1. Company Information

Principal office and official correspondence address

SCIFAX-I, No. 23/3, Virudhachalam Main Road, Near BSNL Office, Menachipuram, Ulundurpet, Kallakurichi, Tamil Nadu 606107, India.

Additional operating offices

• SCIFAX-II: No. 96A, TTR Tower, TVN Road, Karthikeyan Nagar, Ulundurpet, Kallakurichi, Tamil Nadu 606107, India.
• SCIFAX-III: No. 1, Virudhachalam Main Road, Thendral Nagar, Ulundurpet, Kallakurichi, Tamil Nadu 606107, India.

“Scifax”, “we”, “us” and “our” refer to Scifax Technology and Publishing Private Limited. “Customer”, “user”, “author”, “researcher”, “nominee”, “participant”, “learner” and “you” refer to the person or organisation accessing the website or requesting a service.

2. Website and Service Terms of Use

By using a Scifax website, submitting a form, creating an account, placing an order, registering for an event, applying for an award or using a service, you agree to these terms and any service-specific conditions shown before submission or payment.

Eligibility and authority

• You must have legal capacity to enter into the transaction.
• A person acting for an institution, university, company or other organisation confirms that they are authorised to act for it.
• Users who cannot legally contract independently must use the service through a parent, guardian or authorised institution.
• You must provide accurate, complete and current information.

Orders and acceptance

A submission or payment request is an offer to purchase. The service is accepted when Scifax confirms the order, registration, nomination or project in writing. Scifax may decline work that is unlawful, misleading, unethical, technically infeasible, outside scope or abusive.

Scope, revisions and timelines

Deliverables, fees, revision limits, schedules and responsibilities are governed by the relevant service page, quotation, invoice, registration page or written confirmation. Additional work may require extra charges and revised timelines.

3. Privacy Policy

Information we may collect

• Identity and contact details, including name, title, email, telephone, country, institution and postal address.
• Professional and research details, including biography, affiliation, ORCID, publications, manuscripts, nomination information and supporting documents.
• Order and transaction information, including order ID, entry ID, currency, payment status, billing address and tax information.
• Technical information, including IP address, device, browser, cookies, page activity, logs and referral information.
• Communications, support requests, testimonials, photographs, recordings, presentations and consent preferences.

How information is used

Information may be used to deliver services, verify submissions, manage registrations, communicate updates, process payments, issue certificates, arrange shipping, prevent misuse, maintain security, improve services, meet accounting or legal obligations and send permitted service or marketing communications.

Payment information

Full payment-card credentials are normally handled by the selected bank or payment gateway. Scifax does not ask customers to disclose card PINs, CVVs, OTPs, online-banking passwords or wallet passwords.

Sharing and service providers

Information may be shared only where reasonably necessary with hosting, cloud, email, analytics, payment, accounting, printing, certificate, courier, event, professional-adviser and regulatory service providers. Public author, speaker, nominee or winner information is published only according to the relevant submission, service and permissions.

International processing

Scifax serves users in many countries. Information may therefore be processed outside the user’s country, subject to appropriate contractual, technical and organisational safeguards.

Retention

Data is retained only for as long as reasonably needed for service delivery, accounting, tax compliance, fraud prevention, dispute resolution, archival integrity and applicable law.

Your rights

Subject to applicable law, users may request access, correction, deletion, restriction, objection, portability, consent withdrawal or grievance review. Identity verification may be required. Certain information may be retained where legally necessary.

Security

Scifax applies proportionate administrative, technical and organisational safeguards. No online system is completely risk-free. Users must protect passwords and promptly report suspected unauthorised access.

4. Cookie Policy

Scifax websites may use cookies and similar technologies for website operation, security, login, forms, payment flow, preferences, performance measurement and permitted marketing.

Where legally required, non-essential cookies should be activated only after user choice. Blocking essential cookies may prevent some website features from functioning.

5. Payments, Currency and Taxes

• Prices, currencies, inclusions, taxes and deadlines appear on the relevant page, quotation, invoice or payment request.
• Payments may be processed through authorised banks, cards, wallets or third-party gateways whose own terms also apply.
• Exchange conversion, intermediary-bank, wallet, card or recipient-bank fees may be charged separately by the provider.
• GST, VAT, sales tax, withholding tax or other statutory charges are handled according to applicable law and customer tax information.
• Services may be paused for overdue, reversed, incomplete, disputed or suspected unauthorised payments.
• Invoices and receipts are issued using the information supplied by the customer.

6. Cancellation, Refund and Rescheduling Policy

Refund eligibility depends on the service, work completed, committed third-party expenses, delivery status, event status and mandatory consumer rights. The lawful, service-specific conditions shown at checkout or in an accepted quotation take priority where more specific.

Approved refunds are normally initiated within 7–14 business days. Banks and payment providers may require additional processing time. Refunds are ordinarily returned to the original payment channel.

7. Digital and Physical Delivery

Digital delivery

Digital certificates, reports, files, links, software access and training access may be sent by email, customer dashboard, download page or another stated channel. Customers must provide a working email address and check spam or quarantine folders.

Physical delivery

Printed certificates, books, mementos and other items may be delivered by third-party couriers. Estimated dates are not guarantees and may be affected by customs, weather, holidays, remote-area service, incorrect addresses or events beyond reasonable control.

• The customer must provide a complete and accurate delivery address.
• Import duty, local tax and customs-clearance fees are generally the recipient’s responsibility unless expressly included.
• Re-dispatch caused by an incorrect address, failed delivery or refusal may require an additional fee.

8. Publishing, Editing and Research Support

• Authors remain responsible for originality, accuracy, authorship, citations, permissions, ethics approvals, conflicts of interest and research claims.
• Editing, formatting, journal guidance and submission support do not guarantee acceptance, publication date, indexing, citation, impact factor or academic credit.
• Scifax does not support fabrication, falsification, plagiarism, paper mills, deceptive authorship, citation manipulation or manipulated peer review.
• Scifax may conduct language, similarity, reference, metadata or integrity checks and may request supporting evidence.
• A service may be suspended or refused where serious legal, ethical or integrity concerns arise.

Customer materials

The customer confirms ownership or permission for all supplied text, images, tables, data, logos and documents. The customer grants Scifax a limited licence to process those materials only for the requested service.

9. Conferences, Webinars and Events

• Schedules, speakers, venues, platforms, sessions and formats may change for operational, safety or force-majeure reasons.
• Registration or an invitation letter does not guarantee visa approval. Immigration decisions remain with government authorities.
• Participants are responsible for travel, insurance, accommodation, equipment and internet connectivity unless expressly included.
• Photographs, audio and video may be recorded. Where required, consent or a reasonable opt-out process will be provided.
• Threatening, discriminatory, fraudulent, disruptive or unsafe behaviour may result in removal.

10. Awards, Nominations, Badges and Certificates

• Eligibility, categories, criteria, timelines and benefits are defined on the relevant award page.
• Nomination, evaluation, selection and paid deliverables are separate stages.
• Payment for registration, certification, printing, media, books, badges or event benefits does not purchase a favourable evaluation result.
• Selection may consider supplied evidence, publicly available professional information and reviewer assessment.
• Scifax may correct clerical errors or revoke recognition obtained using false information, impersonation or misconduct.
• Certificates and winner badges must not be represented as an academic degree, government approval, professional licence or institutional accreditation unless expressly stated.
• Digital and physical deliverables are supplied only according to the purchased package.

11. Courses, Training and Participation Certificates

• Course outlines, trainers, schedules, delivery methods and software tools may be updated to maintain relevance.
• Certificates confirm participation or completion under the stated criteria and are not academic degrees or professional licences unless expressly accredited.
• Learners must not share logins, record sessions, resell courses or redistribute materials without permission.
• Employment, income, placement, examination and performance outcomes are not guaranteed.

12. AI, Automation, Website and Software Services

AI-generated and automated output may contain errors or omissions. Customers must review important output before publication, academic use, business use or any consequential decision.

• Specifications, integrations, hosting, licences, maintenance, support and security responsibilities are governed by the accepted proposal or written scope.
• Third-party APIs, plugins, hosting, domains and payment gateways may change or discontinue features outside Scifax’s control.
• Continuous uninterrupted service is not guaranteed unless a written service-level agreement says otherwise.
• Customers must maintain lawful content, secure credentials, authorised access and suitable backups.

13. Acceptable Use Policy

Users must not use Scifax websites or services to:

• violate law, intellectual-property rights, privacy, confidentiality or contractual obligations;
• submit malware, exploit vulnerabilities, bypass security, overload systems or obtain unauthorised information;
• impersonate another person, falsify academic credentials, manipulate evaluation or commit fraud;
• send spam, harassment, threats, unlawful discrimination or deceptive promotions;
• upload confidential, copyrighted or personal information without a lawful basis and required permission.

14. Intellectual Property

Scifax and its licensors retain rights in website design, trademarks, software, templates, databases, training materials, graphics, workflows and original content unless a written agreement assigns a specific deliverable to the customer.

Subject to full payment, the customer receives only the rights expressly stated in the quotation, licence or service description. Pre-existing tools, reusable code, fonts, stock assets, plugins and third-party components remain subject to their existing licences.

15. Disclaimers

Website information is general and does not constitute legal, medical, tax, financial, immigration or investment advice. Research support does not replace independent academic, ethical, institutional or professional review.

Except where prohibited by law or expressly guaranteed in writing, Scifax does not guarantee publication acceptance, indexing, citation, ranking, revenue, employment, visa approval, award outcome, uninterrupted access or any particular commercial result.

16. Limitation of Liability

Nothing in these terms excludes liability that cannot legally be excluded. Subject to that, Scifax is not responsible for indirect, incidental, special or consequential loss, lost profit, lost opportunity, reputational loss, loss of data or third-party platform failure.

Where legally permitted, Scifax’s total liability relating to a specific paid service will not exceed the amount paid to Scifax for that affected service during the twelve months before the event giving rise to the claim.

17. Complaints, Privacy Requests and Grievances

A complaint should include the customer’s name, order or entry ID, dates, supporting evidence and requested resolution. Scifax aims to acknowledge genuine complaints within 3 business days and provide a substantive response within 15 business days, although complex matters may take longer.

Before beginning court proceedings, the parties should first attempt good-faith written resolution, except where urgent legal relief, fraud, intellectual-property misuse or another remedy cannot reasonably be delayed.

18. Governing Law, Jurisdiction and Policy Updates

These terms are governed by the laws of India without removing mandatory consumer or data-protection rights that apply in the user’s country. Subject to such mandatory rights, the competent courts serving Kallakurichi District, Tamil Nadu, India will have jurisdiction.

If a provision is held invalid, the remaining provisions continue. Failure to enforce a term is not a waiver. Scifax may update these policies for legal, operational, security or service changes. Material changes will be posted with a revised effective date and, where required, additional notice or consent.

Frequently Asked Questions