Privacy Statement
The Archives of Surgery and Clinical Research (ASCR; ISSN: 2576-9537) values your privacy and the confidentiality of scholarly communications. This statement explains the personal information we collect, why we collect it, the legal bases we rely on, how long we keep it, how we protect it, and the choices and rights available to authors, reviewers, editors, and readers.
Scope of this Statement
This Privacy Statement covers personal information processed through ASCR’s public website, article pages, and the online submission and peer-review platform. It applies to authors, co-authors, corresponding authors, reviewers, editors, guest editors, and readers who interact with our services. It does not cover third-party websites we link to (e.g., indexing services, repositories, social media), which have their own policies.
What We Collect
Information you provide
- Account and profile details (name, email, institutional affiliation, country/region, role such as author/reviewer/editor).
- Submission data (manuscript files, figures, tables, supplementary materials, cover letters, funding statements, conflict-of-interest disclosures, ethics approvals, clinical trial registrations).
- Peer review activities (review invitations, accept/decline responses, reviewer reports, recommendation history, conflicts-of-interest attestations).
- Communications with the editorial office (queries, appeals, complaints, permissions).
- Optional identifiers (ORCID iD) and persistent identifiers for data/software (DOIs, accession numbers).
Information we collect automatically
- Technical and usage data (IP address, device and browser type/version, pages visited, referring URLs, timestamps, session IDs) for security, performance, and analytics.
- Cookie identifiers and similar technologies to maintain sessions, remember preferences (e.g., language), and understand aggregate usage patterns.
- System event logs (login attempts, role changes, file downloads, editorial decisions) for security, audit, and research-integrity purposes.
Why We Use Your Information & Legal Bases
We process personal information to run a fair, efficient, and trustworthy scholarly publishing service. Depending on your role and location, our legal bases may include:
- Performance of a contract (e.g., managing manuscript submission, peer review, editorial decisions, production, and publication).
- Legitimate interests (e.g., platform security, fraud prevention, quality improvement, citation linking and indexing, outreach to active contributors, reviewer recognition).
- Consent (e.g., newsletter sign-ups, optional profile fields, transparent peer review publication of reviewer reports).
- Legal obligations (e.g., responding to lawful requests, accounting or tax requirements, research-integrity investigations, record-keeping for corrections/retractions).
Where we rely on legitimate interests, we balance those interests against your rights and reasonable expectations.
Cookies & Similar Technologies
We use essential cookies for core functions (login, session management, form submission) and may use performance/analytics cookies to improve navigation and content discoverability. You can control non-essential cookies through your browser settings and—where available—our cookie banner or preferences center. Disabling essential cookies may degrade submission or review features.
| Category | Purpose | Examples | Retention |
|---|---|---|---|
| Essential | Authentication, security, load balancing | Session ID, CSRF token | Session-based |
| Performance | Aggregate usage analytics | Pageview counters | Up to 13 months (typical) |
| Functionality | Preferences (language, layout) | Locale cookie | Until cleared or expired |
How We Share Information
We do not sell or rent personal information. We may share information with:
- Editorial participants (editors, reviewers, authors) for peer review, conflict checks, and decision-making—limited to what is necessary.
- Service providers under contract for hosting, email delivery, analytics, DOI registration, production, or archiving. They act on our instructions and are bound by confidentiality and security obligations.
- Indexing and discovery services when depositing article metadata (e.g., author names, affiliations, references, license URLs, funding data).
- Legal or safety reasons when required by law, to protect the rights, property, or safety of users, the journal, or the public, or to investigate suspected misconduct.
Reviewer identities are confidential in double-blind workflows. If you opt into transparent peer review, reviewer reports (and, if agreed, names) may be published with the article and assigned identifiers.
International Data Transfers
ASCR and HSPI systems may operate in multiple jurisdictions. When personal data is transferred across borders, we implement appropriate safeguards such as standard contractual clauses or equivalent protections where required. Regardless of location, we apply consistent security and confidentiality standards and limit access to personnel with a need to know.
Security
We employ layered technical and organizational measures to protect personal information from unauthorized access, alteration, disclosure, or destruction. Representative controls include encrypted transport (TLS), access controls and role-based permissions, server and application logging, regular backups with tested restoration, and staff training on privacy and security. No system is perfectly secure; however, we monitor for vulnerabilities and continuously improve our safeguards.
Retention
We keep personal information only as long as necessary for the purposes described here or to meet legal, audit, or research-integrity requirements. Typical retention periods are shown below.
| Record type | Examples | Typical retention | Purpose |
|---|---|---|---|
| User account | Name, email, affiliation, roles | Active + 3 years after inactivity | Audit, conflicts checks |
| Peer review | Invitations, reports, recommendations | Up to 5–7 years | Transparency, integrity review |
| Editorial decisions & correspondence | Decision letters, appeals | Up to 7 years | Record-keeping, disputes |
| Published metadata | Author names, affiliations, funding | Permanent | Scholarly record |
| Web logs (security) | IP addresses, user agent | 90–180 days | Fraud and abuse detection |
Your Choices & Rights
Depending on where you live, you may have rights to access, correct, delete, restrict, object to, or port your personal information, as well as the right to withdraw consent where processing is based on consent. We will not discriminate against you for exercising your privacy rights. To make a request, contact us using the details below. We will respond in line with applicable laws and, where needed, request identity verification to protect your account.
How to exercise rights
- Access/Portability: Request a copy of your account data and activity logs where feasible.
- Rectification: Update your profile or ask us to correct inaccuracies.
- Erasure: Request deletion of your account or certain records that are not required by law or research-integrity needs.
- Objection/Restriction: Object to non-essential processing (e.g., analytics, marketing) or request temporary restriction during a dispute.
- Consent withdrawal: Opt out of newsletters or optional data fields at any time.
If you believe we have not addressed your concerns, you may have the right to lodge a complaint with a supervisory authority in your region.
Confidentiality in Peer Review
Submissions under review are confidential. Editors and reviewers must not disclose manuscript content or use it for personal advantage. Reviewer identities are protected in double-blind workflows unless all parties consent to transparency. Editorial systems restrict visibility based on role, and all participants agree to confidentiality obligations as a condition of access.
Children’s Privacy
ASCR services are intended for adults engaged in scholarly research and clinical practice. We do not knowingly collect personal information from children. If you believe a child has provided information, contact us and we will take appropriate steps.
Newsletters & Communications
We may send transactional communications (submission confirmations, decision letters, production updates) as part of our services. Promotional communications (e.g., Calls for Papers, special issues) are sent only with your consent, and you can unsubscribe at any time using the link in the email or by contacting us.
Changes to this Statement
We review this Privacy Statement periodically and update it to reflect changes in law, technology, or our services. The “Last Updated” date appears in the footer. For material changes, we will provide additional notice (e.g., email to registered users or a banner on the site).
Contact Us
For privacy questions, requests, or complaints, contact: [email protected]. For editorial matters, contact: [email protected]. For production queries: [email protected].
Quick Summary
What we collect
Account and role data; submission and review records; limited technical data via cookies and logs; published metadata in the version of record.
Why we use it
To operate submission and peer review, ensure integrity and security, publish and disseminate articles, and meet legal obligations.
Your options
Manage cookies; access/correct/delete data; object or restrict non-essential processing; withdraw consent; unsubscribe from newsletters.