Logo Synapse to Sentence Consulting

Effective Date: November 8, 2026

Last Updated: November 8, 2026

Synapse to Sentence Consulting (“we,” “our,” or “us”) provides scientific editing, manuscript development, grant proposal coaching, and presentation design for researchers and academic professionals. We operate the website located at https://synapsetosentenceconsulting.com.

This Privacy Policy explains how we collect, use, protect, and handle your data across our website, our advertising campaigns, and our client intake processes.

1. Our Core Commitment: No Sharing by Default

We operate under a strict non-disclosure principle: we do not sell, rent, lease, trade, or share your personal information, contact details, or academic materials by default.

We do not monetize client information, compile marketing directories, or transmit your contact records to data brokers. Any transmission of data to outside technical services is restricted solely to the essential infrastructure required to operate this website, manage scheduled consultations, and monitor marketing performance, as outlined below.

2. Confidentiality of Scientific Manuscripts and Research Data

We recognize that unpublished scientific manuscripts, experimental data, grant applications, and peer reviewer correspondence constitute sensitive, proprietary intellectual property.

  • Non-Disclosure: All draft text, figures, research proposals, protocols, and author communications are held in strict confidence.
  • No AI Model Training: Your manuscripts, research summaries, and project files are never used to train public commercial artificial intelligence models, large language models, or automated writing systems.
  • Restricted Access: Materials submitted for consultation or editing are accessible only to authorized consulting personnel directly engaged on your project.

3. Analytics, Advertising Pixels, and Cookie Management

We use first-party and third-party tracking technologies to monitor site traffic, measure advertising efficiency, and optimize marketing campaigns:

  • Google Analytics: Collects aggregated technical information (e.g., page views, session duration, device type, general geographic region) to help us understand how visitors navigate our site.
  • Google Ads Tag: Tracks visitor actions following clicks on Google Search ads to measure conversion rates and optimize ad delivery.
  • Meta Pixel (Facebook Pixel): Measures the efficacy of our advertising across Meta platforms (Facebook and Instagram), tracks actions completed on our site, and assists in serving relevant ads to targeted professional audiences.

Consent Management via CookieAdmin Pro

We deploy CookieAdmin Pro to manage visitor consent for non-essential cookies, scripts, and tracking pixels:

  • Non-essential advertising and analytics scripts (including Google Ads and Meta Pixel) are held until you provide consent via the CookieAdmin Pro consent banner.
  • You may adjust, customize, or withdraw your cookie preferences at any time by clicking the CookieAdmin preferences tab/badge displayed on our website.
  • You may also manage or disable cookies via your browser settings or opt out directly through the Google Ad Settings, Meta Ad Preferences, or the Network Advertising Initiative Opt-Out Page.

4. Third-Party Scheduling via Cal.com

We use Cal.com to facilitate online consultation bookings and schedule discovery calls.

  • Direct Collection: When you book an appointment, you are interacting directly with Cal.com’s scheduling infrastructure (whether embedded on our site or accessed via a direct link).
  • Information Handled: Cal.com collects the details required to schedule your appointment, including your name, email address, time zone, and any introductory notes you submit.
  • Governing Policies: Your booking submission is processed under and governed by Cal.com’s Privacy Policy and Terms of Service. Cal.com may process calendar integration tokens and send automated booking confirmations on our behalf.

5. Information Collected Directly and Technical Logs

  • Contact & Inquiry Submissions: When you submit a message, request an editorial estimate, or communicate with us by email, we collect your name, institutional email address, phone number, academic affiliation, and project scope details.
  • Server Log Files: Like most web servers, our hosting environment automatically logs access requests, including IP addresses, browser agents, operating system signatures, and referring/exit pages, strictly for operational diagnostics, fraud prevention, and site security.

6. Data Retention and Lifecycle

We retain personal information, consultation records, and academic materials only for as long as reasonably necessary to fulfill the purposes outlined in this policy, satisfy legal, accounting, and reporting obligations, and establish or defend against potential legal claims.

  • Client Manuscripts, Research Data, and Editorial Notes: Unpublished manuscripts, grant applications, presentation drafts, and accompanying correspondence are retained for up to seven (7) years following the completion of an engagement. This retention window supports multi-year academic publishing and grant submission cycles (such as NIH grant resubmissions or extended journal revisions) and satisfies common-law statutes of limitations for professional consulting contracts.
  • Financial and Transaction Records: Invoicing records, payment confirmations, and signed client agreements are retained for seven (7) years to comply with federal and California state tax, audit, and statutory accounting laws.
  • General Inquiries and Booking Details: Information submitted via contact forms, email inquiries that do not result in an active contract, and Cal.com booking intake logs are retained for up to twenty-four (24) months, after which they are routinely purged.
  • Server and Diagnostic Logs: Hosting access logs, IP records, and security telemetry are retained on a rolling cycle for up to ninety (90) days before automated deletion, unless required longer for an active cybersecurity investigation.
  • Early Deletion Requests: Clients retain the right to request the early deletion of their draft manuscripts and research files once an editorial phase is completed and invoiced. Upon receipt of a verified deletion request, working drafts will be permanently removed from active working directories within thirty (30) days, except where retention is strictly required by statutory accounting or legal hold requirements.
  • Disposal and Dissolution Protocols: Upon the expiration of the applicable retention period, or upon the formal dissolution of Synapse to Sentence Consulting (whichever occurs first), all physical and electronic records containing client drafts, research data, and personal identifiers will be permanently destroyed, securely overwritten, or de-identified.
  • Security Safeguards During Retention: All archived project data, drafts, and client communications remain protected using end-to-end encryption in transit (TLS/SSL), encrypted local storage backups, and strict administrative access controls restricted solely to authorized consulting personnel.

7. Your Privacy Rights

Depending on your jurisdiction (including the California Consumer Privacy Act / CalOPPA and the European Union General Data Protection Regulation), you have rights regarding your personal information:

  • Access & Portability: Request confirmation of whether we hold your personal data and obtain an export.
  • Correction: Request corrections to incomplete or inaccurate personal records.
  • Deletion: Request that we erase your personal contact details, project correspondence, and working drafts from our active and archival databases prior to business dissolution.

To submit a request, contact us using the details below.

8. Changes to This Policy

We may update this policy periodically to reflect changes in our service offerings, advertising tools, or legal requirements. Updated versions will be published on this page with a revised “Last Updated” date.

9. Contact Information

If you have questions regarding this Privacy Policy, our data practices, or the confidentiality of your scientific work, please contact:

Synapse to Sentence Consulting

Website: https://synapsetosentenceconsulting.com

Email: contact@synapsetosentenceconsulting.com

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