This notice describes the current consultation system and must be completed with the operating entity, contact details, hosting providers, retention periods, jurisdiction-specific rights, and final review before public production use.
Information collected
A consultation request includes the applicant’s name, email, optional phone number, academic level, requested service, research topic, description of support needed, and preferred date and time. Technical request identifiers and submission/update timestamps are also recorded to prevent duplicates and manage requests.
Use and access
Information is used to review requests, prepare consultations, arrange meetings, and provide agreed research services. Applicant details, meeting preparation, private notes, assignments, and activity history are restricted to administrator access. Internal consultant directory entries may include contact information and professional details; they are not user accounts. Do not submit participant identifiers or sensitive research data through this form.
Storage and email
Operational records are stored in the application’s SQLite database at DATABASE_PATH. The current default location is intended for local or single-node operation. Email notifications are attempted only when SMTP delivery is configured; the system reports failure or skipped delivery and does not treat an email as sent unless the provider accepts it. The optional research assistant may send prompts and selected project fields to a configured provider; review provider terms before enabling that feature.
Retention and security
Consultation records and private administrative notes remain in the database until the operator removes them. A formal retention, deletion, export, and incident-response process must be established before public launch. Access controls restrict dashboard operations to the administrator role; no system can guarantee absolute security.
Accounts
Public registration is disabled. The administrator account is provisioned privately. Legacy account records are retained for data integrity but non-administrator roles cannot sign in to the management dashboard.
This is a development notice, not a final privacy policy. Add the responsible entity, verified contact channel, hosting and email providers, legal basis, retention schedule, and applicable rights before production use.