Privacy Policy

This Privacy Policy describes how Xilvora Ink Education and Research Foundation (XIERF), operating through xierf.org, collects, uses, and protects information provided by users of this platform. By using our website and services, you agree to the practices described in this policy.

1. Information We Collect

We collect the following types of information when you use our services:

• Registration information — name, email address, institutional affiliation, country, when you create an account or submit a paper.
• Submission data — paper title, abstract, authors, co-authors, and uploaded documents when you submit research papers.
• Payment information — transaction ID and payment screenshots for camera-ready fee processing. We do not store card or banking credentials.
• Communication data — messages submitted via the contact form, membership applications, and reviewer applications.
• Usage data — pages visited, browser type, IP address, and device information collected automatically through server logs.

2. How We Use Your Information

The information collected is used solely for the following purposes:

• Processing and managing paper submissions and review workflows.
• Communicating review decisions, acceptance notifications, and conference updates.
• Publishing accepted papers in conference proceedings on xierf.org and xilvoraink.com.
• Verifying payment for camera-ready submission and registration.
• Responding to contact form inquiries and membership applications.
• Improving the platform and services based on aggregate usage patterns.

We do not use your information for advertising, profiling, or marketing purposes without your explicit consent.

3. Information Sharing

XIERF does not sell, rent, or trade your personal information to third parties. Information may be shared in the following limited circumstances:

• Published authors — author names, affiliations, and paper details are published in proceedings as part of the academic record.
• Indexing partners — publication metadata may be submitted to academic indexing databases.
• Legal requirements — when required by applicable law or regulatory authority.

4. Data Retention

Submitted papers, review records, and publication data are retained indefinitely as part of the academic record. Account and submission data for rejected or withdrawn papers is retained for a minimum of 2 years. You may request deletion of your personal account data by contacting us, subject to our obligations to maintain the academic record.

5. Security

We implement industry-standard technical measures to protect your information, including SSL/TLS encryption, secure server infrastructure, and access controls. However, no internet transmission is completely secure and we cannot guarantee absolute security.

6. Cookies

This website uses session cookies required for authentication and form security (CSRF protection). We do not use tracking or advertising cookies. By using this website you consent to the use of essential session cookies.

7. Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your account and personal data (subject to retention obligations).
• Withdraw consent for non-essential communications.

To exercise any of these rights, contact us at publication.xilvoraink@gmail.com.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Updated versions will be published on this page with the revised date. Continued use of the platform after changes constitutes acceptance of the updated policy.

9. Contact

For privacy-related queries, contact:
Xilvora Ink Education and Research Foundation
Email: publication.xilvoraink@gmail.com
Phone: +91 88210 01009