By providing personal information (for example, when registering in our Online Submission System), you consent to its collection, transfer, processing, use, and disclosure, as described in this Policy in accordance with the EU’s General Data Protection Regulation (GDPR) of May 25, 2018.
These privacy terms may be reviewed and updated at any time and without further notice. You are kindly requested to check these terms regularly in order to keep track of any changes, as the continuous use of the website implies full acceptance of any possible modifications.
The team of The February Journal using thefebruaryjournal.org (hereinafter referred to as ‘Service’) are joint controllers in accordance with Article 26 of the GDPR. Their respective responsibilities for compliance with the obligations under the regulation are determined in this document.
Dr. Andrei Zavadski
Technische Universität Dortmund
Institut für Kunst und Materielle Kultur
The data collected from users of the Service falls within the scope of the standard functioning of peer-reviewed journals. It includes information that makes communication possible for the editorial process; it is used to inform readers about the authorship and editing of content; it enables collecting aggregated data on readership behaviors, as well as tracking geopolitical and social elements of scholarly communication. The collected data is not used for profiling or automated decision-making. The basis for processing personal data is user consent.
The February Journal software (Online Submission System) used in the Service processes personal data in several ways. Personal data in the Service includes:
a) User Registration Data,
b) Contributor Metadata Information,
c) Workflow Data,
d) General Visitor Information.
The following personal information is processed and stored when the user registers:
- First name
- Last name
- Email address
By editing the user profile, the registered user can also provide and/or edit:
- ORCID ID
- Mailing Address
The Service automatically saves:
- Registration date
- Last login date
The username, first name, last name, email and password fields are required.
This information is stored in the application database. Only the user password is encrypted.
This information is available to the user via their User Profile (and, with the exception of the username and dates, can be edited). The Site Administrator can access and edit the data via the application backend. Journal Managers can access and edit data for users that are only registered in their journal. The data is not otherwise publicly available.
The data in user accounts can be erased. A written request for removal should be sent to the Site Administrator. The Site Administrator may refuse to remove the data if it is still necessary for the purpose it was collected.
When a manuscript is submitted to The February Journal, contributor information is included. Contributors can be authors, co-authors, reviewers, editors, etc. This information is stored as submission metadata and is provided as part of any published manuscript record. The user who submits the manuscript usually provides the contributor data. If there are other contributors involved, the submitting user needs to have their permission to provide their personal data to the manuscript metadata. The editors of the journal may edit and/or add additional contributor details after the submission is finished.
The following contributor information is collected:
- First name
- Last name
- Email address
- ORCID ID
The first name, last name, email address, and country fields are required.
This information is stored in the application database.
This information is available to almost any submission participant, with some restrictions to preserve the blind peer-review process. In short: contributing authors, editors and editorial managers can all see this data; in most cases, only editorial staff can edit this data after submission. Once a submission has been published, this data is made publicly available online, and the data may be transferred to other services upon the journal's request (see Section 7).
The contributor data can be erased. A written request for removal should be sent to the Site Administrator. The Site Administrator may refuse to remove the data if it is still necessary for the purpose it was collected.
The contributor data is an integral part of the manuscript metadata and will be erased only in special circumstances. The Site Administrator is not obliged to erase contributor data that was transferred to other services.
The Service tracks workflow information, mostly as submission-specific editorial history. The system tracks:
- All actions taken on a submission, and by whom;
- All notifications sent regarding a submission (including who sent and received the notification);
- All reviewer recommendations and reports;
- All editorial decisions;
- All files uploaded as part of the submission process, including files that may have personally identifying information in the form of file metadata or in the files themselves.
This information is stored in the application database, with the exception of any uploaded submission files, which are stored in the application’s submission files directory on the web server.
Submission participants have access to different amounts of workflow data depending on their role. Site Administrators can access all data. Journal Managers and editors can access all submission data; authors have limited access to their own submissions and are only able to see the data they have supplied, or that editorial staff have explicitly made available to them. Reviewers only see the data required for the review.
The workflow data can be erased. A written request for removal should be sent to the Site Administrator. The Site Administrator may refuse to remove the data if it is still necessary for the purpose it was collected. The workflow data is an integral part of the journal’s archive and will be erased only in special circumstances.
The Service does not collect first-party cookies. However, third-party cookies––cookies that are offered by providers other than the Service provider (for example, analytics tools)––may be collected. If you do not want cookies to be stored on your computer, deactivate the corresponding option in the system settings of your browser. Stored cookies can be deleted in the system settings of the browser. The exclusion of cookies can lead to functional restrictions of this online offer.
The Service collects general visitor usage data, including usage log data (IP address; pages visited; date visited; and browser information).
Other data may be tracked, either on the server or via third parties:
- Script loads from CDN servers;
- IP address information (including date, browser, etc.) in web server logs.
The sources of data include the registration forms and the submission metadata forms. The users of the Service fill in these forms and give their consent to have their data processed.
Contributor data for published manuscripts stored in the Service is transferred on a regular basis to other services designed to index and disseminate scientific publications. Contributor data for published manuscripts is also openly available for harvesting through an OAI-PMH service. Examples of services used are DOAJ and Crossref databases. Indexing services used by a journal may vary. Some of the services may be located outside of the EU and ETA. Other personal data is not transferred to third parties.
We integrate the videos of the platform ‘YouTube’ of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
The data is collected into databases and file systems that are protected with appropriate technical measures. The servers are located in locked facilities where only selected individuals have access. The data controllers provide access to the data only to selected data handlers taking part in the editorial process of the journals.
Individuals have the right to be informed about the collection and use of their personal data. Individuals also have the right to have inaccurate personal data rectified, or completed if it is incomplete. Most of the personal data stored in the Service is accessible and editable for the user. The confidentiality of the editorial process especially in the case of peer reviews will limit the user’s right of access.
Written requests for right of access and rectification should be sent to the Site Administrator. The Site Administrator may require identification. The response will be given within 30 days in accordance with GDPR.
The users of the Service have the right to erase their personal data (‘Right to be forgotten’), with the exceptions mentioned in Section 5. The users also have the rights mentioned in the GDPR. Written requests should be sent to the Site Administrator. The Site Administrator may require identification. The response will be given within 30 days in accordance with GDPR.