Privacy Policy

Kemetica Scientific Journals (KSJ)

1. Introduction

Kemetica Scientific Journals (KSJ) the Journal is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with the Journal, including through our website, online submission system, editorial management platform, and related services (collectively, the "Services").

We adhere to the highest standards of data protection and comply with applicable privacy laws and regulations, including but not limited to the General Data Protection Regulation (GDPR) (EU) 2016/679, the UK Data Protection Act 2018, and other relevant local laws.

This Privacy Policy applies to all users of our Services, including:

1. Authors submitting manuscripts
2. Reviewers and peer reviewers
3. Editors and editorial board members
4. Readers and subscribers
5. Guest editors and special issue contributors
6. Visitors to our website

By using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our Services.

2. Information We Collect

We may collect and process the following categories of personal information:

2.1 Information You Provide to Us Directly

For Authors:

1. Full name, title, and academic degrees
2. Institutional affiliation and departmental address
3. Postal address, email address, and telephone number
4. ORCID iD (if applicable)
5. Funding sources and grant numbers
6. Competing interests and disclosures
7. Biographical information and professional history
8. Manuscript content, including data, figures, and supplementary materials
9. Co-author names, affiliations, and contact details
10. Corresponding author designation

For Reviewers:

1. Full name, title, and academic degrees
2. Institutional affiliation and departmental address
3. Email address and telephone number
4. Areas of expertise and research interests
5. Reviewer history and performance metrics
6. Confidential comments to editors
7. Anonymized comments to authors

For Editors and Editorial Board Members:

1. Full name, title, and academic degrees
2. Institutional affiliation and departmental address
3. Email address and telephone number
4. Professional biography and curriculum vitae (CV)
5. Editorial decisions and handling notes
6. Conflicts of interest disclosures

For Subscribers and Registered Users:

1. Full name
2. Institutional affiliation
3. Email address
4. Billing and payment information (processed by third-party payment processors)
5. Subscription preferences and usage history

For Website Visitors:

1. Name and email address (if voluntarily provided through contact forms)
2. Any information provided in inquiries or correspondence

2.2 Information Collected Automatically

When you use our Services, we may automatically collect certain technical information, including:

1. Log Data: IP address, browser type and version, operating system, device type, time zone settings, and referring URLs
2. Usage Data: Pages visited, time spent on pages, clickstream data, search queries, and download history
3. Cookies and Similar Technologies: Small text files stored on your device to enhance functionality, analyze usage, and remember preferences. For more information, see Section 8 (Cookies and Tracking Technologies) below.

2.3 Information from Third Parties

We may receive information about you from third parties, including:

1. Co-authors who list you as a contributor on a manuscript
2. Institutions confirming your affiliation or funding
3. ORCID (if you authorize integration)
4. Indexing and abstracting databases
5. Plagiarism detection services (e.g., iThenticate)
6. Research integrity screening tools

3. How We Use Your Information

We use your personal information for the following legitimate purposes:

3.1 Editorial and Peer-Review Process

1. To receive, process, and evaluate manuscript submissions
2. To communicate with authors regarding submission status, revisions, and editorial decisions
3. To identify and invite appropriate peer reviewers
4. To facilitate the double-blind peer-review process (reviewer identities remain confidential)
5. To maintain editorial records and decision histories
6. To detect and prevent plagiarism, duplicate submission, and research misconduct

3.2 Publication and Dissemination

1. To publish accepted articles (authors' names and affiliations are published; reviewer identities remain anonymous unless otherwise agreed)
2. To assign Digital Object Identifiers (DOIs) to published articles
3. To deposit articles in indexing and archiving services (e.g., Scopus, Web of Science, PubMed, CrossRef, and institutional repositories)
4. To promote published articles through email alerts, social media, and marketing communications (where consent has been provided)

3.3 Journal Administration

1. To manage subscriptions, payments, and invoicing
2. To provide technical support and respond to inquiries
3. To maintain and improve our online submission system and website
4. To generate anonymized usage statistics and journal performance metrics
5. To comply with legal and regulatory obligations
6. To enforce our policies and terms of use

3.4 Communication

1. To send administrative emails regarding submissions, reviews, and deadlines
2. To notify you of calls for papers, special issues, and journal news (with opt-out option)
3. To respond to your inquiries and requests

3.5 Research and Analytics

1. To analyze publication trends, citation patterns, and journal impact
2. To improve editorial processes and peer-review efficiency
3. To conduct anonymized statistical analyses for internal reporting

4. Legal Basis for Processing (GDPR Compliance)

For individuals located in the European Economic Area (EEA), the United Kingdom, or other jurisdictions requiring a legal basis for data processing, we rely on the following lawful bases:

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for marketing or commercial purposes. However, we may share your information in the following circumstances:

5.1 Service Providers and Vendors

We engage trusted third-party service providers to perform functions on our behalf, including:

1. Online submission and editorial management platforms (e.g., Scholastica, OJS, Editorial Manager)
2. Plagiarism detection services (e.g., iThenticate, Turnitin)
3. Data hosting and cloud storage providers
4. Payment processors (for subscription fees and article processing charges)
5. Email marketing platforms
6. Analytics and statistical analysis tools

These service providers have access to your personal information only to perform specific tasks on our behalf and are contractually obligated to protect your data and not to use it for any other purpose.

5.2 Indexing and Archiving Databases

To ensure the discoverability and preservation of published research, we share article metadata (including author names, affiliations, article titles, abstracts, and DOIs) with:

1. CrossRef
2. Scopus
3. Web of Science (Clarivate Analytics)
4. PubMed / PubMed Central (if applicable)
5. Google Scholar
6. DOAJ (Directory of Open Access Journals)
7. Institutional repositories
8. National libraries and archiving services (e.g., Portico, LOCKSS, CLOCKSS)

5.3 Research Integrity and Ethics Bodies

In cases of suspected research misconduct, plagiarism, or ethical violations, we may share relevant information with:

1. The author's institution or research integrity office
2. Funding agencies
3. COPE (Committee on Publication Ethics)
4. Other journals (in cases of duplicate submission or citation manipulation)

5.4 Legal Requirements

We may disclose your personal information if required to do so by law, regulation, legal process, or governmental request, including but not limited to:

1. Responding to subpoenas, court orders, or search warrants
2. Protecting the rights, property, or safety of the Journal, its users, or the public
3. Enforcing our policies or terms of use
4. Investigating and preventing fraud or security breaches

5.5 Business Transfers

In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy, your personal information may be transferred as part of the transaction. We will notify you of any such change and provide you with choices regarding your information.

5.6 With Your Consent

We may share your personal information for other purposes with your explicit consent.

6. International Data Transfers

Kemetica Scientific Journals (KSJ) operates internationally, and your personal information may be transferred to, stored, and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction.

We ensure that appropriate safeguards are in place for international data transfers, including:

1. Standard Contractual Clauses (SCCs): Approved by the European Commission to provide adequate protection for data transferred outside the EEA
2. Data Processing Agreements (DPAs): Signed with all service providers who process personal data on our behalf
3. Privacy Shield (where applicable): For transfers to certified US entities (although no longer valid as a standalone mechanism, we rely on SCCs for such transfers)

By submitting your personal information to us, you acknowledge and agree to the transfer, storage, and processing of your information in countries outside your country of residence, including countries that may have different data protection standards.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

After the retention period expires, your personal information will be securely deleted or anonymized so that it can no longer be linked to you.

8. Cookies and Tracking Technologies

Our website and online submission system use cookies and similar tracking technologies to enhance user experience, analyze usage, and support security.

8.1 Types of Cookies We Use

8.2 Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to:

1. View and delete individual cookies
2. Block third-party cookies
3. Block all cookies
4. Clear all cookies when you close your browser

Please note that disabling strictly necessary cookies may prevent you from using certain features of our Services, including manuscript submission and peer review.

8.3 Third-Party Analytics

We use Google Analytics to collect anonymized information about how visitors use our website. Google Analytics uses cookies to report on website trends without identifying individual visitors. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on available at: https://tools.google.com/dlpage/gaoptout

9. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information. We are committed to facilitating the exercise of these rights.

9.1 Rights for EEA, UK, and Switzerland Residents

Under the GDPR, you have the following rights:

9.2 Rights for California Residents (CCPA/CPRA)

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), California residents have the right to:

1. Know what personal information we collect, use, and disclose
2. Request deletion of personal information (with exceptions)
3. Opt out of the sale or sharing of personal information (note: we do not sell personal information)
4. Non-discrimination for exercising privacy rights

9.3 How to Exercise Your Rights

To exercise any of the above rights, please contact us at:

Email: privacy@ksj.edu (placeholder - استبدل بالبريد الفعلي)

Subject Line: "Privacy Request – [Your Name]"

We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before processing your request by requesting:

1. Your full name and email address associated with your account
2. Copy of a government-issued ID (for verification purposes only)
3. Confirmation of your relationship with the Journal (e.g., author, reviewer, subscriber)

10. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, accidental loss, alteration, disclosure, or destruction. These measures include:

10.1 Technical Security Measures

1. Encryption: Data transmitted through our submission system is encrypted using TLS (Transport Layer Security) protocols. Data at rest is encrypted using AES-256.
2. Access Controls: Role-based access controls restrict access to personal information to authorized personnel only (e.g., editors, administrative staff).
3. Firewalls and Intrusion Detection: Our systems are protected by firewalls and monitored for unauthorized access attempts.
4. Secure Authentication: Strong password policies and multi-factor authentication (MFA) for system administrators.

10.2 Organizational Security Measures

1. Staff Training: All editorial and administrative staff receive data protection and privacy training.
2. Confidentiality Agreements: All employees and contractors sign confidentiality agreements.
3. Vendor Assessments: Third-party service providers are assessed for security and privacy compliance.
4. Incident Response Plan: A formal plan is in place to respond to data breaches and security incidents.

10.3 Limitations

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and relevant supervisory authorities within 72 hours as required by law.

11. Children's Privacy

Our Services are not directed to individuals under the age of 18 (or the age of majority in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us at privacy@ksj.edu.

12. Third-Party Links

Our website and Services may contain links to third-party websites, including:

1. Data repositories (e.g., GitHub, Zenodo, Figshare)
2. ORCID
3. Funding agency websites
4. Institutional websites

We are not responsible for the privacy practices or content of such third-party websites. We encourage you to read the privacy policies of any third-party websites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. We will notify you of material changes by:

1. Posting the updated Privacy Policy on our website with a new "Last Updated" date
2. Sending an email notification to registered users (for significant changes)
3. Displaying a notice on our website homepage for 30 days

Your continued use of our Services after the effective date of any changes constitutes your acceptance of the revised Privacy Policy. If you do not agree with the changes, you may close your account and cease using our Services.

14. Exceptions and Limitations

14.1 Anonymized Data

This Privacy Policy does not apply to anonymized or aggregated data from which personal identifiers have been removed. We may use anonymized data for any legitimate purpose without restriction.

14.2 Published Content

Please note that any personal information you voluntarily include in a published article (e.g., author names, affiliations, acknowledgements, data statements) becomes part of the permanent scientific record and will be publicly available. We cannot remove such information after publication except in exceptional circumstances (e.g., retraction, correction of factual error).

14.3 Peer-Review Confidentiality

Reviewer identities remain confidential as part of the double-blind peer-review process. Reviewers are required to maintain the confidentiality of manuscripts and not to share or use any information obtained during the review process for personal or professional advantage.

15. Specific Provisions for Authors, Reviewers, and Editors

15.1 For Authors

1. You are responsible for obtaining consent from co-authors before providing their personal information to us.
2. You must inform co-authors of this Privacy Policy.
3. You must obtain permission from any individual acknowledged in your manuscript and inform them that their name will be published.

15.2 For Reviewers

1. Your identity is kept confidential from authors under the double-blind peer-review system unless you choose to sign your review.
2. Your review reports, including your name if disclosed, may be shared with other editors and, in cases of misconduct investigations, with relevant institutions.
3. You must not use AI tools (e.g., ChatGPT) to generate reviews, as this may expose confidential manuscript information to third parties.

15.3 For Editors

1. Your handling of manuscripts, including editorial decisions, is recorded in the editorial system.
2. You must declare any conflicts of interest and recuse yourself from handling manuscripts where such conflicts exist.
3. Your name and affiliation will be published on the journal's editorial board page.

16. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact our Data Privacy Officer:

Email: privacy@ksj.edu (placeholder - استبدل بالبريد الفعلي)

Mailing Address:

Data Privacy Officer

Kemetica Scientific Journals (KSJ)

[Institution Name]

[Street Address]

[City, Postal Code]

[Country]

For GDPR-related inquiries in the European Union, you may also contact our EU Representative (if applicable): [Insert EU Representative details if required]

17. Supervisory Authorities

You have the right to lodge a complaint with a supervisory authority in your country of residence, place of work, or where an alleged violation occurred.

For EEA residents: https://edpb.europa.eu/about-edpb/about-edpb/members_en

For UK residents: Information Commissioner's Office (ICO) – https://ico.org.uk

For Swiss residents: Swiss Federal Data Protection and Information Commissioner (FDPIC) – https://www.edoeb.admin.ch

We encourage you to contact us first at privacy@ksj.edu so we can attempt to resolve your concerns directly before you approach a supervisory authority.

18. Acknowledgment

By using the Services of Kemetica Scientific Journals (KSJ), you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.