Effective Date: 25/04/2025
Version: 1.0
Article 1: Preamble
This Privacy Policy governs the manner in which Academic Timestamp (“we”, “us”, “our”) collects, uses, maintains, and discloses information collected from users (“you”, “your”) of the Academic Timestamp platform accessible via https://academictimestamp.com/ (“Website”). This Privacy Policy applies to all services and features provided by Academic Timestamp and forms a binding agreement between you and us when you access, browse, or use the Website.
By accessing or using the Website, you accept the practices described in this Privacy Policy. If you do not agree with any provision herein, please refrain from using the Website or submitting any personal information.
Article 2: Purpose and Scope
Academic Timestamp is a free and non-profit digital archive designed to offer verifiable timestamping for scholarly work. In order to achieve this, we collect certain information from users to enable the submission, preservation, and integrity of academic content. This policy outlines how such information is collected, safeguarded, and used.
This Privacy Policy is distinct from our Terms & Conditions, which govern your use of the Website and its services.
Article 3: Data We Collect
We collect two types of data:
3.1 Personal Identifiable Information (PII):
– Name
– Email address
– Affiliation (if voluntarily provided)
– IP address (for audit and security purposes)
3.2 Non-Personal Information (NPI):
– Browser type and version
– Operating system
– Pages visited and actions taken on the Website
– Time and date of visits
3.3 Submitted Content:
– Academic documents uploaded for timestamping
– Metadata associated with the document
– Public comments or feedback authored by registered users
Article 4: Legal Basis for Processing
Academic Timestamp processes personal data based on the following legal bases under the General Data Protection Regulation (GDPR) and equivalent international frameworks:
– Consent: You voluntarily provide information when registering, uploading, or commenting.
– Legitimate Interests: We have a legitimate interest in preserving the integrity and provenance of academic work.
– Legal Obligations: We may be required to retain data to comply with applicable laws or court orders.
Article 5: How We Use Collected Data
We use the collected data to:
– Provide timestamping services and maintain permanent records of authorship
– Generate cryptographic hashes and metadata for archival purposes
– Enable secure and traceable academic dialogues via comments
– Maintain the security and integrity of the platform
– Improve our services and monitor platform performance
– Communicate with users when necessary regarding their submissions or platform updates
We do not sell, lease, or rent your personal information to third parties under any circumstances.
Article 6: Data Storage and Security
6.1 Storage:
All data—including uploaded documents, timestamps, and user accounts—is stored on encrypted, secure servers located in compliance with international data residency laws.
6.2 Security Measures:
We implement industry-standard measures to protect your personal and submitted data from unauthorised access, alteration, disclosure, or destruction. These measures include:
– HTTPS protocol and secure login encryption
– Encrypted data transmission and storage
– Role-based access controls
– Regular security audits
While we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.
Article 7: Retention of Data
Uploaded academic materials and their timestamp metadata are preserved indefinitely to maintain the evidentiary value of submissions. Other user data (e.g., registration information, IP logs) will be retained as long as necessary for the purposes outlined in this policy or as required by law.
If you wish to delete your user account, you may request this in writing. Please note, however, that academic submissions and timestamps will remain in our archive as a matter of public academic record and cannot be erased or altered post-submission.
Article 8: Cookies and Tracking Technologies
Academic Timestamp uses cookies solely for technical functionality and to improve user experience. These may include:
– Session cookies (to maintain your login session)
– Analytics cookies (to understand how users engage with the Website)
You may set your browser to refuse cookies or to alert you when cookies are being sent. However, disabling cookies may affect the functionality of certain features on the Website.
Article 9: Third-Party Services
Academic Timestamp does not currently integrate with third-party analytics platforms, ad networks, or social media plugins. In future implementations, any such integrations will comply with this Privacy Policy and relevant legal standards, and you will be notified accordingly.
Article 10: User Rights
Under applicable data protection laws, you have the following rights:
– Access: To obtain a copy of the personal data we hold about you
– Rectification: To request correction of inaccurate or incomplete information
– Erasure: To request deletion of personal data (subject to archival constraints)
– Restriction: To limit our use of your data under certain conditions
– Objection: To object to processing based on legitimate interests
– Data Portability: To receive your data in a structured, commonly used, and machine-readable format
Requests can be made via our contact page. We will respond within the timeframe required by law.
Article 11: Data Transfer Outside the EU
If you are accessing our platform from within the European Economic Area (EEA), please note that some data may be processed or stored outside the EEA. In such cases, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs), to protect your data rights.
Article 12: Children’s Privacy
Academic Timestamp is not directed to children under the age of 16. We do not knowingly collect personal information from children. If we discover such data has been submitted, it will be promptly deleted.
Article 13: Changes to This Privacy Policy
We reserve the right to update this Privacy Policy at any time. When we do, we will revise the “Effective Date” at the top of this page and notify registered users where required. We encourage you to review this policy periodically to remain informed.
Your continued use of the Website following the posting of any changes constitutes acceptance of those changes.
Article 14: Contacting Us
If you have any questions about this Privacy Policy, the practices of this site, or your dealings with Academic Timestamp, please contact us via our contact page.