Legal notice
Privacy Policy
Introduction
This Privacy Policy explains how Eldvik Partners LLC collects, uses, stores and protects information in the course of running its review bench for computer integrated systems design. The bench is operated by the development team known as Eldvik Partners, and every reading that passes through the desk leaves a small record. That record is the reason this policy exists. We write it plainly so that authors, client teams and panel members can understand what happens to the material they send us before they send it.
The company office and bench room are located at 2045 E 900 S, Salt Lake City - 84108-1301, United States (US). Our services concern the professional and technical review of systems design manuscripts, markup round weeks, minute records, citation audits, panel liaison and archive reviews. Because those services involve reading unpublished technical work, we treat privacy as a working discipline rather than a formality. The pages below describe our practice in detail, and we invite you to read every section rather than only the summary.
By using this website or by booking a seat at the bench, you acknowledge that you have read and understood this policy. If any part of the policy is unclear, our clerk will explain it in a short call or note before any document is sent. We would rather answer a question at the start than revise a record later.
Who We Are
Eldvik Partners LLC is a limited liability company organised in the United States and working in the sector of Computer Systems Design and Related Services, with a focus on computer integrated systems design. For the purposes of this policy, Eldvik Partners LLC is the controller of the personal information described here.
Eldvik Partners LLC2045 E 900 S
Salt Lake City - 84108-1301
United States (US)
Email: review@eldvikpartners.lat
Phone: +13292266342
Questions about privacy, data access or deletion of bench records should be sent to the email address above with the words privacy request in the subject line. The clerk logs every request in the bench register and confirms receipt within two working days.
Scope of This Policy
This policy covers information collected through the website, through correspondence with the bench, through the contact form, and through the delivery of any bench service. It also covers the metadata that surrounds a manuscript, such as the name of the sender, the date of delivery and the seat number assigned to the reading.
The policy does not cover third party websites that may be linked from these pages, nor does it cover documents that a client chooses to host on a separate platform. If a client sends material through a service owned by another company, that service applies its own privacy terms, and we encourage client teams to read them before use.
Certain records created for a client are governed by the separate contract between that client and Eldvik Partners LLC. Where a written agreement contains privacy terms that differ from this policy, the agreement takes precedence for the work it describes, and this policy continues to apply to the website and to general enquiries.
Information We Collect
We collect only the information the bench needs to hold a seat and produce a minute record. The categories below describe what that means in practice.
Information you provide directly
- Your name, organisation and role when you write to the clerk or complete the contact form.
- Your email address and, if given, a telephone number for scheduling and follow up.
- The subject line and content of your message, including the deadline and audience you name.
- The manuscript, appendices, drawings, references and any attachments you send for review.
- Answers you give during a minute record session or a markup round week.
Information created by the bench
- The seat number, reading window and reviewer assignment recorded at intake.
- The marks, comments and responses placed during a markup round.
- The entries written into the minute book after each session.
- The register of checked sources produced on a citation audit day.
- The stamp date and reasoning paragraph created at an archive review evening.
Technical information
- The type of browser and operating system used to reach this website.
- The page that referred you here and the time of your visit, as recorded by the web server.
- A rough geographic region derived from the network address, used only for site reliability.
We do not ask for payment card details on this website, and we do not collect government identity numbers, health information or biometric data. If a project would require any such detail, the bench will discuss it in writing before any information is requested.
Manuscripts and Bench Materials
A systems design manuscript is often the most sensitive document a client owns. We treat every delivered page as confidential material belonging to the author or the commissioning organisation. Access within the bench is limited to the clerk, the lead reviewer and, where a citation audit is booked, the auditor assigned to that reading.
Marked copies are kept in the bench room and in an access controlled digital folder. Copies are never posted publicly, never used as examples in marketing, and never shown to a panel unless the client has named that panel in the intake sheet. When a review ends, the client receives a final copy and the working copies are handled according to the retention terms described below.
We ask clients not to send material that they are not authorised to share. If a manuscript contains information belonging to a third party, the client is responsible for obtaining the permission required before delivery. The bench will hold the seat open while that permission is confirmed.
How We Use Information
Information is used for a narrow set of purposes connected to the bench. We use it to confirm identity and contact details, to assign a seat and a reading window, to conduct the reading, to record marks and decisions, to check sources, to correspond with panels, and to reopen reviews in later archive sessions.
We also use contact details to send the clerk reply, to confirm a session time, to deliver the minute book and to answer questions about a finished review. Occasionally we use an email address to send a short note about changes to this policy or to our terms, and a client may ask to be removed from such notes at any time.
Technical information collected by the web server is used to keep the site available and to detect abuse such as automated form submissions. We do not use this information to build advertising profiles, and we do not sell any information to data brokers.
Legal Bases for Processing
Where data protection law requires a legal basis for processing, we rely on the following grounds. Performance of a contract covers the work needed to deliver a booked bench service. Legitimate interests cover the operation of this website, the security of our records and the correspondence needed to answer an enquiry. Consent covers any optional note we might send and any case where we ask for a specific permission, such as the inclusion of a screenshot in a private panel pack.
Legal obligation covers records we must keep under applicable commercial, tax or regulatory rules. Where we rely on consent, it may be withdrawn at any time by writing to the clerk, and withdrawal does not affect work already carried out. Where we rely on legitimate interests, we balance those interests against the rights of the person concerned and will stop if that balance shifts.
Service Providers
A small number of providers support the bench. These include the company that hosts this website, the provider of our business email, and the provider of the secure folder used to hold working copies. Each provider is chosen for reliability and is bound by a written agreement that limits use of the information to the service we have asked it to perform.
Service providers may process information in the United States or in another country where they operate. Where information moves across a border, we take reasonable steps to ensure that it remains protected by an agreement that meets the standard required by applicable law. We review each provider at least once a year and replace any provider whose practices fall short of ours.
We do not authorise providers to use bench material for their own marketing or product development, and we do not allow a provider to combine bench information with information drawn from other customers.
Data Retention
Working copies of a manuscript are kept for the duration of the reading and for ninety days after the final minute entry, so that a client can ask a follow up question without reopening the whole file. After that period the working copies are deleted and only the minute record and the register of checked sources are retained.
Minute records and archive stamps are kept for seven years, because their whole purpose is to answer questions long after a project has closed. Contact details attached to a minute record are kept for the same period, and correspondence is kept for three years. Records required by tax or commercial rules may be kept longer where the law demands it.
Website logs are kept for thirty days and then deleted. A client may ask for earlier deletion of any record that is not required by law, and the bench will confirm in writing what was deleted and what had to remain.
Security Measures
Information is protected by technical and physical measures suited to a small bench. Digital folders are access controlled and require a second factor to open. The bench room is locked outside working hours, and paper working copies are stored in a locked cabinet. Staff are trained to recognise phishing and to report any suspected loss of material the same day.
No system is perfectly secure. If a breach occurs that is likely to affect the rights of a client, we will inform that client without undue delay and describe what happened, what information was involved and what steps we have taken. We keep a short incident log in the bench register and review it after every occurrence.
We ask clients to help by sending material through the secure folder link provided at intake rather than through an ordinary attachment where the content is particularly sensitive. If a client is unsure which route to use, the clerk will advise.
Your Rights
Depending on where you live, you may have the right to access the personal information we hold about you, to correct it, to delete it, to restrict its use, to object to certain processing, to receive a portable copy and to withdraw consent. You may also have the right to complain to a supervisory authority in your country.
To exercise a right, write to review@eldvikpartners.lat with the words rights request in the subject line and describe what you would like us to do. We may ask a small number of questions to confirm identity, and we will answer within thirty days. Where a request concerns a minute record that the law requires us to keep, we will explain the limit and offer to restrict access rather than erase the entry.
You will not be charged for a reasonable request, and we will not treat a request as grounds for refusing future service. If a client asks us to erase a manuscript and the minute record must remain, we will remove the manuscript and replace the identifying detail in the minute with a neutral seat reference.
Privacy for Children
The bench serves professional and technical organisations. It is not designed for children, and we do not knowingly collect information from anyone under the age of sixteen. If a child has sent information to the bench, a parent or guardian may write to the clerk and we will remove the information promptly.
If a project involves educational material intended for younger readers, that content is handled as part of the manuscript and not as personal information about the readers. A client who plans such a project should mention it at intake so that the bench can apply the appropriate care.
International Visitors
The bench is located in the United States, and the records described here are kept there. A visitor from another country should understand that information sent to the bench will be processed in the United States, where data protection rules may differ from those at home.
Where cross border transfer requires a safeguard, we rely on a written agreement that meets the standard recognised by the relevant authority. A client who needs to review that agreement may ask the clerk for a summary before booking a seat.
Changes to This Policy
We review this policy at least once a year and whenever the bench changes the way it handles information. A revised version carries a new date at the top of the page. Where a change materially affects clients with an open reading, the clerk will send a short note to the address held in the register.
Continued use of the website after a revision means that the revised policy applies to future visits. Information already held continues to be handled as described when it was collected unless the change is one the law requires us to apply immediately, in which case we will say so in the notice.
Contact the Bench
The clerk answers privacy questions between eight and half past five, Monday to Friday, and aims to reply within two working days. Telephone the bench at +13292266342 or write to review@eldvikpartners.lat. If your question concerns a specific reading, please quote the seat number shown on the intake sheet.
Eldvik Partners LLC2045 E 900 S
Salt Lake City - 84108-1301
United States (US)
Email: review@eldvikpartners.lat
Phone: +13292266342
For a general description of the work carried out at the bench, see the services page. For the rules that apply to a booked reading, see the Terms of Service.