Conference URLs you submit are used to generate your audit results. Anonymised query patterns help us improve threat detection. We never sell your data. Institutional audit data is isolated — your organisation's queries are never visible to other institutions.
This Data Policy explains precisely what happens to data you submit to ScholarVault — in particular the conference URLs you audit, the reports you generate, and the vault data you store. This policy works alongside our Privacy Policy and is specifically relevant to institutional clients evaluating ScholarVault under data governance frameworks.
| Data Type | What It Is | Who Can Access |
|---|---|---|
| Audit Input Data | Conference URLs you submit for auditing | You + ScholarVault engine only |
| Audit Result Data | Trust scores, breakdown reports, verdict labels | You + your Institution seats |
| Vault Data | Saved conferences, notes, tags, CFP alerts | You + your Institution seats |
When you submit a conference URL, it is passed to our 18-point audit engine. The engine queries publicly available data sources to generate your trust score and breakdown. This is the primary and intended use of your submission.
ScholarVault may use anonymised, aggregated patterns derived from submitted URLs to improve our threat database and detection accuracy. This means:
We never sell, share, or publish the list of URLs submitted by any user or institution. Your conference audit queries are not visible to other users, organisations, or third parties. We never use your submitted URLs in advertising or external reporting.
Your audit results and vault saves are visible only to you when logged in. Results generated anonymously (without login) are session-only and not stored against any account.
On the Institution Plan, up to 10 named seats share access to a single institution dashboard. This means all seats within your institution can view:
Data isolation guarantee: Your institution's audit data is completely isolated from all other institutions on ScholarVault. No other institution can view your audits, and you cannot view theirs.
| Data Type | Retention Period | Reason |
|---|---|---|
| Audit query logs (URLs submitted) | 24 months | Platform improvement & dispute resolution |
| Audit result reports (in your vault) | Duration of account + 90 days after deletion | Continuity of service |
| Institution NAAC compliance reports | Duration of subscription + 1 year | Regulatory continuity |
| Session-only audits (no login) | Session duration only | Not stored permanently |
| Anonymised threat database contributions | Indefinite | Core platform intelligence |
ScholarVault data is hosted on cloud infrastructure in India. All data at rest is encrypted using AES-256. All data in transit is encrypted via TLS 1.2 or higher. We do not currently transfer audit data outside India.
Our audit engine queries publicly available third-party data sources including domain registrar records, Scopus and Web of Science public databases, WHOIS services, and similar. We do not share your submitted URLs with these services in a way that identifies you — queries are made programmatically as part of automated research.
You may request an export of your vault data and audit history at any time. Exports are provided in CSV or JSON format within 14 working days. Contact [email protected] with subject: "Data Export Request — [Your Email]"
You may request deletion of your account and associated data at any time. Upon verified deletion request:
In the event of a data breach affecting personal data, we will notify affected users within 72 hours of becoming aware of the breach, in compliance with the Digital Personal Data Protection Act 2023. Notification will be via the email address registered to your account.
Institutions with specific data governance requirements (government universities, NAAC-accredited institutions with DPA requirements) may request a formal Data Processing Agreement (DPA). Contact [email protected] with subject: "DPA Request — [Institution Name]"
Data-related queries: [email protected] · Subject: "Data Query — [Your Email]" · Response within 14 working days.