information because it is needed for a contract or pre-contractual enquiry, to meet legal obligations, for our legitimate business interests, or with consent where required.

Our legitimate interests include operating and improving SciTube, communicating with relevant professional audiences, supporting research dissemination and maintaining business security. We consider individuals' rights and reasonable expectations when relying on these interests.

03 Keeping in touch

We may contact researchers and other professionals about SciTube's services, publications and opportunities for wider research communication.

We aim to make our communications relevant and transparent, and follow applicable data protection and electronic marketing requirements. Consent is obtained where legally required.

You can object to direct marketing at any time. Simply use the unsubscribe option in our emails, reply asking not to be contacted, or email us directly. We will stop using your information for direct marketing and may retain minimal details to honour your preference.

04 Working with SciTube

When you commission our services, we use the information needed to manage your project, communicate with you, prepare the work and arrange delivery.

We may publish approved author names, affiliations, research details and other agreed information as part of SciTube publications and their dissemination. Publicly published information may be indexed, shared or retained by third parties.

Our website forms may be managed using Gravity Forms, while online payments are processed through providers such as Stripe. Email services may include Sendy and Amazon SES.

Information necessary for an order or contract needs to be provided so we can deliver the requested service. Without it, we may be unable to proceed.

05 Our website and digital services

We use website technologies to provide a reliable, secure and easy-to-use experience. These may include essential cookies, analytics, video services and interactive support tools.

Where required by law, non-essential cookies and similar technologies are used only with the appropriate consent. You can manage available choices through the website's cookie controls and your browser settings.

If you choose to use an automated website support feature, the information you enter may be processed by the service provider to provide a response. Please use our normal contact channels for confidential project information.

06 Sharing information

We share information only where reasonably necessary to operate our services, fulfil an agreement or meet legal obligations.

This may include authorised team members, contracted scientific and creative specialists, website and email service providers, payment processors and professional advisers. We may also disclose information where required by law.

We use appropriate contractual and security arrangements when engaging providers who process personal information on our behalf.

We do not sell or rent personal contact lists to third parties for their independent marketing purposes.

07 Keeping information safe

We take reasonable technical and organisational measures to protect personal information, including access controls, appropriate service providers and internal procedures.

Our work is international, so information may sometimes be processed outside the UK or European Economic Area. Where required, we use applicable adequacy arrangements or other recognised legal safeguards, such as approved contractual clauses. Further details of relevant safeguards can be requested from us.

No online system is entirely risk-free, but protecting the information entrusted to us is an important part of how we operate.

08 How long we keep information

We keep personal information only for as long as reasonably necessary for its purpose and applicable legal or contractual obligations.

Financial and contractual records are generally retained for the period required by law, commonly six years for relevant UK records. Other business and correspondence records are reviewed according to their purpose.

Approved publication information may remain available as part of our public research communication archive. Limited contact details may also be retained to respect marketing opt-out requests.

09 Your privacy choices

Depending on the circumstances and applicable law, you may ask to access, correct, delete, restrict or receive a copy of your personal information, or object to certain uses of it. You may also have rights relating to automated decision-making.

Where we rely on your consent, you can withdraw it at any time without affecting earlier lawful processing.

If you would like to exercise a privacy right or ask about how your information is handled, just contact us. We may need to verify your identity and normally respond within one calendar month, subject to applicable exceptions.

If you have a concern, we welcome the opportunity to address it directly and handle complaints in accordance with applicable law. You can also contact the UK's Information Commissioner's Office or another competent data protection authority where applicable.

10 Questions and contact details

If you have questions about this Privacy Policy or how SciTube handles personal information, please get in touch.

We may update this policy when our services, technology or legal requirements change. The latest version will always be published on this page.