What we mean by personal data
Personal data is any information which is about you and from which you can be identified.
What kind of personal data we may hold about you
We act according to the principles of data parsimony and data avoidance, i.e., we only collect the minimum amount of data necessary to process your request or order. The type and amount of information we hold about you depends on your level of interaction with our website and our business.
VISITORS: If you are simply browsing our website, we do not collect any data that can be used to identify you personally. We collect the following non-personal information and store it in both a cookie and in our database:
- your IP address (anonymised - see below)
- operating system
- screen size and resolution
- browser type and version (User-Agent header)
- browser language preferences (Accept-Language header)
- your location: country, region, city, approx. latitude and longitude (Geolocation)
- date, time, and duration of visit for each page
- URL of the page that was viewed prior to the current page (Referrer URL)
- number of pages visited
- links to an outside domain that were clicked
All the data are stored on our local servers and are never passed on to third parties. We store your IP address using IP anonymisation, i.e., irrespective of whether you access our websites from a European Union Member State, a Contracting State to the Agreement on the European Economic Area, or from any other country, our IP anonymisation truncates your IP address by setting the last octet of IPv4 user IP addresses and the last 80 bits of IPv6 addresses to zeros before adding them to our database (e.g., an IPv4 user IP address of 18.104.22.168 becomes 22.214.171.124). Your full IP address is therefore never written to disk. As we do not store your full IP address, none of this information can be considered personal data as it cannot be used to identify you personally (neither from the individual nor the combined data). This means that you can browse our web pages completely anonymously.
CONTACT FORM: If you are using our contact form, we collect and hold the following additional personal information:
- the name and email address you provided
- your full IP address
MANUSCRIPT UPLOAD: If you are uploading a manuscript, we collect and hold the following additional personal information:
- the affiliation and billing address you provided
FEEDBACK FORM: If you use our feedback form to provide feedback on an editing or consulting job, we do not collect any additional personal information from the one we already collected during your order submission and any order-related information and ratings you provide will only be used for our internal quality control process.
DATABASES: We may also gather your personal information (your name and email address) from free database providers and/or social media whom you consented to list your personal information. These may include a variety of public databases. We may use this information for marketing purposes (see below), survey research, and/or lead generation. You always have the right to object to the processing or use of your data and can notify us at our contact address below.
Why we collect personal data
We do not collect any personal data if you only browse our openly accessible web pages. The visitor data we collect is of a pure technical nature and helps us to optimize our web presence and to make it accessible to as many people, browsers, and device types as possible. When you use our contact form, we need to collect your name and email address so we can respond to your questions. We do not use these data for any other purpose. When you use our contact form, we also collect your IP address which helps us protect our services from spammers and attackers. When you upload a manuscript we collect and store all the personal information you provide. This is a legal requirement as we can only issue you with a legally valid invoice if we know who you are and have your contact information.
We also collect and store your contact information when you send us an email. This is necessary to respond to your request, question, or issue, and to follow up on the resolution.
How long we store your information
The criteria used to determine the period of storage of personal data is the respective statutory retention period (e.g., invoice data must be stored for at least 5 years to comply with local tax regulations). After expiration of that period, the corresponding data is routinely deleted, as long as it is no longer necessary for the fulfilment of the contract, the initiation of a contract, or for the successful operation of XpertScientific.
The following rights have been granted by the European legislator:
- You have the right to obtain from us confirmation as to whether or not your personal data are being processed.
- You have the right to obtain from us free information about the type of personal data we hold on you.
- You have the right to request from us the rectification or deletion of your personal data, restrict its processing, or to object to such processing in its entirety.
- You have the right to lodge a complaint with a supervisory authority.
- You have the right to transfer your data to another organization.
We may send out a newsletter about our services and special offers. If you don’t want to receive marketing communications from us, you can opt out at any time by using the “Unsubscribe” link present in all marketing emails from us. This will prevent you from receiving any future marketing communications.
Our newsletter contains a so-called tracking pixel which is a miniature graphic embedded into the email body. This pixel allows us to statistically evaluate the success of particular marketing campaigns and optimize the newsletter delivery. Based on the embedded tracking pixel, we can see when an e-mail was opened by the recipient, and which links in the e-mail were clicked on. We do not use this information to try and draw any conclusions about your identity but only use it for our bulk statistical analyses. None of this information is passed to third parties.
If you respond to one of our job postings or spontaneously send us an application to work with us, we shall collect and process your personal data exclusively for the purposes related to your application. If your application is successful and you start to work for us, we will store and use your personal information for the purpose of our working relationship and in compliance with legal requirements. If your application is unsuccessful, we may offer to keep your information on file and become part of our talent pool which me may draw upon at a later time. In this case we will ask for your explicit consent. If you give your consent we will keep your information on file so we can contact you at a later stage when we have an opening. You can revoke your consent at any time and we will then immediately delete your information from our talent pool. If you do not provide your consent, or if you did not hear from us after submitting an application, your personal information will automatically be deleted within two months after we have made our decision not to hire you.
We use the open-source software tool Matomo to analyse visitor flows on our website. Web analysis is the collection, gathering and evaluation of data on the behaviour of visitors from Internet sites. A web analysis tool collects, inter alia, data on the website from which a visitor came (so-called referrer), which pages of the website were accessed or how often and for which period of time a sub-page was viewed. We use the results of this web analysis to optimize our website and improve visitor experience. The Matomo software is operated on our server and the data protection-sensitive log files are stored exclusively on this server.
Matomo sets a cookie (see above for an explanation of cookies) which enables the analysis of the use of our website and provides us with some knowledge about non-personal information such as your (anonymized) IP address (see above), which serves to understand the origin of visitors and clicks. We also record things like the access time, the location from which access was made, your screen resolution, operating system, browser type, and the frequency of visits to our website. These data will be stored by us and we do not forward this data to third parties.
You can prevent the setting of cookies through our website at any time by means of a corresponding adjustment of the web browser used and thus permanently deny the setting of cookies. In addition, cookies already in use by Matomo may be deleted at any time via a web browser or other software programs. Furthermore, you can object to the collection of data relating to your use of our website by selecting the "Do Not Track" option in your browser.
Further information and the applicable data protection provisions of Matomo may be retrieved under https://matomo.org/privacy/.
Note that we have no access to or control over these cookies that are used by third-party advertisers. However, you can always prevent the setting of the Google cookies by changing the appropriate setting in your web browser, or you may delete the cookie at the end of a session, or automatically limit such cookies to expire at the end of a session.
We do not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will promptly remove such information from our records.
We would also like to emphasize that we never sell, rent, trade or otherwise pass on your personal information to third parties unless required to do so by law (e.g., for tax audits or law enforcement purposes).
Payments with Stripe or PayPal
We integrated Stripe and PayPal on our website to handle secure online payments by credit card. Stripe and PayPal are both online payment service providers. Stripe has its European headquarters at Stripe Payments Europe, Ltd., 1 Grand Canal Street Lower, Grand Canal Dock, Dublin., Ireland. The European operating company of PayPal is PayPal (Europe) S.à.r.l. & Cie. S.C.A., 22-24 Boulevard Royal, 2449 Luxembourg, Luxembourg. Their respective privacy statements can be found at https://stripe.com/privacy and https://www.paypal.com/us/webapps/mpp/ua/privacy-full .
During the payment process we do not transmit any personal information to these payment services. Only when you make the payment will you pass information such as your name, email, and credit card details to our payment service providers who will use this information to process and authorize your card payment.
You have the possibility to revoke consent for the handling of personal data at any time from Stripe or PayPal. A revocation shall not have any effect on personal data which must be processed, used or transmitted in accordance with (contractual) payment processing.
Provision of personal data as statutory or contractual requirement
We need to point out that the provision of personal data may partly be required by law (e.g., tax regulations) or may result from contractual provisions (e.g., information on the contractual partner). In order to conclude a contract it may therefore be necessary that you provide us with personal data, which must subsequently be processed by us. Non-provision of personal data might prevent the conclusion of any contractual relationship with us.
Automated decision-making and profiling
We do not use automated decision-making or profiling.
Who we are and how to contact us
C Bac de Roda 64
Contact email: privacy