What we collect, and what we do with it

The International Collegiate Research Review is the controller of the personal data described here. The journal is based in Azerbaijan and publishes work from authors anywhere.

Questions about anything on this page go to icrrjournal@gmail.com.

Nothing on this site is collected quietly. These five forms are the only places you can give us personal data, and each one shows you every field before you send it.

Submitting a manuscript

The corresponding author’s name, email address and institution, the section, the title and abstract, your confirmation that the work is original, and the manuscript file itself. The file may contain personal data about co-authors and about anyone your research involved; that is for you to consider before uploading it.

Applying to the reviewer panel

Your name, email address, institution and current position, the section you want to review for, the subject areas you can assess, your ORCID if you give one, and any account of your reviewing experience you choose to add.

Applying for an editorial role

Your name, email address, institution and current position, the role you are applying for, why you want it, your ORCID if you give one, and any account of your editorial experience you choose to add.

Writing to the editorial office

Your name, email address, the topic you pick, and your message.

Asking for announcements by email

Your email address, and nothing else.

We also read the network address your request arrives from. It is used to count how many times a form has been sent from one place in the last hour, so that the office is not flooded, and it is held in memory for that hour only. It is never written to the database and never joined to anything you sent.

Submissions and applications are handled because you asked us to consider them. Under the GDPR this is the step taken at your request before entering into an agreement, together with our legitimate interest in running an academic journal and keeping a record of what was decided and why.

Messages to the office are handled on our legitimate interest in answering people who write to us.

Announcement emails are sent on your consent alone. You gave it by entering your address, and you can withdraw it at any time by writing to icrrjournal@gmail.com.

This site sets no cookies on visitors, uses no analytics, and carries no advertising, tracking pixels or third-party scripts. Its pages are the same for everybody, so there is nothing to remember about you between visits and no consent banner to click.

One cookie exists, and only for editorial staff: signing in to the editorial office sets a session cookie so the browser stays signed in. If you have never signed in, you have never had it.

Only the editors handling your submission or application read what you send. We do not sell personal data, and we do not share it for anyone else’s marketing.

Three suppliers process data on our behalf in order to run the site:

Supabase

Holds the database and the uploaded manuscript files. Manuscripts sit in a private store that no public request can reach; an editor opens one through a link that stops working after five minutes.

Netlify

Serves the site and runs the code behind the forms.

Resend

Sends the notification that tells the office something has arrived. It sees the name and email address in that notification. If the journal has not configured it, no email is sent and nothing reaches Resend at all.

These suppliers store data outside Azerbaijan, including in the European Union and the United States. Where that transfer involves personal data of people in the European Economic Area, it relies on the standard contractual clauses in each supplier’s terms.

We would also disclose data where a law we are subject to requires it. If that ever happens we will tell you, unless we are forbidden from doing so.

Submissions that led to publication are kept permanently. They are part of the record of the work.

Submissions that did not are kept for two years from the decision, so that we can answer questions about it, then deleted along with the manuscript file.

Applications to review or edit are kept for two years, because panels are refreshed and a good application is often worth returning to. Ask us and we will remove yours sooner.

Messages to the office are kept for two years. Announcement addresses are kept until you unsubscribe.

Publication is the point of the exercise, so some of what you send is meant to be seen. An author’s name, institution, ORCID, biography and photograph appear on the article and on the contributor page, and stay there.

A published article is a permanent record that other work cites and builds on, so we cannot unpublish one to satisfy a request for erasure. What we can do is correct it, and there is a route for that in the publication ethics policy. Nothing in this section applies to submissions we did not publish, or to applications.

Wherever you are, you may ask us for a copy of what we hold about you, ask us to correct it, ask us to delete it, ask us to restrict what we do with it, object to our handling it on the grounds of legitimate interest, or ask for it in a portable form. Where we rely on your consent you may withdraw it at any time, and that does not affect anything done before you did.

Write to icrrjournal@gmail.com. We answer within one month. There is no charge, and no need to explain why you are asking.

If you are in the European Economic Area or the United Kingdom and you think we have handled your data badly, you may complain to the data protection authority where you live. We would rather you told us first, but you are not obliged to.

The database refuses every request by default and permits only the specific reads the public site needs, all of which are of published material. Everything an editor writes goes through a checked sign-in. Manuscripts are held apart from the rest, in a store with no public route into it.

No system is beyond reach. If a breach ever affects your data and puts you at real risk, we will tell you and the relevant authority as the law requires.

If this page changes, the date at the top changes with it. Where a change materially affects people whose data we already hold, we will write to them rather than rely on their noticing.