Privacy Policy

1. Who We Are

NeucitePress (“we”, “us”, “our”) provides academic publishing, journal services, book publishing, intellectual property management, medical communication, and conference management services. For the purposes of the EU General Data Protection Regulation (GDPR) and the UK GDPR, NeucitePress acts as the data controller for personal data processed through neucitepress.com and its associated services. Where we process data on behalf of a journal, institution, or client, we may act as a data processor under the terms of the relevant service agreement.

2. Information We Collect

Information you provide

• Account and registration details (name, email address, password)
• Institutional affiliation, professional title, and academic credentials
• Manuscript and abstract content, including author and co-author details
• Peer review correspondence and reviewer reports
• Conference registration and presentation materials
• Billing details and information needed to process payments
• Messages you send us through forms, email, or support requests

Information we collect automatically

• IP address, browser type, and device and operating system information
• Pages visited, referring URLs, and on-site navigation patterns
• Cookies and similar technologies (see Section 8)

We do not intentionally collect special category data (such as health, ethnicity, or political opinions). Please do not submit such data unless it is a necessary part of a manuscript or submission.

3. Legal Bases for Processing (GDPR)

Where the GDPR or UK GDPR applies, we rely on the following legal bases:

• Contract — to deliver the publishing, review, and conference services you request.
• Legitimate interests — to operate, secure, and improve our services, and to communicate with you about your submissions, balanced against your rights.
• Consent — for marketing emails, optional newsletters, and non-essential cookies. You may withdraw consent at any time.
• Legal obligation — to comply with tax, accounting, and other applicable laws.

4. How We Use Your Information

• Service delivery: processing manuscripts, managing peer review, running conferences, and providing the services you request
• Communication: sending submission updates, decisions, and service notifications
• Improvement: understanding usage to improve our platform and services
• Analytics: generating aggregated, anonymised insights about publishing trends
• Security and fraud prevention: protecting our platform and users
• Legal compliance: meeting our regulatory and contractual obligations

5. How We Share Your Information

Academic workflow

• With peer reviewers and editors for manuscript evaluation, anonymised where the review model requires it
• With co-authors, conference organisers, and attendees where relevant to your submission or event
• For publication in journals and conference proceedings, as agreed at submission

Service providers

• Vendors who help us run our services (hosting, email, analytics)
• Payment processors for handling transactions

These providers are bound by contract to process data only on our instructions and to keep it secure.

Legal and corporate

• Where required by law, regulation, or valid legal process
• To protect our rights, property, or the safety of others
• In connection with a merger, acquisition, or business transfer, subject to this policy

We do not sell your personal information.

6. Data Security

• Encryption of data in transit and, where appropriate, at rest
• Access controls and authentication for staff and systems
• Regular security reviews and vulnerability assessments
• Staff training on data protection
• Procedures to detect, report, and respond to data breaches

No method of transmission or storage is completely secure, but we work to protect your data using appropriate technical and organisational measures.

7. Your Rights

Under the GDPR / UK GDPR

If you are in the EU, EEA, or UK, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request erasure of your data, subject to legal and contractual limits
• Restrict or object to certain processing
• Receive your data in a portable format
• Withdraw consent at any time, without affecting prior lawful processing
• Lodge a complaint with your local data protection authority

Under the CCPA / CPRA (California residents)

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

• Know what categories of personal information we collect and how we use them
• Request access to or deletion of your personal information
• Correct inaccurate personal information
• Opt out of the sale or sharing of personal information — note that we do not sell personal information
• Not be discriminated against for exercising your privacy rights

To exercise any of these rights, contact us using the details in Section 12. We will respond within the timeframes required by applicable law and may need to verify your identity first. To request deletion of your data specifically, see our Data Deletion Request page.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to keep you signed in, remember your preferences, measure site usage, and improve our services. Essential cookies are required for the site to function. Non-essential cookies (such as analytics) are used only with your consent where required. You can manage or disable cookies through your browser settings, though some features may not work correctly without them. See our Cookie Policy for more detail.

9. International Data Transfers

We serve a global academic community, so your data may be transferred to and processed in countries other than your own. Where we transfer personal data internationally, we use appropriate safeguards such as Standard Contractual Clauses approved by the relevant authorities, adequacy decisions, or other lawful transfer mechanisms.

10. Data Retention

We keep personal data only for as long as needed to provide our services, meet legal and regulatory obligations, resolve disputes, enforce agreements, and maintain the integrity of the academic record. Published works and associated metadata may be retained indefinitely as part of the permanent scholarly record. When data is no longer needed, we delete or anonymise it securely.

11. Children’s Privacy

Our services are intended for researchers and professionals and are not directed at individuals under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

12. Contact Us

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or the law. We will post the updated version here with a revised “Last updated” date and, where changes are material, take additional steps to notify registered users. Your continued use of our services after an update indicates your acceptance of the revised policy.