Privacy Policy

Last updated: 02.12.2025.

Quillcademia is committed to protecting your privacy and ensuring the confidentiality, integrity, and security of your personal information and academic materials. This Privacy Policy explains how we collect, use, store, and protect information when you use our academic editing and related services.

1. Who We Are

Quillcademia provides high-quality academic editing services to researchers, universities, and scientific institutions worldwide. We support authors whose first language is not English and help them achieve publication success through expert human-only editing, quality assurance, and related academic support.

2. Information We Collect

We collect only the information necessary to deliver and improve our services.

2.1 Personal Information

When you contact us, submit a manuscript, or use our services, we may collect:

Name
Email address
Affiliation (university, institute, or organization)
Country/region
Billing information (if applicable)

2.2 Manuscript and Academic Materials

To perform our editing services, we collect and process:

Manuscripts
Academic papers
Research proposals
Reviewer comments
Project descriptions or related research materials

2.3 Usage Information

We may collect anonymous data about how users browse our website for analytics and performance optimization.

3. How We Use Your Information

Your information is used solely for the purpose of delivering and improving Quillcademia’s services.

We use your information to:

Provide academic editing services, including Basic and Advanced Editing
Communicate with you regarding your manuscript, project details, or requested services
Assign your manuscript to a suitable editor with discipline-specific expertise
Generate estimates based on word-count clusters
Improve service quality through internal QA reviews
Issue editing certificates when necessary
Support payment processing (when applicable)
Maintain client support records

We do not use personal or manuscript content for training AI models, marketing purposes, or any secondary uses without explicit consent.

4. Our Human-Only Editing Policy

Quillcademia does not use AI tools to edit or rewrite client manuscripts. All editing is performed exclusively by expert human editors and reviewed through our two-step quality control process.

This ensures:

academic integrity
accuracy
contextual understanding
compliance with publication standards

No manuscript content is ever shared with third-party AI systems.

5. Confidentiality and Data Protection

We treat all manuscripts and client information with strict confidentiality.

Our confidentiality commitments include:

Editors and staff operate under confidentiality agreements
Manuscripts are never shared outside the company
Documents are used only for the purpose of editing and quality assurance
Files are stored securely and deleted upon request or after project completion
Sensitive data is not disclosed to third parties unless required by law

These practices align with our quality standards and editorial policies.

6. How We Store and Secure Your Information

We use industry-standard security measures to protect data from unauthorized access, loss, or misuse.

Security measures include:

Secure servers and password-protected systems
Restricted editor access
Encrypted communication channels for manuscript submission (email)
Regular internal quality assurance evaluations
Secure deletion after project completion or upon request

7. Data Retention

We retain client information only as long as necessary to:

Provide our services
Maintain accurate service records
Comply with legal or administrative requirements

Manuscripts may be deleted after completion unless the client requests otherwise.

8. Sharing Your Information

Quillcademia does not sell, rent, or trade personal or academic information.

Your information may only be shared in the following cases:

With internal editors for the purpose of editing your manuscript
With payment processors (only for billing-related information)
If required by legal authorities in exceptional cases

Under no circumstances is manuscript content shared for marketing, training, or external analysis.

9. Your Rights

Depending on your country of residence, you may have rights such as:

Access to your personal data
Correction of inaccurate information
Request for deletion
Withdrawal of consent
Restriction of processing

To exercise these rights, contact us at:
office@quillcademia.com

10. International Clients

Quillcademia serves researchers worldwide, including regions with strict academic and data security expectations such as Asia and China.

We ensure that cross-border data transfers comply with all applicable privacy regulations.

11. Updates to This Privacy Policy

We may update this policy periodically. When we do, the “Last updated” date will be revised. Continued use of our services indicates acceptance of the updated terms.

12. Contact Us

If you have questions about this Privacy Policy or how we protect your information, please contact:

Email: office@quillcademia.com
Organization Name: Quillcademia

We are committed to maintaining the confidentiality and integrity of your work and personal data.