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Privacy Policy

AuthorAID Privacy Policy

This privacy policy was changed on Thursday 24th March 2018 to reflect the General Data Protection Regulation (GDPR) (EU) 2016/679 

We are committed to ensuring that your personal details are protected when you use our websites or subscribe to our mailing lists. We define Personal Data as any data from which it is practical to directly determine your identity or the identity of any individual. We have established this Privacy Policy to explain how Personal Data is collected on the AuthorAID site, and how this Personal Data is used by AuthorAID.

By registering with the AuthorAID website, you agree (1) to comply with the terms and conditions of this Privacy Policy and the Terms and Conditions of Service, and (2) that AuthorAID and any User may process (i.e. collect, use, etc.) your Personal Data as described in this Privacy Policy or the Terms and Conditions of Service. Personal Data may be processed by AuthorAID or User(s) in the country where it was collected as well as other countries where laws regarding processing of Personal Data may be less stringent.

If you have any questions about how we use your personal information or comply with data protection legislation, please email us at data@inasp.info.

When using your information, we aim to be fair and transparent, and to follow our obligations under UK data protection laws.

Who is responsible for your data?

AuthorAID is a project of the International Network for the Availability of Scientific Publications (INASP), which is responsible for your data. Our registered address is 2-3 Cambridge Terrace, Oxford, OX1 1RR. We are registered as a company in England and Wales under company number 04919576. We are the data controller of the data which we collect from you, and as such we control the ways your personal data are collected and the purposes for which your personal data are used.

What information do we collect about you?

Information will be requested from you when you register for INASP’s AuthorAID website. By entering your details in the fields provided you enable AuthorAID to deliver the services you select. This personal information may include, but is not limited to, your contact details, as outlined below:

Your name and contact details

(email address, telephone number, address)

When you create an account with us

When you fill in forms on our website

Communication we have with you

(emails, letters, messages through our online forum, messages sent to us through our social media platforms, feedback)

When you get in touch with us

When you respond to our requests for feedback

When you contact other website users on the online forum or through our secure messaging service

Information about you, your location and how you use our website, mobile application, information about your interests and preferences

When you use our digital systems and services

When you accept our cookies placed on your device

When you update your account information

When you fill in forms on our website

When you get in touch with us

When you respond to our requests for feedback

When you opt in to receiving messages from us

Cookies and Passive Data Collection

AuthorAID automatically receives and records information on our server logs from your browser, including your IP address, AuthorAID cookie information, and the page you request.

AuthorAID uses cookie, IP address, and URL information to improve the content of the AuthorAID website, the quality of AuthorAID servers, and to provide enhanced features to users, where available. AuthorAID uses cookies to save users' AuthorAID IDs, session validators, and on users' browsers and hard drives, and may use them to provide tailored services to those users, as they become available.

IP Addresses also help us to diagnose problems with our server, to administer the AuthorAID site, and to otherwise provide the AuthorAID service to its users. IP addresses may be disclosed to a third party if we believe in good faith that the law or legal process requires it, or to protect the rights or property of AuthorAID, its users or the general public.





More information

Google Analytics

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These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

An overview of privacy at Google

Content management system cookie


This cookie is essential to be able to use the members area of this website. The cookie is only set when you log into the members area and is deleted when you log out.


Users should be aware that other websites visited before entering AuthorAID might place personally identifiable information within a User's URL during a visit to their website, and AuthorAID has no control over such websites. Accordingly, some of this information may be logged by a subsequent website that collects URL information.

Personally Identifiable User Information

Once you register with AuthorAID, you are not anonymous to AuthorAID.

When registering with AuthorAID, you provide Personal Data, which includes a AuthorAID ID, a user-chosen password, and an email address. Some information provided when registering for an AuthorAID account will be publicly displayed on the AuthorAID website. Please see the AuthorAID Terms and Conditions for details. You can decline to share such Personal Data with us by not registering with AuthorAID.

To combat online fraud, AuthorAID may also record your IP address when submitting information.

To protect your AuthorAID ID account information, please keep your password secure.

Content and Use of Networks

When you post Content (or send messages) on the AuthorAID website that enable direct sharing of information with other Users and visitors, other Users and visitors will have access to any Personal Data in such Content. The AuthorAID website keeps track of Content that you have uploaded. Such information, displayed with your AuthorAID ID and photo, if you uploaded one, is available to Users and visitors of the AuthorAID site.

Because you may voluntarily disclose any Personal Data in these public areas, you should be careful about the information you choose to disclose. AuthorAID does not control that disclosure, and is not liable in any way for anyone's use or misuse of the information in the disclosure. In other words, use caution and judgement here.

How AuthorAID Uses Information

Your personal information will be used by AuthorAID to process your requests, provide or administer AuthorAID services, or to display content you have provided to use on the AuthorAID website. We will also use/store your personal information for internal statistical analysis, and to improve our work, as outlined below:

Email communication from AuthorAID

We will send you administrative messages, and email updates regarding your account. We may also send you notices of new content in which you may be interested when you have subscribed to such notices. In your account, you can choose to opt in to new content notices. You may opt out of receiving administrative messages by cancelling your AuthorAID User account.

How long we keep your data

The personal information you provide will be kept on our database for as long as is reasonably required for the purpose(s) for which it was submitted.

We will actively review the information we hold and when there is no longer a customer, legal or business need for us to hold it, we will either delete it securely or, in some cases, anonymise it.

How we protect your data

We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction.

We will take reasonable precautions to prevent the loss, misuse or unauthorised alteration of information you provide us. Communications from us about the AuthorAID website or its content may be sent to you by email. Email is not a fully secure means of communication and we cannot guarantee our emails are free from viruses and other harmful effects, although we do our best to make them as secure as possible.

We keep these security measures under review and refer to industry security standards to keep up to date with current best practice.

Sharing your data

We will not sell, distribute or lease your personal information to third parties unless we have your permission or disclosure is required by law. In some instances, however, AuthorAID may use third parties to process your information (for example, we use Mailchimp to manage our mailing list).

On these occasions, we will require that these third parties comply strictly with our policy and will prohibit the use of your personal information for their own business purposes.

Your Rights

You are entitled to see copies of all personal data held by us and to amend, correct or delete such data. You can also limit, restrict or object to the processing of your data. You have the right to be told what personal information we hold about you on our databases and ask for it to be removed.

Users may also, at any time, choose to correct or update the information they have submitted to AuthorAID, by logging into their account dashboard.

To raise any objections or to exercise any of your rights, you can send an email to us at  data@inasp.info or you can write to us at Data Protection, INASP, 2-3 Cambridge Terrace, Oxford, OX1 1RR.

When you get in touch, we will come back to you as soon as possible and where possible within one month. If your request is more complicated, it may take a little longer to come back to you, but we will respond within two months of your request. There is no charge for most requests, but if you ask us to provide a significant about of data, for example, we may ask you to pay a reasonable admin fee. We may also ask you to verify your identity before we provide any information to you.

If AuthorAID decides to change this privacy policy, the changes will be posted on this page.


If you have any questions or complaints about how we use your personal information or comply with data protection legislation, please email us at data@inasp.info


AuthorAID uses industry standard security measures to protect the loss, misuse and alteration of the information under our control. Although we make good faith efforts to store the information collected by AuthorAID, AuthorAID cannot guarantee complete security. Further, while we work hard to ensure the integrity and security of our network and systems, we cannot guarantee that our security measures will prevent third-party "hackers" from illegally obtaining this information.

No Spam Policy

Our No Spam Policy and Terms of Service prohibit all Users from engaging in any activity involving the sending of email in violation of applicable law. Violations of these policies may result in immediate termination of service and legal action against any spammers.

AuthorAID offers email masking and relay when Users choose to communicate with other Users on Networks running on the AuthorAID Platform to reduce third party email harvesting and spam. We also encourage Users to choose an email address where they will be comfortable receiving email responses from other AuthorAID Users if they choose.

International Users

By visiting the AuthorAID site and providing AuthorAID with data, you acknowledge and agree that due to the international dimension of AuthorAID we may use the data collected in the course of our relationship for the purposes identified in this Privacy Policy or in our other communications with you, including the transmission of information outside your resident jurisdiction. In addition, please understand that such data may be stored on servers located in the United States where laws protecting Personal Data may not be as stringent as the laws in your jurisdiction. By providing us with your data, you consent to the transfer of such data.

Revisions to This Policy

AuthorAID reserves the right to revise, amend, or modify this policy and our other policies and agreements at any time and in any manner. Notice of any revision, amendment, or modification will be posted on AuthorAID, and a User's continued use of AuthorAID will signify agreement to such changes.



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