Privacy Policy

V1.4

Last Updated: October 12, 2026

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1. Introduction

Welcome to Aurelius Canon (“we,” “us,” or “our”). We are committed to protecting your privacy and being transparent about how we handle information. This Privacy Policy explains what information we collect, how we use and share it, and your rights regarding that information.

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This Privacy Policy applies to services operated directly by Aurelius Canon through this website. Open-source software made available through external repositories (such as GitHub) is governed by its respective license and documentation unless explicitly offered as a hosted service by Aurelius Canon.

 

Our offerings include:

 

- The Website, hosted on Wix, which provides information about the product and may  include member login functionality.

 

- The Enricher Service, our enrichment API/application, which processes reference data to resolve DOIs and related publication metadata.

 

- Consulting and Engineering Services, including software architecture reviews, system assessments, workflow design, implementation planning, and related technical services.

 

- Consultation Scheduling and Meetings, including online appointment scheduling, business discussions, and video conferences.

 

2. Information We Collect

We collect information only as necessary to provide, secure, and improve the Service.

A. Information You Provide

Uploaded Files (Not Retained)
You may upload files (such as TXT or DOCX) containing reference lists. The contents of uploaded files—including original reference text, formatting, and document structure—are processed in memory and are not retained after processing is complete and results are returned to you.

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Email Address
If you sign up for a plan, complete a purchase, request support, or otherwise interact with the Service, we may collect your email address for account creation, usage tracking, billing, and communication.

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Account-related information, including email addresses and plan status, is stored securely within our Google Cloud Platform environment (such as Firestore), subject to appropriate access controls and security measures.

Email addresses may be used for:

• Account creation and management
   

• Usage tracking and plan enforcement
   

• Service-related communications (including receipts, important updates, or support responses)
   

We use Google Workspace to manage email communications. We do not operate a CRM system at this time.

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Payment Information

Aurelius Canon maintains payment-processing infrastructure through Stripe, although paid subscriptions and online purchases are not currently part of our active public offerings.

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If payment functionality is made available and you choose to complete a purchase or subscription, payment information is collected and processed by Stripe. We do not receive or store your full payment card details.

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We may retain limited transaction-related information, including customer identifiers, subscription identifiers, payment status, and billing records, as necessary for payment administration, accounting, support, and applicable legal obligations.

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Voluntary Correspondence
If you voluntarily send us information via email or other support channels (including file contents), we use that information only to respond to your request. Such correspondence is retained only as long as necessary to address the inquiry or for recordkeeping purposes consistent with applicable law.

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Consultation and Booking Information

 

When you schedule a consultation or meeting, we may collect your name, email address, organization (if provided), selected appointment date and time, time zone, and information you voluntarily submit in the booking form. We use this information to coordinate meetings, respond to inquiries, evaluate potential engagements, and communicate agreed next steps. We may maintain limited written notes about business objectives, technical requirements, decisions, and follow-up actions. Please avoid including passwords, credentials, sensitive personal information, or confidential materials in booking forms unless an appropriate secure channel has been arranged.

 

B. Information We Collect Automatically

Usage Information (Metadata Only)
We log limited metadata about use of the Service, such as request timestamps, number of references processed, aggregate outcome counts (for example, how many DOIs were resolved), and service usage statistics. We do not log or store the original textual contents of uploaded reference lists.

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​This metadata may also include non-identifying processing outcomes (such as match confidence levels or resolution status) used to ensure service reliability and prevent erroneous enrichment.

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Internal Identifiers
For authenticated users, we generate and store internal identifiers that are associated with an account and used to support billing reconciliation, service auditing, abuse prevention, and support investigations. These identifiers are not meaningful outside our systems and are not disclosed publicly.

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Access to account records containing these identifiers is restricted to authorized personnel and protected by technical and organizational security controls. These identifiers are not used for advertising, profiling, or marketing purposes.

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IP-Based Rate Limiting
For anonymous or unauthenticated usage, we may process IP addresses in a hashed or transient form to enforce rate limits, prevent abuse, and maintain service security. These mechanisms are designed to avoid storing raw IP addresses in persistent user records.

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Derived Bibliographic Metadata and Tags
As part of the enrichment process, the Service may derive and normalize bibliographic metadata from uploaded references, such as DOI, title, authors, journal, publication year, and similar citation fields.

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In addition, the Service may derive structured or “tagged” fields (such as topical classifications, population indicators, methodological labels, or study-type descriptors) based on reference metadata. These derived fields are generated programmatically to support internal enrichment processes, filtering, analytics, and service functionality.

 

Derived metadata and tags do not include the original uploaded reference text and are not intended to be used to reconstruct a user’s original file or reference list.

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Unmapped Citation Information

If uploaded reference text contains information that cannot be reliably recognized or verified, the Service may return that information in the output for your review. Such information is treated as non-authoritative and is not retained by the Service after results are delivered.

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Cached Metadata (Performance Cache)
To improve performance and reduce redundant external queries, we may retain derived bibliographic metadata and associated tags in a performance cache. This cache does not store original uploaded file content and is periodically reviewed.

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Cached records may include non-identifying, privacy-preserving fingerprints (such as cryptographic hashes) derived from normalized bibliographic metadata, along with outcome indicators (for example, whether a reference was resolved or not).

These cache entries do not store raw uploaded reference text or original file contents and cannot be used to reconstruct a user’s submissions.

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Cached entries reflecting unresolvable or low-confidence outcomes may be retained only temporarily and expire automatically after a short period.

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Service Performance Data (Telemetry)
We collect limited operational performance and error data to monitor, secure, and improve the reliability of the Service. This data may include request timing information, error signals, and high-level system diagnostics.

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Telemetry data is processed within our own cloud infrastructure and/or through trusted infrastructure and observability service providers. This data is used solely for service monitoring, debugging, performance optimization, and security purposes, and is not used for advertising or marketing.

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We may update or change the specific tools or providers used for service observability over time as the Service evolves.

 

3. Website Cookies, Embedded Content, and Similar Technologies

Our website and integrated services may use cookies, local storage, and similar technologies for security, session management, website functionality, scheduling, and embedded media. Some technologies may be provided by third parties and may process information such as IP address, browser or device characteristics, pages visited, and interactions with embedded features.

 

A. Wix Website Functionality

 

Wix may set cookies and use browser storage to support website security, session management, server-side rendering, visitor preferences, and related functionality. Some of these technologies are necessary for the website to operate as intended.

 

B. Cal.com Scheduling

 

Our website includes an embedded scheduling interface provided by Cal.com. When the scheduling interface loads or is used, Cal.com may set cookies or use similar browser storage and may receive technical information and booking details needed to provide scheduling functionality. Certain technologies may support essential scheduling functions, while others may serve additional purposes subject to applicable privacy and consent requirements.

 

C. Embedded YouTube Videos

 

Certain pages contain videos embedded from YouTube, a Google service. Loading an embedded player may cause YouTube to receive technical information, including IP address and browser information, and to set cookies or use similar technologies, including before a visitor starts playback. Video interactions may also be processed by YouTube. We use these videos to demonstrate software and provide educational information, not to intentionally conduct behavioral advertising on behalf of Aurelius Canon. For details about Google's practices, see https://policies.google.com/privacy.

 

D. Choices and Consent

 

Where required by applicable law, we will provide appropriate notices and choices for non-essential cookies and similar technologies. Visitors can also manage cookies using their browser settings, although disabling certain technologies may affect website features, video playback, or appointment scheduling. A privacy policy disclosure does not replace any consent that may be legally required.

 

We do not intentionally use booking information for behavioral advertising. The technologies used by third-party providers are subject to their own privacy practices and may change over time.

 

4. How We Use Your Information

We use collected information for the following purposes:

 

- To provide and maintain the Service, including processing uploads and returning enriched results

 

- For billing and account management, including managing subscriptions and enforcing plan limits

 

- For security and abuse prevention

 

- To improve the Service, including monitoring performance and diagnosing issues

 

- For communication, including responding to inquiries and sending important service-related notices

 

- To schedule, confirm, reschedule, and conduct consultations, and to communicate with prospective clients.

 

- To prepare limited meeting notes, proposals, scopes of work, and follow-up actions when appropriate.

 

5. Data Sharing and Third Parties

We do not sell personal data. We share information only as necessary to operate the Service.

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A. Academic Indexing Services (Core Functionality)
To resolve publication metadata, we may send reference metadata (such as title, author, and publication year) to third-party scholarly services, including:

• Crossref
   

• OpenAlex
   

B. Advanced Enrichment Using Language Models
 

We may use third-party language model providers to assist with citation parsing and bibliographic enrichment. This may include transmitting citation strings or portions of uploaded reference files (such as .docx or .txt content) when necessary to perform parsing or enrichment tasks.

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Requests to language model services are made via API and are configured to disable storage or reuse of submitted content where supported (for example, by explicitly opting out of content storage and training). We do not opt in to the use of submitted inputs or outputs for model training or product improvement.

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Uploaded files are processed transiently and are not retained by us after processing is complete, as described in this Privacy Policy. Any temporary processing or short-term retention performed by a language model provider is limited to service operation, abuse prevention, or legal compliance in accordance with that provider’s published API data-use policies.

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We do not authorize language model providers to associate submitted content with individual user identities or to use such content for purposes unrelated to providing the requested enrichment functionality.

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C. Service Providers

 

We use the following service providers:

 

- Wix (website hosting and member login functionality)

 

- Google Cloud Platform (hosting and infrastructure, including Firestore and BigQuery)

 

- Google Workspace (email communication, calendar coordination, and video meetings)

 

- Cal.com (appointment scheduling and booking management)

 

- YouTube / Google (embedded video hosting and playback)

 

- Stripe (payment processing and related billing infrastructure, when payment functionality is used)

 

We may use additional infrastructure, security, or observability service providers as the Service evolves. Provider roles and data practices vary: some act as processors on our behalf, while others may act as independent controllers under their own terms and privacy notices.

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D. Consultation Scheduling and Communications

 

We use Cal.com for appointment scheduling and booking management, Google Calendar for meeting invitations and availability coordination, Google Meet for video conferences, and Google Workspace for email. Depending on their configuration, these services may process names, email addresses, booking details, time zones, meeting information, and technical connection data. These providers have their own applicable privacy notices and contractual terms.

 

E. Meeting Recordings and Transcriptions

 

We do not routinely record or transcribe introductory consultations. In some technical meetings or demonstrations, recording or transcription may be requested for a defined documentation purpose. When proposed, we will give appropriate notice and obtain consent as required by applicable law before recording or transcribing. Any resulting files will be subject to appropriate access controls and retention practices.

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6. Data Retention

We retain information only for as long as necessary to provide the Service and for legitimate business or legal purposes.

 

- Uploaded file content is processed in memory and not retained after processing is complete

 

- Derived bibliographic metadata and tags may be retained in a performance cache for efficiency

 

- Account information is retained while the account remains active

 

- Usage and audit metadata is retained for limited periods for security, abuse prevention, billing reconciliation, and monitoring

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- Consultation booking records, related correspondence, and limited meeting notes are retained only as reasonably necessary for scheduling, follow-up, evaluating potential engagements, business records, or legal obligations.

 

- Where recordings or transcripts are created, their retention depends on the disclosed purpose, applicable agreements, and legal requirements. Relevant third-party providers may retain their own records under their respective policies.

 

7. Security

We implement technical and organizational safeguards, including:

• Privacy-preserving techniques for IP-based rate limiting
   

• Secure infrastructure hosted on Google Cloud Platform
   

• Encryption in transit using TLS
   

• Access controls limiting data access to authorized personnel only
   

 

8. Children’s Privacy

The Service is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13 years of age.

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If you believe that a child under 13 has provided us with personal information, please contact us at legal@aureliuscanon.com, and we will take appropriate steps to delete such information.

 

9. Your Rights and Choices

Depending on your location, you may have rights to access, correct, or request deletion of personal data we hold. To make a request, contact us at legal@aureliuscanon.com from the email address associated with your account (or provide sufficient verification). We will honor requests where feasible, subject to legal retention obligations.

 

10. Legal Bases for Processing (EEA/UK)

Where applicable, we process personal data under the following legal bases:

• Contract, to provide the Service you request
   

• Legitimate interests, to secure, maintain, and improve the Service
   

• Consent, where required by law
   

Where applicable, consultation and booking information may also be processed to take steps requested before entering into a contract, to perform an existing contract, or for legitimate interests in managing business inquiries and communications. Consent is sought where legally required for recording, transcription, or non-essential cookies and similar technologies.

11. International Data Transfers

Our service providers may process data in jurisdictions outside your country of residence. Where required, appropriate safeguards are used.

 

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Updates will be posted with a revised “Last Updated” date. Material changes may be accompanied by additional notice.

 

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

legal@aureliuscanon.com