Privacy Policy

1. Information We Collect

We collect information you provide directly and information generated through your use of the platform.

• Account information (name, email, institution, role)
• Profile information (expertise, bio, research interests)
• Resource and sample data you upload to the platform
• Messages and communications within the platform
• Usage data and analytics (pages viewed, features used)
• Device and browser information for security purposes

2. How We Use Information

We use collected information to provide, maintain, and improve the platform.

• Facilitate sample discovery and collaboration
• Process access requests and approvals
• Communicate about your account and platform updates
• Improve our services based on usage patterns
• Ensure security and prevent fraud
• Comply with legal obligations

3. Information Sharing

We do not sell your personal information. We share data only in limited circumstances:

• With other users as necessary for collaboration (e.g., contact info for approved requests)
• With your institution's administrators or designated reviewers as part of the approval workflow
• With service providers who help us operate the platform (under strict confidentiality)
• As required by law or to protect rights and safety
• With your explicit consent

4. Data Security

SampleX is designed with role-based access controls, private-by-default inventory, HttpOnly cookie sessions, CSRF protection for cookie-authenticated unsafe requests, rate limits on sensitive surfaces, and deployment security headers. Production operators are responsible for secure hosting, storage, backups, and institution-specific compliance review. No method of transmission over the Internet is 100% secure.

5. Your Rights

Depending on your location, you may have certain rights regarding your personal data:

• Access your personal data and download a copy
• Request corrections to inaccurate information
• Delete your account and associated data
• Opt-out of marketing communications
• Object to certain processing activities
• Data portability (receive your data in a structured format)

6. Data Retention

We retain your data for as long as your account is active or as needed to provide services. After account deletion, we may retain certain data for legal compliance, dispute resolution, or enforcement of agreements. Aggregated, anonymized data may be retained indefinitely.

7. Cookies & Tracking

We use cookies and similar technologies for essential platform functionality, remembering your preferences, and understanding how you use our services. You can manage cookie preferences through your browser settings.

8. International Data Transfers

If you are located outside the United States, your information may be transferred to and processed in the United States. We ensure appropriate safeguards are in place for such transfers.

9. Children's Privacy

SampleX is not intended for users under 18 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or platform notification. The 'Last Updated' date at the top indicates when the policy was last revised.