The names, email addresses and other data entered in this journal site will be used exclusively for the stated purposes of this journal only and will not be made available for any other purpose or to any other party.
Types of personal data to be collected:
This journal platform collects and store four main categories of personal data- (1) website user data, (2) author data, (3) reviewer data and (4) editor data. The mandatory personal data that are stored are- full name, username, email address, and country of residence. The optional data the user can provide are- salutation, electronic signature, phone number, mailing address, role in the journal, interests, institutional affiliation, a short biography, profile picture, associated URL, ORCID iD. The data subjects have complete control of this data through their profile, and can request for it to be removed by contacting email@example.com
Data collection procedure:
Website use: During browsing the website, anonymised data are collected about website use, e.g. page view, file download, browser, and time of use.
Signing up: During signing-up to receive newsletters, the name and email address of the user are collected. During annotating an article, data are collected, controlled and processed via a 3rd party plugin to the website called Hypothes.is.
Article submission: Certain personally identifying information of the author(s) are needed for submitting an article. This can be done by the submitting author, or by an editor ON REQUEST ONLY by the submitting author. According to standard publishing practice, the submitting author is responsible for obtaining the consent of their co-authors to be included.
Reviewer registration/invitation: The same personally identifying information of the author(s) are also needed for being a reviewer with an additional information about the field of reviewing interest. Reviewers can also be registered by editors to invite them to review a specific article. If you have been contacted by an editor to peer review an article this means that you have been registered in the system. If you would not like to be contacted for peer review you can reply to the email requesting that your data be deleted.
Review submission: On submitting a review, the details of the review, including recommendation, the answers to questions about the quality of the article, responses to any review form, the free-form responses, competing interest statement, and any cover letter are recorded.
Use of Data (what we do and don’t do with the data):
Website maintenance: The anonymised website usage data are used to monitor traffic, to help fix bugs, and to get reports on how frequently the publications on our site have been accessed from within their IP ranges, and thereby, to see overall patterns that may help future redesign the website. We do not collect personal information that can be used to identify you when you browse the website. We currently use Google Analytics for publication reports, and to improve the website and services through traffic analysis, but no personal identifying data is shared with Google (for example your computer’s IP is anonymised before transmission).
User account maintenance: User account information allows the user to log in, manage profile, and participate as an author/ reviewer/ editor. The cookies and session information are used to remain logged-in. This data is not shared publicly and is only accessible by the editors and system administrators of the journal website. If anyone would no longer like to be registered as a user/ author/ reviewer, one can edit or delete the profile, or uncheck the box ‘reviewer’ to stop being a reviewer. This will remove you from the user, author or reviewer database, but any existing reviews or work you may have carried out will remain. ON REQUEST ONLY of a user or author, the system administrator can edit or delete the user profile.
Maintaining publication ethics: The author’s personally identifying information (e.g. names, affiliations, emails, and links to ORCiD and social media accounts (if provided)) are used for the peer review process and are published as a part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed. To conform to publication ethics and best practice any personal data that is published alongside an article cannot be removed. If you have a query about a publication to which you are attributed or not, please contact firstname.lastname@example.org. Data retained after final decision is kept to conform to publication ethics and best practice, to provide evidence of peer review, to resolve any disputes relating to the peer review of the article, and shared externally to indexes and databases. As a registered author in the system, one may be contacted by the journal editor to submit another article.
Reviewers’ information: The personally identifying information of the reviewers will be displayed and published in a separate page as a common place, not in the article pages that they had reviewed. A subset of the data that a reviewer has submitted will be stored to make it a part of the published record. If any peer review or comment are needed to be published or displayed the reviewer will be asked for his/her consent.
We regularly backup our databases to ensure they are kept securely. Backups are regularly rotated and the old data is permanently deleted. We have a clear internal data handling policy, restricting access to the data and backups to key employees only.