Data retention & privacy
In short
- What you upload is visible to your account only. We do not inspect it or use it for anything but your own results, and the site gives its administrators no way to open your venues.
- Data leave this server in one case only: when you use the LLM (the Taxonomy matching, or the optional naming of topics in recruitment), the titles and abstracts concerned are sent to the LLM provider. Nothing else is sent, to anyone.
- Every venue is deleted automatically 30 days after it was created, with everything uploaded to it and computed for it. You can delete a venue, or your whole account, at any time.
What is stored
| What | Contents | Kept until |
|---|---|---|
| Your account | The name you gave, your email address (the sign-in name; it is not verified and the site sends no email), and a salted hash of your password. | You delete the account (Account page). Its venues go with it. |
| Your venues | The files you upload as they were read: submissions (titles, abstracts, and the authors, email addresses, affiliations and countries if your file has them), the reviewer pool (names, email addresses and affiliations if given, publication lists), conflicts of interest, your own matching scores. And what is computed from them: embeddings, the taxonomy, scores, assignments, shortlists, diagnoses, the LLM's answers. | 30 days after the venue was created, or earlier when you delete it. The rows and the files are both removed. |
| Usage counters | Your email address with the time of each Taxonomy matching and keyword extraction you started, for the daily limits. | 30 days. |
| Copies for maintenance | When the site is updated, a copy of its database may be kept on the same server to undo the update. | 30 days at most; older copies are deleted automatically. |
| Web server log | The address a request came from, its time and the page asked for. No uploaded content. | As long as the server's operating log keeps it. |
The site sets one cookie, which keeps you signed in. There is no advertising, tracking or analytics.
Who can see it
- Your venues: you. Another account that asks for one of your pages is told the page does not exist. This holds for the site's administrators too: the list of accounts shows them how many venues an account has, not which, and no page opens them.
- The demonstration: everyone. The venues named Demo Data from … are prepared by the site from public paper lists and public publication records. They contain no user's data. The people listed in them were not invited and did not agree to review.
- The expert database used for recruitment is built from public bibliographic records (DBLP and OpenAlex): names, publication lists, and ORCID identifiers where they are public. It holds no email addresses.
What is sent to the LLM, and when
This server has no LLM configured at the moment, so nothing is sent anywhere: the Taxonomy matching builds its taxonomy by clustering, and topics are named from the papers' words. What follows describes the site with an LLM configured. Two functions use it, and both are your choice:
| Function | What is sent | How to avoid it |
|---|---|---|
| Taxonomy matching Assignment page |
The title and up to the first 1,500 characters of the abstract of every submission and of the 15 evidence publications chosen for each pool member. | Use the Expertise Prototype matching, or import your own scores: both run on this server alone. |
| Naming the topics Initial pool, Diagnose & recruit |
The title and the first 2,500 characters of the abstract of every submission, 20 papers a call, once per paper. Nothing about the pool. | Untick Name the topics from LLM keywords before you run the plan or the diagnosis. |
Never sent: author names, email addresses, affiliations, countries, reviewer names, conflicts of interest, scores, assignments. The provider handles what it receives under its own terms; we cannot speak for how long it keeps it. The answers that come back (topic names, keywords) are stored with the venue and deleted with it.
Everything else stays here: the embeddings, the Expertise Prototype matching, the assignment, and all of recruitment's searches, which compare your submissions with the expert database on this server.
Deleting
- Automatically. A venue is deleted 30 days after it was created; your workspace and the venue's overview show the day. Export the assignment before then: a deleted venue cannot be brought back.
- A venue, yourself: the Delete button in your workspace.
- Your account, with every venue in it: the Account page.
This is a research demonstration run on a small server, without a guarantee of availability. Keep your own copy of anything you cannot afford to lose.