The platform is operated by Nashr Arabi L.L.C., a limited liability company registered in Minnesota, United States.
Data you provide
When you create an account or complete your academic profile, we may record your name, email address, country, institution and its address, academic or professional role, field and specialisation, and ORCID iD or scientific links if you add them. You may also add an optional profile image.
When preparing an application, the platform stores information required by the track and cycle, such as the work’s title, authors and their order, institutions, publication details, abstract and keywords, DOI or official URL, documents, files and declarations concerning eligibility and rights.
When you use the contact form, we retain what you send to the extent needed to handle your enquiry.
Data generated by the system
The system creates technical and operational records needed to manage accounts and applications, including session identifiers, email-verification status, timestamps for important actions, application status history, evidence of acceptance of policy and declaration versions, and evaluation and approval records under the relevant permissions.
Server and security logs may include technical information such as IP address, request time, requested path and error details needed for operation and protection. These data are not used to build advertising profiles.
Website functions include internal visit records that may store tracked pages, visit times and language, and may be linked to an account after sign-in. Necessary cookies retain the login session, language and consent choices; see the cookie policy for details.
Why we use data
- Create and secure accounts.
- Maintain academic profiles.
- Prepare applications and save drafts.
- Check eligibility and documents.
- Manage assignments and evaluation.
- Communicate about applications, completion requests and results.
- Document decisions and important changes.
- Publish approved results or information.
- Operate and protect the platform, resolve faults and address misuse.
Who can access data
Application files are not available to all platform users. Participants see their own accounts and applications. Administrative staff, eligibility reviewers, committee members and evaluators access the data needed for their tasks under the approved permissions and assignments.
Internal notes, evaluator identities and unpublished scores are not shown to participants unless the rules of a specific cycle expressly provide for publishing part of that information.
What may become public
Uploading a file or submitting an application does not publish it to the public.
After approval, the platform may publish information such as the work’s title, authors’ names, abstract, result or award, according to the cycle rules and recorded permissions.
Publication of a full file is a separate decision. It occurs only when the rights permit it and the required consent has been recorded.
Hosting
The platform’s current production infrastructure is hosted in the United States.
External services
The platform does not currently use Google or ORCID sign-in in production. If an external service is enabled in future, this policy will be updated to explain the data exchanged with it.
Administrative tools include an institution-data autocomplete service provided by Odoo. When used, it receives the search query and search country or the institution’s tax number, together with technical installation information, the operator’s country and the service account token. The custom academic-profile and application forms do not contact this service.
Outgoing email is not currently configured. The platform may store messages and internal notifications, but saving a message does not mean it has been sent to an external email service.
Advertising and analytics
Nashr Arabi does not sell personal data and does not currently use advertising, targeted advertising or optional analytics tools to track visitors.
Retention
Retention varies by record type. Academic-profile details can be edited while an account remains active. A finally submitted application becomes part of the cycle record, and its essential data and decision history may need to be retained to preserve the integrity of evaluation and results.
Private files are subject to the cycle’s approved retention policy and the associated rights. Records approved for the public archive remain available according to the publication decision and the rights in the work.
We do not promise to delete a final record when doing so would compromise a completed cycle, a published result or existing rights-related commitments.
Correction and account deactivation
Users can edit the information made available to them in their account area. They may request a review of their data, corrections they cannot make themselves, or account deactivation through the available tools or the contact form.
Deletion requests are reviewed according to the data type and application status. Data that can be deleted may be removed, while the system retains the minimum records needed to protect the integrity of a completed cycle or document an existing consent, decision or right.
Security
The platform uses access controls that separate participants, reviewers, evaluators and administrators, and records certain sensitive actions. No online service can guarantee the complete absence of risk. Security reports are therefore handled through the established operation and protection procedures.
Policy updates
A new policy version is created for a material change, with its version number and date recorded. The version accepted by a user for an action requiring consent remains linked to that record.
Contact
For data enquiries or review requests, use the contact form.
Nashr Arabi L.L.C. — Minnesota, United States