ZAVNIK01What this policy covers
This Privacy Policy explains how we collect, use, disclose, retain and protect personal information when you visit or use ZAVNIK Engine at cytoenigma.com/zavnik/, request a researcher-discovery report, make a purchase, redeem an existing research package or contact us. It is specific to ZAVNIK; other CytoEnigma services may have separate notices.
In brief: You share a CV and research goals so ZAVNIK can recommend relevant research programmes. Automated tools help prepare the analysis, and a human scientific reviewer evaluates the results before delivery. Your CV is not sent to researchers named in your report as part of the standard service.
02Information we collect
- Information you provide: email address; optional name; CV or résumé (PDF/DOCX); academic and professional history; research goals, methods, interests, geographic preferences and researcher exclusions; follow-up research briefs; support enquiries and correction requests.
- Order and service records: order identifier, package and round status, verification records needed to access remaining rounds, report and delivery status, acceptance of applicable terms and privacy notices, and necessary correspondence.
- Payment-related information: transaction identifiers, payment status, purchase amount, discounts, applicable taxes, billing details received from our payment processor, and refund records. Stripe processes payment-card details; we do not need or intend to store complete card numbers in ZAVNIK's own order system.
- Technical and security information: file type and size, upload status, security-scan result, timestamps, IP address and request diagnostics where captured by hosting or security systems, and limited operational logs needed to prevent abuse, investigate errors and secure the service.
- Public academic information: information about researchers and research programmes drawn from publicly accessible institutional pages, research profiles and publications. This is used to build and substantiate recommendations; the service is not affiliated with or endorsed by institutions in its index.
A CV may contain information that is more personal than the service requires. Please remove birth dates, government identifiers, home addresses, health information and unnecessary information about references or other people before uploading. Do not upload another person's confidential material without an appropriate right to share it.
03Why we use information
We use personal information to:
- receive, validate and securely process research submissions and files;
- analyze your research experience and goals, search and assess potential researcher or programme connections, prepare an individualized report and carry out substantive scientific review;
- deliver reports and service messages, answer requests, correct errors and provide customer support;
- verify payment, operate the three-round research package, confirm entitlement ownership and prevent duplicate or unauthorized redemptions;
- protect the website and systems against malicious uploads, spam, abuse and fraud; and
- meet applicable legal, accounting, tax, security and recordkeeping obligations.
We do not contact recommended researchers or share your CV with them as part of the standard service. Whether to contact a researcher is your decision. We do not use our reports to make admission, employment or funding decisions on behalf of an institution.
Optional marketing: We will send promotional messages only where we have an appropriate legal basis or consent and will provide applicable unsubscribe choices. Service, security, payment and report-delivery messages are separate from marketing.
04Automated processing and human review
ZAVNIK uses software-assisted search, matching and report preparation, including AI-assisted analysis. A scientific reviewer examines the report before release and may revise matches, evidence, wording or outreach suggestions. Recommendations can be imperfect and do not represent a hiring decision or guarantee of a research opportunity.
We use locally operated AI tools to analyse submitted CV content and research preferences and prepare reports. We do not send customer CVs, research briefs or reports to hosted generative-AI or external web-search services for analysis. Storage, service communications and payments also involve the providers described below; local AI analysis does not mean that all personal information stays in Canada.
06Where information is processed
ZAVNIK is operated from Canada. Submitted files and order records are stored and processed using cloud services in the United States. Payment and hosting providers may process information in other jurisdictions under their own applicable arrangements. Personal information processed outside Canada may be accessible to courts, law enforcement or other authorities in those jurisdictions under applicable law.
07How we protect information
We use access restrictions, private storage, short-lived upload authorization, malware screening, controlled processing, limited operational access and other safeguards appropriate to the information. Files must pass applicable validation and security checks before an order can proceed. No internet service, file scanner or security measure can guarantee zero risk.
We do not ask customers to email full CVs or sensitive documents for routine support when a secure upload process is available.
08Retention and deletion
Automatic removal is configured for these categories of files in our cloud storage:
| File category | Configured removal period |
|---|---|
| Temporary or rejected uploads | Approximately 2 days |
| Security-approved temporary files | Approximately 2 days |
| Accepted order inputs | Approximately 60 days |
| Generated reports in cloud storage | Approximately 90 days |
Our intended maximum retention period is 90 days after completion for uploaded documents, extracted content, processing files and generated report copies under CytoEnigma's control.
These periods do not cover every separate record or copy. Reports sent by email may remain in customers' or providers' mail systems. Payment, tax, accounting, package, support and security records may be retained longer where necessary for service operation, disputes, fraud prevention or legal compliance. Deleting a stored file does not by itself delete those separate records.
You may ask us to delete information we no longer need, subject to lawful retention obligations and any ongoing service you request.
09Your choices and privacy rights
You may contact us to ask what personal information we hold about you, request access or correction, withdraw consent where applicable, or request deletion where legally available. Some requests can affect our ability to complete or support your order. We may verify your identity before disclosing, changing or deleting information. Certain information may be retained where permitted or required by law.
Email info@cytoenigma.com with the subject “ZAVNIK Privacy Request”. Include your order reference if available, but do not include your full CV or sensitive identity documents in an ordinary email. You may also raise a concern with the applicable privacy regulator.
11Minors and unnecessary sensitive information
ZAVNIK is designed for adult students, researchers and professionals. Please do not submit information about children or sensitive personal records unrelated to your research request. If you believe such information was submitted inadvertently, contact us.
12Changes and contact
We may revise this notice to reflect changes in the service, law or processing practices. We will publish the effective date and provide any notice or choice required by applicable law before a material change in the way personal information is used.
Privacy enquiries: info@cytoenigma.com
Order, report, correction and delivery support: support@cytoenigma.com