Understanding How Synergy Publishers Protects Your Information

Effective Date: November 2025

Welcome to Synergy Publishers. We’re committed to transparent communication about how we handle your personal information. We explain below our approach to data privacy in straightforward language, because you deserve to understand exactly what happens with your information.

Our Privacy Commitment

At Synergy Publishers, privacy isn’t an afterthought—it’s fundamental to everything we do. We believe that advancing knowledge and protecting personal information go hand in hand. When you share information with us, you’re placing trust in our hands, and we take that responsibility seriously.
This privacy notice applies to all interactions you have with Synergy Publishers, whether you’re an author submitting groundbreaking research, a reviewer contributing your expertise, a subscriber accessing our publications, or simply visiting our website. We’ve designed our data practices with three core principles:

• Transparency: You’ll always know what information we collect and why
• Control: You have meaningful choices about how your information is used
• Security: We protect your information with industry-leading safeguards

Who’s Responsible for Your Data

Synergy Publishers serves as the data controller for the information we collect. In practical terms, this means we make the decisions about how your data is processed and we’re accountable for protecting it.
You can reach our privacy team at:
Email: privacy@synergypublishers.com

What Information We Gather

Understanding what information we collect helps you make informed decisions about engaging with us. Here’s a complete picture of the data we work with:

Information You Actively Share

Most of the information we have about you comes directly from you. This happens when you:

• Create an account on any of our platforms or register for our services
• Submit manuscripts, research papers, or other scholarly works
• Participate in peer review as a reviewer or editor
• Subscribe to our journals, books, or newsletters
• Purchase products or services from us
• Register for conferences, webinars, or events we organize
• Apply for positions with our organization
• Contact our support team or reach out with questions
• Participate in surveys, provide feedback, or join our community forums

The specific details you provide typically include your name, email address, institutional affiliation, professional credentials, payment information when making purchases, and any content you submit or communications you send to us.

Technical Information We Automatically Collect

Like most modern websites, our systems automatically gather certain technical details when you visit our platforms. This helps us ensure our services work properly and deliver the best possible experience. We collect:

• Device and browser information (such as your device type, operating system, and browser version)
• Connection details (including your IP address and general location)
• Usage patterns (which pages you visit, what content you access, and how you navigate our sites)
• Interaction data (how you engage with our emails and communications)

Information from External Sources

Sometimes we receive information about you from other sources. We’re careful about this and only use external information when it serves a legitimate purpose and respects your privacy. Sources include:

• Academic and research communities: We may reference publicly available information from institutional websites, research databases like ORCID or ResearchGate, or professional networks to maintain accurate author and researcher profiles
• Technology partners: Our service providers (such as web hosting companies, email platforms, and analytics tools) may share information about how you interact with our services
• Professional organizations: When we partner with societies, associations, or academic institutions, they may share relevant membership or subscription information
• Publishing transitions: If a journal moves to Synergy Publishers from another publisher, we may receive author, editor, reviewer, and subscriber information
• Collaborative research: Co-authors or colleagues may provide your contact information when submitting collaborative work

When we collect information from these sources, we assess whether it’s appropriate to do so and inform you about our use of this data when possible. You always have the right to object to our use of externally sourced information.

How We Use Your Information

We’re intentional about how we use your information. Every use has a clear purpose that either delivers value to you or supports the academic mission we share. Here’s what we do with your data:

Publishing and Academic Services

Our core mission is facilitating scholarly communication, and your information helps us do this effectively:

• Managing manuscript submissions and coordinating the peer review process
• Publishing your research and ensuring it reaches the right audiences
• Maintaining accurate author and contributor records
• Supporting research integrity and publication ethics
• Facilitating academic collaboration and scholarly networks

Delivering Products and Services

When you purchase from us or use our services, we use your information to:

• Process your orders and deliver the products you’ve purchased
• Provide access to subscriptions and digital content
• Handle billing and payment processing
• Respond to your questions and provide customer support
• Keep you informed about changes to our services or your account

Improving Our Services

We continuously work to enhance your experience with Synergy Publishers:

• Analyzing how people use our platforms to identify areas for improvement
• Testing new features and gathering feedback
• Conducting research to understand what our community needs
• Troubleshooting technical issues and maintaining platform security
• Optimizing content presentation and navigation

Staying in Touch

We may reach out to share information that might interest you, but you’re always in control:

• Sending updates about products or services similar to those you’ve used
• Sharing relevant content based on your research interests or subject areas
• Inviting you to events, webinars, or conferences in your field
• Providing recommendations tailored to your professional interests

Important: You can opt out of marketing communications at any time. We’ll still contact you about essential service matters like your account, orders, or subscriptions.

The Legal Basis for Processing Your Data

Privacy laws require us to have a valid legal reason for processing your information. We rely on several legal bases depending on the situation:
Contractual Necessity
When you place an order, submit a manuscript, or subscribe to our services, we need your information to fulfill our agreement with you. This processing is essential to delivering what you’ve requested.
Legitimate Interests
We sometimes process data based on legitimate business interests—such as improving our services, preventing fraud, or conducting research. We carefully balance these interests against your privacy rights and only proceed when the impact on you is minimal and reasonable.
Your Consent
For certain activities—like sending marketing emails or using optional features—we ask for your explicit consent. You can withdraw this consent whenever you choose, and we’ll respect your decision immediately.
Legal Obligations
Sometimes we must process information to comply with legal requirements, such as responding to valid legal requests or maintaining records for tax purposes.
Public Interest
Processing for scientific research, historical research, or archival purposes in the public interest forms part of our academic mission. We apply appropriate safeguards to protect your privacy in these contexts.

Who We Share Information With

We don’t sell your personal information to anyone. However, running a modern publishing operation requires working with trusted partners. Here’s who might have access to your information and why:

Within Our Organization

Information may be shared among different parts of Synergy Publishers for operational efficiency. For example, our editorial team might access author information, or our marketing team might analyze subscription patterns. All internal access is governed by strict privacy protocols.

Service Providers We Work With

We engage specialized companies to help us operate effectively. These partners process data only according to our instructions and are contractually bound to protect your information. They include:

• Technology infrastructure providers who host our websites and manage our systems
• Communication platforms that help us send emails and manage interactions
• Payment processors that handle financial transactions securely
• Analytics services that help us understand how our platforms are used
• Printing and distribution companies that fulfill physical product orders
• Manuscript tracking and production systems that support the publishing workflow

Academic and Research Partners

The collaborative nature of academic publishing sometimes requires information sharing:

• Professional societies and associations we publish on behalf of
• Academic institutions for managing institutional subscriptions and access
• Research funding bodies when required for compliance and reporting
• Indexing and discovery services that make published research more accessible

Special Circumstances

In certain specific situations, we may need to share information:

• Journal transfers: If a journal moves to or from Synergy Publishers, relevant stakeholder information (authors, editors, reviewers, subscribers) transfers with it to maintain continuity
• Business transactions: In the event of a merger, acquisition, or sale of assets, information may transfer to the new entity
• Sponsored events: When you register for events with sponsors, we clearly disclose this at registration and only share with your awareness
• Legal requirements: We’ll disclose information when legally required or to protect rights, safety, and security

International Data Transfers

Academic publishing is global by nature. Your information may be transferred to, stored in, or accessed from countries outside your own. When this happens, we ensure appropriate protections are in place:

• Using Standard Contractual Clauses approved by regulatory authorities
• Transferring only to countries with adequate data protection laws
• Implementing additional technical and organizational security measures
• Obtaining your explicit consent when required

How Long We Keep Your Information

Academic publishing is global by nature. Your information may be transferred to, stored in, or accessed from countries outside your own. When this happens, we ensure appropriate protections are in place:

• Using Standard Contractual Clauses approved by regulatory authorities
• Transferring only to countries with adequate data protection laws
• Implementing additional technical and organizational security measures
• Obtaining your explicit consent when required

How Long We Keep Your Information

We don’t keep information longer than necessary. Retention periods depend on the type of information and why we have it:

• Transaction records: Financial and order information is typically kept for seven years after the transaction
• Account information: Active account data is maintained while your account exists, plus seven years after your last interaction
• Published content: Information about published works is maintained indefinitely as part of the permanent scholarly record
• Unpublished manuscripts: Manuscripts not accepted for publication are typically retained for seven years
• Marketing data: Marketing preferences and communication history are kept until you opt out or after seven years of inactivity
• Analytics data: Website usage data is typically retained for 26 months

These timeframes may be extended when legal obligations require longer retention or when information is needed for ongoing legal matters. When retention periods expire, we securely delete or anonymize the information.

Protecting Your Information

Security isn’t just about technology, it’s about creating a culture of data protection throughout our organization. Our approach includes:

• Encryption: Your data is encrypted both when stored and when transmitted over networks
• Access controls: Only authorized personnel can access personal information, and access is limited to what’s necessary for their role
• Regular testing: We conduct security assessments and vulnerability testing to identify and address potential weaknesses
• Staff training: Our team receives ongoing education about data protection and security best practices
• Monitoring: We maintain logs and monitoring systems to detect and respond to potential security incidents
• Vendor oversight: All third-party partners must meet our security standards

If a data breach affects your information, we’ll notify you and relevant authorities promptly, explain what happened, and outline the steps we’re taking to address the situation.

While we employ robust security measures, no system is completely impenetrable. We encourage you to protect your account credentials and contact us immediately if you suspect unauthorized access.

Your Rights and Choices

Data protection laws give you important rights. We’re committed to honoring these rights and making them easy to exercise:

Access Your Information

You can request a copy of the personal information we hold about you. We’ll provide this in a readable format within 30 days of your request.

Correct Inaccuracies

If information we have about you is incorrect or outdated, you can request corrections. For many details, you can update your account directly.

Request Deletion

You can ask us to delete your personal information. We’ll honor this request unless we have legitimate reasons to retain the data, such as:

• Legal obligations requiring us to keep certain records
• Ongoing business relationships or unresolved transactions
• Published scholarly content that forms part of the permanent academic record
• Defending or establishing legal claims

Limit Processing

In certain circumstances, you can ask us to restrict how we use your information while we resolve questions about accuracy or appropriateness of processing.

Object to Processing

You can object to our processing of your information, particularly for direct marketing or when we rely on legitimate interests as our legal basis. We’ll stop unless we can demonstrate compelling reasons to continue.

Data Portability

When technically feasible, you can request your data in a portable format that allows you to transfer it to another service provider.

Withdraw Consent

Where we process your information based on consent, you can withdraw that consent anytime. This doesn’t affect the lawfulness of processing that occurred before withdrawal.

How to Exercise Your Rights

To exercise any of these rights, contact us at:

• Email: privacy@synergypublishers.com

We’ll respond to all valid requests within one month. For complex requests, we may need up to three months and will explain why if an extension is necessary.

Managing Your Communication Preferences

We want to send you information that’s actually valuable to you. You have complete control over the communications you receive:

Update Your Preferences

You can adjust your communication settings through:

• Your account settings on our website
• The unsubscribe link in any marketing email
• Contacting marketing@synergypublishers.com
• Calling our marketing team at [Your Phone Number]

What You Can Control

• Types of content you’re interested in
• How often you hear from us
• Which channels we use to reach you (email, post, phone)
• Subject areas and research fields you want to follow

Note: Even if you opt out of marketing communications, we’ll still send important service messages about your account, orders, or subscriptions.

Cookies and Tracking Technologies

Our websites use cookies and similar technologies to function properly and provide you with a better experience. These small data files help us remember your preferences, understand how you use our sites, and improve our services.

Types of Cookies We Use

Essential Cookies
These are necessary for our websites to work. They enable core functionality like security, authentication, and accessibility. You can’t opt out of these cookies without affecting how our sites function.
Performance Cookies
These help us understand how visitors interact with our websites by collecting anonymous information about which pages are visited most often and if users encounter error messages.
Functionality Cookies
These remember your choices (like language preferences or login information) to provide a more personalized experience.
Marketing Cookies
These track your browsing activity to deliver relevant advertisements and measure the effectiveness of our marketing campaigns.

Managing Cookies

Most web browsers allow you to control cookies through their settings. You can typically:

• See which cookies are stored
• Delete specific cookies or all cookies
• Block cookies from specific websites
• Block all cookies from all websites

Be aware that blocking cookies may impact your experience on our websites and prevent certain features from working properly.

Children’s Privacy

Our services are designed for adults and professionals in the academic community. We don’t knowingly collect information from individuals under 16 years of age (or under 13 in some jurisdictions) without appropriate parental consent.
If you believe we’ve inadvertently collected information from a child without proper consent, please contact us immediately at privacy@synergypublishers.com so we can take appropriate action.

Links to Other Websites

Our websites may contain links to external sites, partner platforms, or third-party services. This privacy notice applies only to Synergy Publishers’ own services.
When you click on external links, you’re subject to that site’s privacy practices. We don’t control how these sites handle your information, and we’re not responsible for their privacy practices.
We recommend reviewing the privacy policies of any third-party sites you visit. The presence of links doesn’t constitute an endorsement of those sites or their practices.

Updates to This Privacy Notice

Privacy practices and legal requirements evolve, so we may update this notice from time to time. When we make changes, we’ll post the updated version on this page with a new effective date.
For significant changes that materially affect how we handle your information, we’ll provide additional notice through:

• Email notification to registered users
• Prominent notices on our websites
• Updates to our account login pages

Your continued use of our services after changes take effect constitutes acceptance of the updated privacy notice.

Additional Rights for European Union and UK Residents

Under the GDPR and UK GDPR, you have comprehensive data protection rights as outlined throughout this notice. You also have the right to lodge a complaint with your local data protection authority:
For EU residents: Contact your national data protection authority (find yours at https://edpb.europa.eu)
For UK residents: Contact the Information Commissioner’s Office at www.ico.org.uk or call 0303 123 1113

Questions and Concerns

We’re here to help with any privacy-related questions or concerns. Getting in touch is easy:
General Privacy Questions
Email: privacy@synergypublishers.com
We aim to respond to all inquiries within 30 days. For complex matters, we may need additional time and will keep you informed of our progress.

If You’re Not Satisfied

While we strive to address all privacy concerns directly, you have the right to lodge a complaint with a regulatory authority if you believe we’ve mishandled your personal information.
The appropriate authority depends on your location (see the Regional Rights section above for contact details). However, we genuinely want to resolve any issues you have, so please reach out to us first-we’re committed to making things right.