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Privacy Policy

Last updated: 7 October 2026

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1. Who we are

This website is operated by WordifyScience LLC, 120 E Grand Ave, Suite 200, Clovis, NM 88101, USA (“WordifyScience”, “we”, “us”). We are the controller of the personal data described in this policy. We operate from Portugal and serve clients in the European Union and elsewhere, and we process personal data in accordance with the EU General Data Protection Regulation (GDPR).

For any privacy question or request, contact us at sylvia@wordifyscience.com.

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2. What data we collect

  • Contact and enquiry data: name, organization, email address, phone number and the information you share through our contact form, email, phone or messaging.

  • Client and project data: information provided to us in the course of an engagement, such as project descriptions, organisational details, documents and correspondence.

  • Billing data: name, organization, billing address, tax identification number and payment records.

  • Website data: technical information such as IP address, browser type and pages visited, collected through cookies and similar technologies (see section 8).

  • Newsletter data: your email address and name, if you subscribe to our newsletter.

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3. Why we use your data, and our legal basis

  • To respond to your enquiry and prepare proposals or quotes: steps prior to entering a contract, or our legitimate interest in responding to requests (Art. 6(1)(b) and (f) GDPR).

  • To deliver our services and manage our client relationship: performance of a contract (Art. 6(1)(b)).

  • To invoice and keep accounting records: compliance with legal obligations (Art. 6(1)(c)).

  • To send our newsletter: your consent, which you may withdraw at any time (Art. 6(1)(a)).

  • To operate, secure and improve our website: our legitimate interests, and your consent where required for non-essential cookies (Art. 6(1)(a) and (f)).

  • We do not sell your personal data and do not use it for automated decision-making or profiling.

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4. Confidentiality of client materials

We treat all project materials shared with us as confidential. Members of our specialist team who work on client projects are bound by written confidentiality obligations and process data only on our instructions. Where appropriate, we sign a non-disclosure agreement before an engagement begins.

 

5. Who we share data with

We share personal data only where necessary, with:

  • Specialist team members and subcontractors working on your project, under confidentiality and data processing terms.

  • Service providers who support our business, such as website hosting (Wix.com), email and file storage (e.g., Google Workspace, Box, Zotero references libraries), payment and banking services (e.g., Wise), and accounting services.

  • Partner organizations, only with your prior agreement (for example, when forming a consortium for a funding application).

  • Authorities, where we are legally required to do so.

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6. International transfers

Some of our service providers and team members are located outside the European Economic Area, including in the United States. Where personal data is transferred outside the EEA, we ensure appropriate safeguards are in place, such as an adequacy decision of the European Commission (including the EU–US Data Privacy Framework, where the recipient is certified) or the European Commission’s Standard Contractual Clauses.

 

7. How long we keep your data

  • Enquiries that do not lead to an engagement: up to 2 years after our last contact.

  • Client and project records: for the duration of the engagement and up to 5 years afterwards, unless you ask us to delete them sooner and no legal obligation prevents this.

  • Billing and accounting records: for the period required by applicable tax and accounting law (typically up to 10 years).

  • Newsletter data: until you unsubscribe.

 

8. Cookies

Our website uses cookies that are necessary for it to function, and, with your consent, cookies for analytics and performance. You can manage your preferences through the cookie banner on our website and in your browser settings at any time.

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9. Your rights

Under the GDPR, you have the right to:

  • access the personal data we hold about you;

  • have inaccurate data corrected;

  • have your data erased, where there is no legal reason for us to keep it;

  • restrict or object to certain processing, including processing based on our legitimate interests;

  • receive your data in a portable format;

  • withdraw your consent at any time, without affecting processing carried out before withdrawal.

To exercise any of these rights, email sylvia@wordifyscience.com. We will respond within one month.

You also have the right to lodge a complaint with a supervisory authority. In Portugal, this is the Comissão Nacional de Proteção de Dados (CNPD), www.cnpd.pt. You may also contact the authority in your own EU country of residence.

 

10. Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access, including access controls, secure storage and confidentiality agreements.

 

11. Changes to this policy

We may update this policy from time to time. The latest version is always available on this page, with the date of the most recent update shown above.

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