Last updated: May 2018
Your interaction with EditFlow may be in relation with the selection process of a peer-reviewed publication, grants program or other selection process (which here we’ll call the “Journal”).
Your interaction with our websites may be in relation with accessing content of one of our scientific publications (which here we’ll call the “Publication”).
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
This policy may be supplemented by additional privacy terms or notices shown in certain areas of the Service.
Through this Service, we may collect the following personal data directly from you:
- name (first name, last name, etc);
- email address or other contact information;
- unique scholarly identifiers, like ORCID ID, MR author ID, etc;
- physical address or location, and institutional affiliation;
- username or similar application-specific identifier;
- the contents of your article/proposal, referee/reviewer reports, or any other documents you upload to the Service;
- gender, age group, career stage (only for those Journals that require it, maybe for statistical purposes);
- your connections (interest, citations, authorship or expertise) with specific scientific subfields/specialties;
- your preferences, including your communication preferences.
The Service also automatically collects information about your usage of the Service and network connection to it; specifically, information about your web browser, IP address, internet connection, and your usage and interaction with this Service.
Further, we will retain information about the article/proposal you submit to a Journal, and about peer-review requests you receive from a Journal, and your subsequent response and activity as they relate to that Journal.
Please be aware that the Service is operated in the United States, and any information you provide will be transferred to the United States.
If an article/proposal that you authored is submitted to a Journal by a co-author or agent other than you, then that user might enter your personal data into the Service on your behalf.
We may also collect information about your professional and scientific identity that is already publicly available or part of the scientific record, for example from institutional, departmental and personal webpages, professional associations, publications and indexes, bibliographic databases, etc.
Finally, an editor or other staff member of a Journal or of MSP might enter your name and/or an updated email address into the Service (for example, to request that you serve as a referee/reviewer for a submitted article/proposal) and/or establish a connection between you and specific subfields/specialties.
We will use this information to
- allow you access to the Service;
- process or fulfill an order, transaction or contract;
- verify your identity and recognize you when you use the Service;
- establish your professional identity, when you submit an article to a Journal or are invited to review;
- establish your interest or authority in a subfield/specialty;
- contact you on behalf of an editor/staff of a Journal, with a request to serve as a referee/reviewer for an article/proposal;
- collect and share with you information relevant to your scientific research or professional activity;
- provide statistical data to the publisher or owner of the Journal (but only from data strictly related to that Journal);
- provide technical and other support and help for your use of the Service;
- provide you with information related to the Service;
- monitor and analyze the usage of the Publication and/or the Service;
- respect your preferences and settings;
- improve our products and the Service, and develop new ones.
The data is used for the legitimate interests of the Journals and their owners/publishers (including MSP), as well as of the scientific community, in
- having an accurate record of authorship, with safeguards against plagiarism or impersonation, and with correct connections with the wider research literature;
- facilitating a lively and vibrant peer-review process, based on a wide and diverse pool of referee/reviewers and on reliable matching between an article/proposal and a suitable and qualified referee/reviewer;
- fostering a well-informed scientific community, in which recent developments are publicized to those interested and in which relevant content can be accessed.
The data is also used for our legitimate interest, as a publisher and provider of software services, in
- understanding the real-world use of our Service in order to improve it;
- offering the necessary level of security and authentication, in particular to protect the confidentiality of the peer-review process;
- guarding against possible breaches and investigating after the fact if a breach were to occur.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including archiving purposes and for satisfying any legal, accounting, or reporting requirements.
Your name, email address, institutional affiliation and connections between you and subfields/specialties (but not how these connections were established) will be shared with the editors or staff member of any Journal that uses the Service, for example when they seek a referee/reviewer (but we will not share information about your articles/proposals submitted to, or referee/reviewer activity for, any other Journal).
The history of your direct interactions with a specific Journal to which you submitted an article/proposal, or for which you were asked to serve as referee/reviewer, will be shared with the editors, staff and owner/publisher of that Journal (but with no other Journal or owner/publisher). Demographic data might also be shared. If shared in this fashion, the further use of your data will be governed by the privacy policies of that specific Journal or its owner/publisher.
If the Service offers access to the content of a Publication and if you access this content through an institution-sponsored subscription, then some personal information (e.g., IP address) and certain usage data gathered through the Service (e.g., number of items you downloaded) may be shared with your institution for usage analysis and subscriptions management.
We may need to share your personal information if we have a good-faith belief that it is reasonably necessary for complying with a legal obligation or court order, or to protect our rights and property.
We do not sell, share or transfer personal information except as set out in this policy.
We may also collect, use and share non-personally identifiable aggregated data, such as statistical or demographic data, for any purpose. Such aggregated data may be derived from your personal data but does not directly or indirectly reveal your identity.
We will store this information and keep it safe against theft, loss, misuse, unauthorized access or disclosure, by using reasonable and appropriate technical and administrative security and back-up measures.
At any time, you may request access to the personal information about you that we hold in the Service, and request corrections or updates. As a security measure, we may need to request specific information from you to help us confirm your identity and ensure your right to access your data.
If you request to deactivate your account or delete your personal information, we will endeavor to fulfill your request. However, some personal information may persist in backup copies for a certain period of time, and may also be retained as necessary for our legitimate business purposes, as a publisher and provider of services for publishers of scientific literature, or to comply with our legal obligations.
You have the right to ask us not to process your personal information for direct marketing purposes. You can do so by replying to or following the opt-out links in any marketing message we sent to you, or by sending us an email at firstname.lastname@example.org.
You also have the right to object, on grounds relating to your particular situation, to the processing of your personal data for any purposes. We will try to respond to all legitimate requests within one month.
Not all Journals using EditFlow® are governed by this policy. If a Journal’s instance of EditFlow does not link directly to this policy, then the present policy does not apply. For such a Journal, the owner/publisher of that Journal is the data owner and data controller. In such case, all personal-data collection and its use are governed by that owner/publisher’s policies; MSP only collects, stores and processes the data following that owner/publisher’s instructions.