Privacy policy and data processing statement
Overview and legal basis
The following sets out how Zezexsite Research Ltd. collects and processes personal data submitted in connection with documentation requests, registry submissions, administrative contacts, and site interactions. Processing is limited to the administrative and documentary purposes described in this site and to supporting the methodological compendium and registry activities. Legal bases for processing include performance of administrative tasks related to registry processing, compliance with legal obligations, and legitimate interests where those interests are limited to maintaining and administering the public compendium and an orderly registry. Personal data are processed in a manner proportionate to the stated purpose and with measures to preserve confidentiality and integrity. This policy documents categories of processed data, retention rules, rights available to data subjects, and contact procedures for requests and complaints.
Categories of collected data and purposes
We collect and process the following categories of information for administrative, documentary, and registry purposes: contact details supplied via forms (name, organization, email address, telephone number), submission metadata (provenance statements, variable dictionaries, sample extracts where provided), technical metadata (file type, size, and upload timestamps), and interface state data (cookie consent, preference settings). Contact form submissions are used to acknowledge receipt, to identify the appropriate registry workflow, and to provide references to materials. Documentation submitted for registry processing may include structural extracts that contain limited personal identifiers if such identifiers are included by the submitter; submitters are advised to remove or anonymize personal data in submitted extracts where possible. Processing purposes are narrowly scoped to documentation intake, quality checks for metadata completeness, templating, and administrative tracking of versioned artifacts.
Cookies, tracking, and interface state
Small files and local storage entries are used to maintain interface state and to record cookie-consent choices. The site utilises essential cookies to preserve session state for interactive components such as the mobile navigation overlay and cookie preference state. No profiling or advertising cookies are used. Where third-party services are deployed for hosting static assets, only minimal request-level metadata needed to serve those assets is transmitted; such providers process request metadata under their own privacy terms. The cookie consent control appears on-screen until a choice is recorded. Users may accept or reject non-essential cookies; rejecting does not materially hinder access to the documentation and registry information, but it will prevent optional preference storage. Details of cookie categories and the data they store are available in the registry documentation section and may be requested via the contact channel.
Retention, disposal, and versioning
Administrative records and registry metadata are retained for periods necessary to preserve auditability and version history of registered artifacts. Submission records, provenance headers, and versioning metadata are retained indefinitely as they form part of the compendium's public registry; contact form messages and ephemeral interface logs are retained for a limited administrative period not exceeding three years unless needed to resolve disputes or to comply with legal obligations. Where personal data are included inadvertently in submitted materials, requesters may ask the registry to remove or redact such items; removal requests are processed in accordance with documented intake procedures and the need to preserve registry integrity. Deletions that would impair the traceability of public artifacts are handled through redaction and annotation rather than full removal where necessary for auditability.
Rights, requests, and contact procedures
Data subjects have rights under applicable data-protection laws, including the right to access personal data we hold about them, to request rectification of inaccurate data, to request deletion where processing is not required for compliance or legitimate archival purposes, and to object to processing based on legitimate interests. Requests should be submitted by email to [email protected] or by using the contact form and should include clear identification and a description of the requested action. The registry will acknowledge receipt and provide an administrative reference. Where requests require identity verification to protect confidentiality, the registry will request minimal documentation and will process the request within a reasonable administrative timeframe. Complaints regarding data-handling procedures may be directed to the supervisory authority with jurisdiction in the United Kingdom.