PhD Circle Code of Conduct
PhD Circle is an international community dedicated to fostering academic collaboration, professional growth, and interdisciplinary dialogue among PhD candidates, early-career researchers, academic professionals and professionals from any scientific, industrial, economic, or philanthropic sector. The PhD Circle is a diverse, multilingual, and inclusive platform that actively promotes collaboration with researchers of all nationalities and cultural backgrounds. We celebrate diversity and openness, and we welcome individuals regardless of ethnicity, language, religion, or nationality. PhD Circle maintains strict neutrality in political and religious matters and strongly rejects all forms of nationalism, racism, and discrimination.
This Code of Conduct is intended to ensure that all participants contribute to a positive, inclusive, and ethical environment. All members, including leadership, volunteers, and participants in the PhD Circle activities, are expected to uphold these principles in their engagement with the Circle and with each other.
II. CODE OF CONDUCT
- Compliance with Laws and Ethical Standards PhD Circle expects all members to act in accordance with applicable national and international laws, academic and institutional regulations, and ethical norms relevant to their field and geographic context.
- Commitment to Good Scientific Practice All members are expected to uphold the highest standards of academic, scientific and professional integrity, including honesty, transparency, and accountability in their research and communications. Plagiarism, data manipulation, and other forms of academic or scientific misconduct are strictly prohibited.
- Respect and Non-Discrimination We are committed to creating a safe, inclusive environment free from discrimination, harassment, or bias based on gender, ethnicity, nationality, religion, disability, age, or sexual orientation. Mutual respect is essential in all interactions, whether online or in person.
- Safe and Fair Academic Spaces PhD Circle promotes mental well-being, professional fairness, and equal access to opportunities. We value constructive feedback, mentoring, and peer support. All members are expected to engage respectfully, without abuse of authority, academic or professional gatekeeping, or exclusionary behavior.
- Ethical Collaboration and Sustainability In fostering cross-disciplinary and international partnerships, members should adhere to principles of fairness, mutual benefit, and sustainability. Ethical considerations—especially in research involving human subjects, environmental impact, or vulnerable communities—must be prioritized.
- Environmental Responsibility While PhD Circle does not operate physical facilities, members are encouraged to consider sustainability in their research practices, academic travel, and event participation.
- Conflict of Interest Members must disclose any real or perceived conflicts of interest, particularly in collaborative projects or leadership roles. Transparency is critical to maintaining trust within the community.
- Privacy and Data Protection Members must protect the privacy and personal data of other members and collaborators. Use of data must comply with all applicable regulations and other relevant data protection frameworks.
- Fair Communication and Media Representation When representing PhD Circle in public forums, social media, or the press, members should communicate with clarity, respect, and alignment with the Circle’s values. Official statements must be approved by the designated leadership team.
- Reporting and Accountability Violations of this Code of Conduct may be reported to the PhD Circle Board or an assigned point of contact. All reports will be treated confidentially. Retaliation against whistleblowers is strictly prohibited. Measures may include warnings or expulsion, depending on severity.
III. CONTACT AND ENFORCEMENT
For questions, reports, or clarifications regarding this Code of Conduct, members can contact the PhD Circle Board at: info@albphdcircle.com or visit our website’s Ethics section.
This Code of Conduct is reviewed annually to remain current with best practices and evolving community needs.
Data Protection Information (Art. 13 GDPR)
Processing of Personal Data in the Context of the Whistleblower System of the PhD Circle
PhD Circle takes the protection of your personal data seriously. Below you will find information about how personal data is processed when using our whistleblower reporting system in accordance with Article 13 of the General Data Protection Regulation (GDPR).
1. Purpose of Data Processing
Personal data submitted through the whistleblower system is processed solely for the purpose of reviewing, investigating, and responding to reports of actual or suspected misconduct, including breaches of our Code of Conduct, unethical behavior, discrimination, harassment, or academic misconduct.
2. Categories of Personal Data
Depending on the nature of the report and whether it is made anonymously, the following categories of data may be processed:
- Whistleblower (if not anonymous):
- Name, title/role, contact information
- Content of the report, including communication data
- Reported individuals:
- Name, title/role, contact details (if included in the report)
- Descriptions of the incident(s) and supporting evidence
- Technical metadata (e.g., date/time of report, submission channel)
3. Legal Basis for Processing
- Art. 6(1)(a) GDPR: Consent – when personal data is voluntarily submitted in a non-anonymous report.
- Art. 6(1)(f) GDPR: Legitimate interest – to maintain organizational integrity, investigate wrongdoing, and ensure compliance with legal and ethical obligations.
- Art. 6(1)(c) GDPR: Legal obligation – in the event that information must be disclosed to authorities.
4. Recipients and Access to Data
Access to personal data is strictly limited to authorized members of the PhD Circle Ethics & Governance Board and, where applicable, external legal or compliance advisors under confidentiality obligations. Data is not transferred to third countries outside the EU/EEA unless explicitly consented to or legally required.
5. Data Retention
Personal data will be stored only as long as necessary to fulfill the purpose of the investigation or as required by law. The retention period depends on the severity of the issue and any resulting legal or administrative obligations.
6. Technical Measures and Anonymity
- Reports can be submitted anonymously.
- Data is transmitted via secure encrypted channels (SSL).
- IP addresses are not stored.
- Session cookies may be used temporarily and expire after the browser is closed.
7. Your Rights under the GDPR
You have the following rights regarding your personal data:
- Right to withdraw consent (Art. 7 GDPR)
- Right to access your data (Art. 15 GDPR)
- Right to rectification (Art. 16 GDPR)
- Right to erasure (Art. 17 GDPR)
- Right to restriction of processing (Art. 18 GDPR)
- Right to data portability (Art. 20 GDPR)
- Right to object to processing (Art. 21 GDPR)
- Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)
8. Contact for Data Protection Inquiries
If you have any questions or wish to exercise your rights, please contact:
Data Protection Contact – PhD Circle
📧 Email: info@albphdcircle.com
🌐 Web: www.albphdcircle.com/privacy
