Privacy Policy

Privacy Policy for DocentQi Research LLP

Last updated: 1 June 2025

DocentQi Research LLP (“DocentQi,” “we,” “our,” or “us”) is committed to protecting the privacy of all participants in the Docent Research Program and Docent Scholar Program (collectively, the “Program”). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with us—whether through our website, applications, email, or during the course of the Program.
 

1. Scope

This Policy applies to:

• Prospective and enrolled students

• Parents or legal guardians (where participants are minors)

• Mentors, guest speakers, and reviewers

• Visitors to our website or digital platforms
   

2. What Information We Collect

We gather several broad categories of personal data that enable us to run the Program efficiently and keep you informed. Identification data—such as your full name, date of birth, school name, grade level, and nationality—are collected primarily through our application forms so we can verify your eligibility. We also ask for contact data, including your email address, phone number, postal address, and (for minors) a parent or guardian’s details; these come from the same application forms or any inquiries made on our website, ensuring we can reach you with timely updates.
 

To support your research journey, we collect academic and research data. This covers your research interests, writing samples, iterative drafts, mentor feedback, and your final paper; all of these arise naturally from Program activities and mentor sessions. For administrative purposes, we record payment and billing data—transaction references, billing contacts, and partial card or UPI numbers—through our payment gateway and invoicing system. (We never store full payment-card details; those remain securely with Razorpay.)

When you interact with our website or learning portal, we automatically log usage data—such as IP address, browser type, cookies, and session timing—so we can maintain platform security and improve user experience. Finally, we collect media and marketing assets, including photographs, video recordings, and published papers with proper attribution, either when you voluntarily submit them or during Program activities.

3. How We Use Your Information

We process your data first and foremost to deliver the Program, relying on contractual necessity to match you with mentors, schedule sessions, and track your weekly progress. For academic publication, we act on our legitimate interests—or your explicit consent where required—to format and submit manuscripts to journals and display published abstracts on our platforms. With your consent, we may also use your information for marketing and promotion, featuring success stories, photos, or testimonials on social media and in brochures.

Your billing details are used strictly for payment processing, allowing us to issue invoices, confirm payments, and handle refunds in line with our Cancellation Policy. We further rely on legitimate interest to provide support and communication, answering queries and sending Program updates. Lastly, certain data are processed under legal and compliance obligations, for instance to run plagiarism checks, resolve disputes, or satisfy Indian tax rules.

4. Information Sharing

We disclose personal data only when necessary and with appropriate safeguards. Mentors and reviewers receive limited information so they can give feedback and supervise your research; confidentiality clauses bind them to protect your privacy. If you choose to publish, we share relevant material with academic journals and conferences solely with your consent. Your billing details pass through payment gateways for fee collection and refunds, protected by PCI-DSS standards and encrypted in transit.
 

To keep our platforms running, vetted service providers—including IT hosts, email services, and plagiarism-detection tools—may process data under strict data-processing agreements that limit use to the contracted service. We will also share information with legal authorities when compelled by law or valid court order. Importantly, we do not sell or rent your personal information to third parties for profit.

5. International Data Transfers

Our mentors and servers may be located outside India (e.g., in the US or EU). Where data crosses borders, we rely on:

• Contractual safeguards (standard contractual clauses)

• Equivalent data-protection commitments from service providers

6. Data Security
 

• AES-256 encryption at rest and TLS 1.2+ in transit

• Role-based access controls and multi-factor authentication for staff

• Regular security audits and vulnerability assessments

• Incident-response plan aligned with CERT-In guidelines
   

7. Data Retention
 

Data TypeStandard Retention Period

Participant applications3 years after application cycle

Research deliverables5 years after program completion (for accreditation/reference)

Financial records8 years (mandated by Indian tax law)

Marketing assetsUntil consent withdrawn or asset deprecated

Data may be archived (not actively processed) beyond these periods if required for legal or regulatory reasons.
 

8. Your Rights
 

Subject to local laws, you may:

• Access a copy of your personal data

• Rectify inaccurate or incomplete data

• Withdraw consent for marketing at any time

• Request deletion (where not conflicting with contractual or legal obligations)

• Object to or restrict certain processing activities
   

Send requests to support@docentresearch.com. We respond within 30 days.

9. Cookies & Online Tracking

Our website uses:

• Session cookies for authentication (essential)

• Analytics cookies (e.g., Google Analytics) to improve user experience

• Preference cookies to remember language or region

You can disable non-essential cookies via the banner or browser settings. Doing so may affect site functionality.

10. Third-Party Links

Our platforms may contain links to external sites (e.g., journal portals). We are not responsible for their privacy practices. Please review the respective policies before providing data.

11. Policy Updates

We may revise this Privacy Policy periodically. Material changes will be notified via email or prominent notice on our website at least 7 days before they take effect. Continued participation after the effective date constitutes acceptance of the revised Policy.

12. Contact Us

Admissions Officer
DocentQi Research LLP
E-mail: support@docentresearch.com
Registered Office: M-34, Second Floor, GK 2 Market New Delhi- 110048

If you believe your data protection rights have been violated, you may contact the Data Protection Authority of India (once established under the upcoming Digital Personal Data Protection Act) or your local regulatory authority.

By participating in the Program or using our services, you acknowledge that you have read, understood, and agreed to this Privacy Policy.