1. Information We Collect

1.1 Personal Information

We may collect personal information that you knowingly and voluntarily provide, including:

• Name
• Email address
• Institutional or professional affiliation
• Contact information (including information submitted in connection with the Apoola seal request)

Such information is collected solely for legitimate scholarly, administrative, and operational purposes.

1.2 Technical and Usage Information

In the course of normal operation, we may collect limited technical data, including:

• Internet Protocol (IP) address
• Browser and device characteristics
• Pages accessed and interaction patterns

This information is used in aggregate form to ensure the stability, security, and continuous improvement of the Service.

1.3 Scholarly and Editorial Contributions

Where users contribute content to the Encyclopedia, we may retain:

• Submitted articles, annotations, and commentary
• Attribution and authorship records
• Editorial correspondence and revision history

Such records form part of the academic integrity and provenance of the Encyclopedia.

2. Purpose and Use of Information

Information collected is used in furtherance of the Encyclopedia’s mission, including to:

• Maintain and develop the integrity of the scholarly record
• Review, curate, and publish contributions
• Facilitate informed discourse, peer engagement, and editorial deliberation
• Administer controlled-access features, including Apoola
• Communicate institutional updates, decisions, and notices
• Safeguard the security and proper functioning of the Service

We do not use personal data for purposes incompatible with these objectives.

3. Apoola: Controlled Access to Distinguished Contacts

Apoola (“Bag of Honour”) is a governed feature of the Encyclopedia designed to enable carefully mediated access to the contact details of distinguished individuals represented within the scholarly record.

In recognition of the sensitivity and dignity of such information:

• Contact details are securely stored and are not displayed 
• Access is granted only upon formal request and subject to review
• Decisions are guided by defined criteria, institutional oversight, and recorded justification
• All access requests and disclosures are logged to ensure accountability

Any use of Apoola information inconsistent with its intended scholarly or professional purpose may result in withdrawal of access and, where appropriate, further action.

4. Basis for Processing

We process personal information on one or more of the following grounds:

• The informed consent of the individual concerned
• The legitimate interests of the Encyclopedia as a scholarly institution
• The necessity of processing for compliance with applicable legal or regulatory obligations

5. Disclosure and Sharing of Information

The Encyclopedia does not sell or commercially exploit personal data.

Information may be shared, in a controlled and limited manner, with:

• Members of the Editorial Board and duly authorised reviewers
• Trusted service providers acting under appropriate confidentiality obligations
• Competent authorities where required by law or legal process
• Relevant parties where necessary to protect the integrity, security, or lawful operation of the Service

All such disclosures are undertaken with due regard to proportionality and necessity.

6. Data Security and Stewardship

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, or alteration.

While no digital system can be guaranteed to be entirely secure, we continuously review and strengthen our safeguards in line with evolving best practice.

7. Retention of Information

Personal information is retained only for as long as is necessary to:

• Fulfil the purposes outlined in this Policy
• Preserve the scholarly and historical integrity of the Encyclopedia
• Comply with applicable legal and regulatory requirements

Where appropriate, information may be archived in the public interest as part of the enduring academic record.

8. Rights of Individuals

Subject to applicable law, individuals may have the right to:

• Request access to their personal data
• Seek correction of inaccurate or incomplete information
• Request erasure, where consistent with scholarly and legal obligations
• Withdraw consent, where processing is based on consent
• Object to or request restriction of certain forms of processing

Requests will be considered with due regard to both individual rights and the integrity of the scholarly record.

9. Cookies and Similar Technologies

The Service may employ cookies and comparable technologies to support functionality, maintain session continuity, and understand patterns of use.

Users may manage such preferences through their browser settings.

10. External Links

The Service may contain references or links to external resources. The Encyclopedia does not assume responsibility for the privacy practices or content of such third-party sites.

11. Children and Young Persons

The Service is not directed toward children under the age of 13, and we do not knowingly collect personal information from such individuals.

12. International Processing

Given the global scholarly community we serve, personal information may be processed in jurisdictions beyond the user’s country of residence. Appropriate safeguards are implemented to ensure continued protection of such data.

13. Amendments to This Policy

This Privacy Policy may be revised periodically to reflect evolving legal, technical, or institutional developments. Any such revisions will be formally recorded and published with an updated effective date.

14. Contact

All inquiries relating to this Privacy Policy or the handling of personal data may be directed to:

Email: policy@encyclopedia.ac
Website: https://encyclopedia.ac