Contents
ScholarLink Inc. (“ScholarLink”, “we”, “us”, or “our”) operates ScholarLink.ai, an AI-powered Scholar–Professor Network designed to connect international students, researchers, and academic supervisors globally.
This Privacy and Cookies Policy explains how we collect, use, store, process, disclose, and safeguard your Personal Information when you access our website, platform, AI tools, and related services (collectively, the “Platform”).
Introduction and Acceptance of Terms
At ScholarLink.ai, privacy is fundamental to academic trust. We are committed to maintaining high standards of confidentiality, transparency, and data security in compliance with applicable privacy laws, including Canadian privacy legislation and internationally recognized data protection standards where applicable.
We implement strict internal controls and privacy-by-design principles to ensure that Personal Information is handled responsibly, securely, and ethically. All employees, contractors, advisors, and service providers are bound by confidentiality obligations.
Confidentiality
Transparency
Security
Scope of This Privacy Policy
This Privacy Policy applies solely to ScholarLink.ai and its related services. It does not apply to third-party websites, academic institutions, funding bodies, or external services that may be linked through our Platform.
Definition of Personal Information
“Personal Information” refers to any information about an identifiable individual, whether provided directly by you or collected by ScholarLink. This includes information that identifies you directly (such as your name) or indirectly (such as device identifiers).
Direct Identifiers
Name, email address, contact information
Indirect Identifiers
Device identifiers, IP addresses, cookies
This Privacy Policy does not apply to information relating solely to corporations, institutions, or other legal entities, except where such information includes identifiable individual data.
Accountability and Legal Compliance
ScholarLink is accountable for all Personal Information under its control. We collect and process Personal Information only when authorized by applicable legislation and in accordance with recognized privacy principles.
All personnel with access to Personal Information must adhere to strict privacy and security protocols. We conduct regular internal reviews to ensure compliance with evolving legal and technological standards.
What Personal Information We Collect
In order to provide AI-powered academic matching and Scholar–Professor networking services, we may collect and process the following categories of data:
- Basic Identification Data
Your full name, academic title, institutional affiliation, job title, nationality, and similar identifiers necessary for profile creation and academic verification.
- Contact Information
Email address, phone number, mailing address, and communication preferences used to facilitate platform interaction and notifications.
- Academic and Professional Information
CVs, research interests, publications, academic history, employment history, funding records, professional memberships, and similar data relevant to matching scholars with professors.
- Verification and Compliance Data
Identification documents (e.g., passport copies where required), background verification materials, due diligence information, and documentation necessary to comply with regulatory requirements or prevent fraud.
- Financial and Payment Data
Billing addresses, transaction details, and payment-related data for premium features. ScholarLink does not store full credit card information; payment processing is handled by secure third-party providers.
- Technical and Usage Data
IP addresses, browser type, operating system, device identifiers, referral sources, search terms, and interaction logs collected through cookies and analytics tools.
- AI Interaction Data
Information generated through your interaction with ScholarLink’s AI tools, including search queries, recommendation preferences, and platform behavior data used to improve algorithmic matching.
How We Use Personal Information
ScholarLink collects and processes Personal Information to:
- Authenticate user identity and prevent fraud
- Operate and improve the Scholar–Professor matching platform
- Personalize AI recommendations and research opportunities
- Enable academic networking and communication features
- Process payments and manage subscriptions
- Provide newsletters, updates, and relevant academic information
- Monitor compliance with our Terms and Conditions
- Comply with legal and regulatory requirements
- Protect our platform, users, and business interests
Disclosure of Personal Information
We may disclose Personal Information only in the following limited circumstances:
- To service providers assisting in hosting, analytics, payments, security, or infrastructure
- To professional advisors (legal, financial, audit, or insurance professionals)
- To regulatory or governmental authorities where legally required
- In connection with mergers, acquisitions, or asset transfers
- With your explicit consent
All third-party service providers are contractually obligated to maintain strict confidentiality and data protection standards.
International Data Transfers
ScholarLink may transfer Personal Information across provincial or national borders to fulfill platform operations. This may include transfers to service providers located in the United States or other jurisdictions.
Where cross-border transfers occur, we implement appropriate safeguards to protect Personal Information in accordance with applicable laws.
Consent
By providing Personal Information to ScholarLink.ai, you consent to its collection, use, and disclosure as described in this Policy.
In certain legally permitted circumstances, we may collect or disclose information without explicit consent, including where required by law, for fraud prevention, or where information is publicly available.
You may withdraw consent at any time, subject to legal or contractual restrictions.
Limits on Collection, Use, and Retention
ScholarLink limits data collection to what is necessary for legitimate business and academic purposes. We do not collect information indiscriminately.
Personal Information is retained only as long as necessary to fulfill its original purpose or comply with legal obligations. Once no longer required, data is securely destroyed, anonymized, or erased.
Minimal Collection
Only necessary data for legitimate purposes
Secure Destruction
Data destroyed or anonymized when no longer needed
Accuracy of Information
We strive to ensure that Personal Information is accurate, complete, and up to date. Users are responsible for maintaining accurate profile information.
If inaccuracies are identified, we will correct the information upon request. If a correction request cannot be satisfied, we will document the challenge and provide written justification.
Access and Correction Rights
Upon written request and identity verification, you may request access to your Personal Information, information about how it is used, and details of any third parties to whom it has been disclosed.
We will respond within 90 days unless additional time is required. In certain circumstances (e.g., legal privilege, ongoing investigations, protection of confidential business data), access may be limited as permitted by law.
- What You Can Request:
- Access to your Personal Information
- Details about how your data is used
- List of third parties with access to your data
Aggregate and Analytics Information
Aggregate information refers to anonymized website traffic data that does not identify individual users. This may include total visitors, frequently visited pages, session duration, and technical metadata.
We use aggregate analytics to optimize ScholarLink.ai‘s user experience, performance, and AI recommendation quality. This data cannot be used to personally identify you.
Confidentiality
Transparency
Security
Data Security Measures
ScholarLink employs physical, technical, and administrative safeguards to protect Personal Information from unauthorized access, alteration, disclosure, or destruction.
Security measures include encrypted data transmission (HTTPS), secure hosting infrastructure, restricted access controls, contractual safeguards, and periodic security audits. However, no electronic transmission can be guaranteed 100% secure.
- Encrypted Transmission: HTTPS and SSL/TLS protocols
- Secure Infrastructure: Enterprise-grade hosting and firewalls
- Access Controls: Role-based permissions and authentication
- Periodic Audits: Regular security assessments and compliance checks
Cookies Policy
ScholarLink.ai uses cookies and similar technologies to enhance user experience, personalize content, and analyze traffic.
Types of Cookies We Use
- Session Cookies
Temporary cookies used during active sessions to enable login, navigation, and form functionality. These expire when you close your browser.
- Persistent Cookies
Stored on your device for a defined period to remember preferences, login details, and customized settings.
- Analytics Cookies
Used to understand user behavior, optimize performance, and improve platform features.
- Remarketing and Targeted Advertising Cookies
ScholarLink may use advertising services from third-party vendors such as Google or social media platforms to display relevant advertisements. You can opt out of targeted advertising through browser settings or by contacting us.
Linked Websites
This Privacy Policy applies only to ScholarLink.ai. We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of any external website you visit.
Changes to This Privacy Policy
ScholarLink may update this Privacy and Cookies Policy periodically. Any changes will be posted on our website, and continued use of the Platform constitutes acceptance of the revised Policy.
We encourage users to review this page regularly to remain informed about how we protect Personal Information.
- Stay Informed - Check this page regularly for the latest policy updates and changes
Contact Us
Send an Email
Visit our Website
- You may request:
- Access to your Personal Information
- Correction or deletion of your data
- Report of any suspected privacy violation
ScholarLink.ai
Secure, Transparent, and Responsible Academic Networking
Your privacy is fundamental to our mission of connecting scholars and professors across borders. We remain committed to maintaining the highest standards of data protection and transparency.