Mobile Application Privacy Policy

1. Introduction

Scholarly Nexus, operated by iCODEX Limited, having its correspondence address at VistaCore Building | 3rd Floor,Lane No. 3B, Plot No. 29, Kalyani Nagar, Pune – 411006 (hereinafter referred to as "Company", "we", "us", or "our"), is committed to protecting the privacy and personal information of its users.

This Privacy Policy explains how we collect, use, store, process, and share personal information when you access or use the Scholarly Nexus mobile application ("App").

The App provides users with access to research community features, AI-powered research assistance through ReX, project and notes viewing, and communication features.

This Privacy Policy provides information about our data practices; it is not a request for blanket consent. Where a processing activity requires your consent or permission, we will request it separately before that activity begins. You may withdraw consent as described in Section 12.

2. Information We Collect

We may collect and process the following categories of personal information depending on how you use the App.

2.1 Account and Identification Information

• Name and username.
• Email address.
• Account identifiers.
• Institution or professional identification details, where provided.
• Age or other demographic information, where collected.

2.2 Academic and Professional Information

• Academic qualifications and educational background.
• Research interests and areas of expertise.
• Professional information and publication-related details.
• Project information and associated notes made available within the App.

2.3 Community Content and Communication Information

• Posts, comments, images, videos, articles, polls, and events shared by users.
• Messages exchanged with connections.
• Discussion participation and interactions.
• Followed discussions and community engagement.
• Reports and information submitted when reporting or blocking other users.

2.4 Device and Technical Information

We may collect technical information associated with your use of the App, including:

• Device identifiers.
• IP address.
• Operating system and device information.
• App usage and interaction information.
• Network and diagnostic information.
• Crash reports and performance information.

2.5 Voice Input and AI Assistant Information

When you use the ReX AI Research Assistant, we may process the text, questions, prompts, and other information you provide.

When you choose voice input, we request microphone permission to capture your spoken request and process the audio and/or transcript to provide the requested response. Microphone permission does not itself authorize disclosure of your personal information to a third-party AI provider. Any such disclosure is subject to the separate disclosure and permission process described below.

Where ReX sends personal information to an external AI or speech-processing provider, we identify the provider, the information sent and its purpose before transmission, and obtain your explicit permission. Accepting the Terms, acknowledging this Privacy Policy or granting microphone access does not by itself provide that permission. If you decline, the affected third-party AI feature will not process your information; unrelated App features remain available. You can withdraw permission for future sharing through the consent controls provided with that feature or by contacting us. Before you authorize sharing, we explain the provider's retention and any human review or model-improvement use. Permission to send information to provide your requested response does not itself authorize training general-purpose AI models. Any proposed training use requires a separate, clearly explained opt-in and an appropriate agreement permitting that use; it is not granted by the content licence in Section 7 of the Terms.

2.6 Images, Videos and Photo Library Information

When you choose to upload or share images and videos, the App may request access to your device camera or photo library, subject to your device permissions.

The selected images, videos, and associated content may be processed and stored to provide community sharing functionality.

3. How We Collect Personal Information

We collect personal information through the following methods:

• Directly from users when they register, access their accounts, or update their profiles.
• When users create posts, upload media, comment, participate in discussions, or communicate with connections.
• When users interact with ReX or use voice input.
• Through device permissions when users access camera, microphone, or photo library functionality.
• Automatically through app activity, technical logs, diagnostics, and analytics tools.
• From third-party authentication or service providers, where users authorize such connections.

We collect information necessary to provide and maintain the App's functionality and services.

4. Device Permissions

Certain mobile app features require access to device permissions.

4.1 Camera

Camera access may be requested when users choose to capture images or videos for sharing within the research community.

4.2 Microphone

Microphone access may be requested when users use voice input with the ReX AI Research Assistant.

4.3 Photo Library

Photo library access may be requested when users select existing images or videos to upload and share within the App.

4.4 Notifications

The App may request permission to send notifications about community interactions, messages, discussions, events and other relevant App activities. Push notifications are optional and are not required to use the App. We do not include sensitive personal information or confidential research content in push notifications. We send promotional push notifications only if you separately and explicitly opt in through the App, and provide an in-app option to opt out of promotional notifications. You may also manage notification permissions in your device settings.

You can decline optional device permissions and manage or revoke permissions through your device settings. Refusal or withdrawal affects only features that need the relevant permission and does not prevent use of unrelated features. Camera, microphone and photo access are requested in connection with the feature you choose to use, rather than as a condition of using unrelated App features.

5. How We Use Personal Information

We use collected information for the following purposes:

• To create, maintain, and manage user accounts.
• To provide access to the research community.
• To enable users to share posts, images, videos, articles, polls, and events.
• To facilitate comments, discussions, connections, and messaging.
• To provide AI-powered research assistance through ReX.
• To process voice input and respond to user queries.
• To display users' available project lists and associated notes in view-only mode.
• To facilitate user reporting and blocking functionality.
• To send relevant app notifications.
• To monitor app performance, diagnose technical issues, and improve functionality.
• To maintain platform security and prevent unauthorized activities.
• To comply with applicable legal and regulatory requirements.
• To respond to user enquiries, feedback, and support requests.

We may use aggregated or anonymized information for analytics and service improvement only where individuals cannot reasonably be identified. We do not attempt to re-identify information represented as anonymous or aggregated, or permit recipients to do so. Describing information as anonymous does not remove any applicable requirement to obtain permission before collecting user or usage data.

6. Cookies, Analytics and Tracking Technologies

We may use analytics tools and similar technologies to understand how users interact with the App.

These technologies may collect information such as device details, app usage patterns, performance metrics, diagnostic information, and interaction data.

Such information helps us:

• Monitor application performance.
• Identify errors and technical issues.
• Understand feature usage.
• Improve usability and user experience.
• Maintain the reliability and security of the App.

We remain responsible for information handled by analytics providers on our behalf. Where a technology requires consent or Apple's App Tracking Transparency permission, we request that permission before the relevant collection or tracking begins. Declining tracking permission does not prevent access to the App's core functionality. Device permission requests and acceptance of these Terms do not substitute for tracking permission.

7. Sharing of Personal Information

We do not sell users' personal information to other organizations.

We may share personal information in the following circumstances:

7.1 Service Providers

We may share information with trusted third-party service providers that support application hosting, infrastructure, analytics, notifications, communication, and other technical operations.

We require service providers processing personal information on our behalf to protect it under contractual obligations, process it only for the authorized purposes and in accordance with our instructions and applicable law, and provide protection consistent with this Privacy Policy. Disclosure to a provider does not remove our responsibility for personal information processed on our behalf.

7.2 Community Interactions

Information that users voluntarily publish within the research community, including posts, comments, images, videos, articles, polls, and events, may be visible to other users depending on the App's functionality and applicable visibility settings.

Messages are made available to their intended participants.

7.3 Legal and Regulatory Requirements

We may disclose information when required by applicable laws, regulations, legal proceedings, or valid requests from authorized authorities.

7.4 Business Transfers

Information may be transferred in connection with a merger, acquisition, restructuring, or transfer of business assets, subject to applicable legal requirements.

7.5 With User Consent

We may share personal information with other parties where you have provided appropriate consent or authorization. Before sharing, we explain the recipient, data and purpose. For every third party with whom we share user data, including analytics providers, SDK providers and any parent, subsidiary or related entity receiving it, we require the same or equal protection of that data as stated in this Privacy Policy and required by Apple's App Review Guidelines. We do not use consent as a basis for sharing that those Guidelines prohibit.

8. International Data Transfers

Your personal information may be processed or transferred to countries other than the country in which you reside.

Where such transfers occur, we will take appropriate measures to safeguard personal information in accordance with applicable data protection laws.

These measures may include contractual safeguards, encryption, and restrictions on the information transferred.

9. Data Retention

We retain personal information for as long as necessary to fulfil the purposes described in this Privacy Policy, provide the App's functionality, maintain security, resolve disputes, and comply with applicable legal obligations.

Retention varies by data category and purpose. When you delete your account, we delete the account and its associated personal information, including user-generated content, except information we are legally required to retain. We explain any legally required retention, including the information retained, the reason and the applicable period. Where completion takes additional time, we inform you of the expected timeframe and confirm completion. Uninstalling the App or temporarily deactivating an account does not itself delete the account.

10. Data Security

We consider the security, integrity, and confidentiality of personal information to be important.

We implement appropriate technical, administrative, and organizational measures designed to protect personal information against unauthorized access, disclosure, alteration, loss, misuse, or destruction.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

11. Children's Privacy

The App is not intended for children under the age of 18 unless permitted by applicable law and with the required parental or guardian consent.

We do not knowingly collect, use, or disclose personal information from children under 18 without the required consent.

If a parent or guardian believes that a child's personal information has been collected without appropriate consent, they may contact us at support@scholarlynexus.com.

12. User Privacy Rights

Depending on applicable data protection laws, users may have the right to:

• Request access to their personal information.
• Request a copy of their personal information.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information.
• Object to or request restrictions on certain processing activities.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the relevant data protection authority.

To exercise these rights, users may contact us at support@scholarlynexus.com.

All users may initiate permanent account deletion within the App, regardless of location. Where a website step is necessary, the App provides a direct link to the deletion page. Contacting support is available for assistance, not as a mandatory substitute for this process. See Section 9 for deletion and legally required retention of associated information.

We may request information reasonably necessary to verify your identity and authority to make a request. We will explain any refusal or limitation and respond within the period required by applicable law. Withdrawing consent does not affect the lawfulness of earlier processing, but may affect a feature that depends on that consent.

13. Third-Party Services

The App may use third-party services and technologies to support functionality, analytics, notifications, communication, and AI-assisted features.

Providers processing personal information on our behalf are subject to the safeguards in Section 7.1. Where a third party acts independently, we identify the relevant service and explain the applicable data sharing before you choose to use it. A third party's privacy policy does not replace our obligations under this Privacy Policy.

Where the App provides access to external websites or services, those services are governed by their own privacy policies. We are not responsible for the privacy practices of third-party services that we do not control.

14. Changes to This Privacy Policy

We may periodically review and update this Privacy Policy to reflect changes in our practices, application functionality, or applicable legal requirements.

Any updates will be published on this page along with the revised effective date.

We provide notice of material changes and obtain any required additional consent before they take effect. Information collected for one purpose will not be used for a new purpose without further consent unless explicitly permitted by applicable law. Publishing an updated policy or your continued use of the App does not by itself provide that consent.

We encourage users to review this Privacy Policy periodically.

15. Contact Information

If you have questions, concerns, requests, or complaints regarding this Privacy Policy or our data protection practices, please contact:

• Company: iCodex Limited
• Product: Scholarly Nexus Mobile Application
• Email:support@scholarlynexus.com
• Address: VistaCore Building | 3rd Floor, Lane No. 3B, Plot No. 29, Kalyani Nagar, Pune – 411006