research※mesh
Privacy Policy

Effective Date: July 5, 2025 (v1.0)

At Research Mesh, we are committed to protecting the privacy of our users. This Privacy Policy outlines how we collect, use, and safeguard your personal information when you use Research Mesh (also referred to as researchmesh.com, often stylized as research※mesh, and hereafter referred to as the "Service"). By using the Service, you agree to the practices described in this policy, regardless of your location. Our policies and practices align and comply with the principles of the General Data Protection Regulation (GDPR) and other applicable data protection laws.

1. Information We Collect

We collect information that you voluntarily provide to us when you register for an account and use the Service. This includes:

• User account information: Your name, email address, and any other account details that you to share directly during registration and profile setup.
• Research unit details: Information necessary to provide and improve the Service. This includes details about the research group you wish to feature and profile, such as the name of the research unit, its institutional affiliation, its type (e.g., lab, centre, department), all required settings for newsletter delivery, the ORCID IDs of the associated scholars and researchers, and any optional branding assets you include (such as institutional logos or hex colour codes for branding integration).
• Cookies: We use essential cookies that are necessary for the basic functionality of the Service, such as keeping you logged in during a session. We do not use third-party advertising or tracking cookies.

2. How We Use Your Information

The information we collect is used to:

• Provide and improve the service: Operate, maintain, and enhance the features and functionality of the Service.
• Communicate with you: Send you service-related notifications, account updates, and information about new features or changes.
• Facilitate research collaboration and communication of research activities: Enable the showcasing and support of research groups and their various outputs as intended by the Service.
• Research purposes: We may use anonymized, aggregated data for research purposes or to improve our services. This data will not identify any individual users.

We will only collect personal information from you where we have your consent to do so, where the personal information is required to provide the Service to you, and where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.

3. Information Sharing

We do not share your personal data with any third parties, except as described below:

• Third-party service providers (subprocessors): We use third-party service providers, also known as subprocessors, to help us deliver the Service. These subprocessors may have access to your personal data only as needed to perform their functions for us (e.g., cloud infrastructure services to securely store and process your data). They are required to protect your data in accordance with our documented instructions and all relevant data protection laws. For transparency, a list of our current subprocessors is available at https://researchmesh.blob.core.windows.net/core/docs/subprocessors.html
• Business transfers: In the event that the Service is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.
• Legal requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency request).

4. Data Retention and Deletion

Your user data, including personal information and data collected/generated about featured research and researchers, is retained for the duration that you maintain an active account on the Service. Upon account closure or service termination by the user or by the Service, all associated and compiled data will be removed from our live systems immediately and from our backups within 60 days.

5. Data Security

We prioritize the security of your data and utilize industry-leading cloud infrastructure (see subprocessors list) with robust security measures to protect your information. While we implement strong safeguards, please be aware that no online system is completely secure, and we cannot guarantee absolute security of your data.

In the event of a data breach, the Service will promptly notify affected users and any relevant authorities as required by applicable law. We will also take immediate steps to investigate the breach, secure our systems, and mitigate any potential harm.

6. AI processes and data

• AI use disclosure: AI (artificial intelligence) is used extensively to generate digital assets in order perform and deliver core Service functionality, primarily utilizing publication metadata from scientific knowledge graphs. AI may also be used related to any content explicitly entered into newsletters and to contextualize digital communication products as they relate to the specific research unit.

• AI and data protection: We enter into data processing agreements with our AI subprocessors that contractually prohibit them from using any data from the Service to train their AI models. While we select our subprocessors carefully and operate in good faith, we are not responsible for and shall not be held liable for any breach of data protection obligations by a subprocessor that results from their failure to comply with their own policies or contractual agreements with us.

• Data isolation: administrator personal data “firewall” protection: All personal user and administrator data related to accessing an account for managing the Service does not interact with AI subprocessors in any capacity.

7. Your Choices

You can access, update, download, or delete your account and all of its associated and compiled data at any time by logging into your admin portal at researchmesh.com/admin. For any GDPR-related requests, you may also contact us at info@researchmesh.com. You have the right to access, update, or delete your data, request a copy of your data in a commonly used electronic format (data portability), and object to our processing of your data under certain circumstances. We will respond to all legitimate requests from individuals seeking to exercise their data protection rights in accordance with applicable data protection laws, typically within one month of receipt.

While we hope to resolve any concerns you have directly, you have the right to lodge a complaint with a data protection supervisory authority in your jurisdiction if you believe that our processing of your personal information infringes applicable law.

8. International Data Transfer

Your information may be transferred to, and maintained on, computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction. By using the Service, you consent to this transfer. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy. When we transfer your personal information to other countries, we will protect that information as described in this Privacy Policy and in compliance with applicable law, including by entering into data processing agreements and using standard contractual clauses where required.

9. Changes to This Policy

We reserve the right to modify or update this Privacy Policy at any time. All notices or announcements about updates to this policy will be emailed to administrative users maintaining accounts on the system. Your continued use of the Service after receiving notification of changes constitutes your acceptance of the revised policy.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at info@researchmesh.com

All documents related to the Service:

• Terms of Service
• Privacy Policy
• Subprocessors