How your information is handled

Dr Hannah Klimas, trading as Academia, Translated, is the data controller for the personal information described on this page. If you have any questions about how your information is handled, you can reach me at academiatranslated@protonmail.com.

Through the Contact form

The Contact form on this site opens a pre-filled email in your own email application rather than submitting to a server or third-party form service. This means the information you enter, your name, email address, institution or company, enquiry type, and message, is sent directly from your own email account to mine, using the enquiry type you select as the subject line, and isn't stored, processed, or accessible anywhere else along the way.

Through direct correspondence

If you email, message, or otherwise get in touch directly, I'll have access to whatever you share in that correspondence, typically your name, contact details, and the content of our conversation, for as long as is reasonably necessary to respond to you and, where relevant, deliver a service.

As a client

If you book a paid service or take up an Open Door Scholarship place, I'll also hold the material needed to deliver that service, for example, thesis chapters or drafts you share for review, notes from sessions, and any personal circumstances you disclose as part of a scholarship application (such as a CV, cover letter, or details of barriers you've navigated).

Session recordings

Live sessions (viva talk-throughs, report talk-throughs, mock vivas, and conference or presentation coaching calls) run on Zoom and are recorded as standard, so a recording of your voice and, where video is used, your image is held for a limited period after the session. See Section 6 for how long, and Terms & conditions, Section 4 for full detail on why and how this is used.

Payment information

Payments are handled through a third-party payment processor (such as Stripe). I do not receive or store your full card details at any point. These are handled entirely by the payment processor under their own privacy and security terms.

Cookies and analytics

This website does not currently use cookies, tracking scripts, or analytics software of any kind. If that changes in future, for example, if analytics are added to understand site traffic, this policy will be updated accordingly, and a cookie notice will be added where required.

• To respond to enquiries and provide information about services.
• To deliver a booked service, including reviewing materials you've shared, preparing feedback, and running sessions.
• To assess scholarship applications against the published eligibility criteria and to conduct interviews.
• To manage bookings and payments, including instalment plans.
• To record live sessions, so you can revisit what was discussed, to support my own review of the service, and, in the rare event of a dispute or breach of the code of conduct, as a record of what took place.
• To meet legal and tax obligations as a UK sole trader, including keeping financial records as required by HMRC.

Your information is never sold, and is never used for marketing without your separate, explicit agreement.

Information is processed on the basis of: taking steps at your request before entering into a contract, and performing that contract, when you enquire about or book a service; legitimate interest in responding to enquiries and running the business, including recording live sessions for service quality and, where needed, as a safeguard against abusive conduct; legal obligation, for financial and tax record-keeping; and, where scholarship applicants disclose sensitive personal circumstances, explicit consent given by the applicant as part of a voluntary application.

Information is shared only where necessary to run the business: with a payment processor to handle transactions, with Zoom to run and record live sessions, and with my email provider (Proton Mail) to send and receive correspondence, each of which operates under its own privacy terms. Client work is never shared with anyone else without your permission, except where required by law.

Correspondence and enquiry information is kept only as long as reasonably necessary to respond to you, typically no longer than 12 months if no service is booked. Client and financial records are kept for as long as required by UK tax law, currently a minimum of 5 years after the relevant tax year. Session recordings are kept for 90 days after the session and then automatically deleted, unless a specific recording needs to be retained longer to address a genuine dispute or conduct concern. Unsuccessful scholarship applications are deleted 6 months after the final decision for that year's round, or sooner if you ask.

Under UK GDPR, you have the right to: access the personal information held about you; ask for inaccurate information to be corrected; ask for information to be deleted, where there's no legal reason to keep it; restrict or object to certain processing; and request a copy of your information in a portable format. To exercise any of these rights, get in touch using the details above.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, if you believe your information hasn't been handled properly, though I'd always appreciate the chance to put things right directly first.

This service is designed for adult doctoral researchers and isn't directed at, or knowingly used to collect information from, anyone under 18.

This policy may be updated from time to time, for example if the services or tools used to run the business change. The date at the top of this page will always reflect the most recent update.

If anything on this page is unclear, please get in touch. I'm always happy to talk it through.