1. Introduction
Aevum Encyclopedia ("we," "our," or "us") is committed to protecting your privacy and handling your personal data with transparency, integrity, and care. This Data Protection Policy explains how we collect, use, store, and safeguard your information when you access our platform, contribute content, or interact with our services.
This policy applies to all users, contributors, researchers, and visitors accessing Aevum Encyclopedia via web, mobile applications, or API integrations. We comply with applicable data protection regulations, including but not limited to the GDPR, CCPA, and international privacy standards.
2. Data We Collect
We only collect data necessary to provide, improve, and secure our services. Categories include:
- Account Information: Name, email address, username, and optional profile details provided during registration.
- Usage Data: Pages viewed, search queries, time spent on articles, and interaction patterns to enhance user experience.
- Contribution Data: Edits, articles, citations, and media uploaded by verified contributors, including version history.
- Technical Data: IP address, device type, browser, OS, and diagnostic logs for security and performance monitoring.
- Communication Data: Emails, support tickets, survey responses, and feedback submitted voluntarily.
3. How We Use Your Data
Your data enables us to deliver a secure, personalized, and knowledge-driven platform. We use it to:
- Operate, maintain, and improve the Aevum Encyclopedia platform and AI features.
- Verify contributor identities and maintain editorial quality standards.
- Personalize search results, recommendations, and reading experiences.
- Communicate service updates, security alerts, and policy changes.
- Anonymize and aggregate usage patterns to train our AI knowledge models (no personal identifiers are retained in training datasets).
- Comply with legal obligations and enforce our Terms of Service.
4. Sharing & Third Parties
We do not sell, rent, or trade your personal information. Data may only be shared with trusted third parties under strict contractual safeguards:
- Service Providers: Hosting, analytics, email delivery, and customer support platforms that assist in operating our services.
- Legal Requirements: When compelled by law, regulation, or valid legal process to protect rights, property, or safety.
- Business Transfers: In the event of merger, acquisition, or asset sale, with continued commitment to data protection.
5. Storage & Retention
Your personal data is stored securely on encrypted servers located in the European Union and North America. We retain data only as long as necessary:
- Active Accounts: Retained until voluntarily deleted or abandoned for 24 months.
- Contribution Records: Kept indefinitely in anonymized form to preserve knowledge integrity and edit history.
- Technical & Analytics Data: Retained for up to 12 months, then aggregated or purged.
You may request immediate deletion at any time, subject to legal retention requirements.
6. Your Rights & Choices
Depending on your jurisdiction, you may have the right to:
- Access & Export: Request a copy of your personal data in a portable format.
- Rectify: Update or correct inaccurate information.
- Delete: Request erasure of your data ("right to be forgotten").
- Restrict/Objection: Limit processing or opt out of analytical tracking.
- Withdraw Consent: Revoke permissions for optional services at any time.
To exercise these rights, visit your account settings or contact our Data Protection Officer directly. We respond to verified requests within 30 days.
7. Security Measures
We implement industry-leading technical and organizational safeguards to protect your data:
- AES-256 encryption for data at rest and TLS 1.3 for data in transit.
- Role-based access controls and multi-factor authentication for internal systems.
- Regular penetration testing, vulnerability scanning, and third-party security audits.
- Strict internal data handling policies with employee training and monitoring.
- Automated backup systems with geo-redundancy and disaster recovery protocols.
While no system is completely infallible, we continuously invest in security infrastructure to minimize risk and respond rapidly to any incidents.
9. International Transfers
As a global platform, data may be processed across borders. We ensure adequate protection through:
- EU Standard Contractual Clauses (SCCs) for cross-border transfers.
- Transfer impact assessments and supplementary technical safeguards.
- Compliance with local data residency requirements where applicable.
10. Contact & Data Protection Officer
For questions, complaints, or data subject requests, please contact us:
Email: dpo@aevumencyclopedia.com
Address: Aevum Encyclopedia Ltd., 42 Knowledge Lane, Suite 300, Berlin, 10115, Germany
Response Time: Within 14–30 business days
We respect your privacy and are committed to continuous improvement. This policy may be updated periodically; material changes will be communicated via email or platform notification.