Who are we?
In this Privacy Notice, the terms "we", "our", and "us" refer to Coventry University Higher Education Corporation, Priory Street, Coventry, United Kingdom, CV1 5FB (ICO registration number Z6939585).
As a controller of your personal data we are responsible for looking after it, and we will use it fairly, lawfully, and in a transparent manner
We are committed to protecting your privacy. This notice will help you understand how we look after, use, store and share your personal data, and how we meet our obligations under the General Data Protection Regulation 2016 and the Data Protection Act 2018 (Data Protection Laws). It supplements any other notices or statements we may provide to you.
The Journal of Research Management and Administration facilitates publishing of internationally read, written, and peer-reviewed research via an edited open-access academic journal.
For the purposes of the General Data Protection Regulations 2016 and Data Protection Act 2018, the University is the data controller for personal data stored within the system. Authors will retain their rights to their publications.
What personal data do we collect?
"Personal data" is any information from which you can be identified, e.g. name, date of birth, contact details, identification numbers, photographs, and expressions of opinion about you.
The type of personal data we collect, and how we process it, can vary depending on your interactions with us. We have grouped it together as follows:
- Identity Data includes first name, middle name, last name, affiliation, country, username and log in details or similar identifiers.
- Contact Data includes email address.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Usage Data includes information about how you use our website and services, and whatever particular information you are interested in.
Where do we get your personal data from?
We collect your personal data directly from you; during your visits to our website; as a consequence of registration or submission of articles to the Journal; or through any other communication you have with us.
Information that you give us
You may share personal data about yourself by·
· providing information by registering with the Journal as a reader of the Journal;
· uploading information as an as Author;
· uploading information as a peer reviewer and/or editor
We need you to provide personal data in the situations listed above so that you can access the system as author, peer reviewer, editor or reader of the Journal.
If you do not provide this data, it may mean that we will be unable to provide you with the appropriate access to the Journal.
Information that we collect about you
· details of your visits to our website including, but not limited to, your login information; and the resources that you access.
Please note that we may combine personal data we receive from other sources with personal data you give to us and personal data we collect about you.
Why do we need personal data and how do we use it?
- To peer review any submitted articles for suitability.
- To review responses on the submitted articles and to accept, reject or request further modifications prior to re-submission.
- To allocate the article to a specific future issue.
- To copy and edit the article, and ask the lead author for clarifications/corrections and acceptance of the proof before publication.
- To contact a co-author of the article, in the absence of response from the lead author.
- To notify authors once the issue is published.
- If an article is published that is in the area of interest to you as an author, an editor of the journal may contact you to offer an opportunity to register as a Peer Reviewer.
- Peer Reviewers:
- To contact you to request a peer review of new submissions when you have registered as peer reviewer and listed the areas of interest (e.g. research leadersip, open access, impact and evaluation).
- To email potential reviewers and invite them to register as a peer reviewed with the Journal.
- To contact you to follow up on the status of an outstanding review or seek further clarifications.
- To add new editors to the system.
- To seek new editors in the academia and professional communities who may be interested in becoming an editor and to ask you to register with the Journal.
- To contact you to offer an opportunity to become the editor for the Journal.
- To provide advice and guidance on submissions and to edit contributions.
- To send you alerts for new announcements or a new issue of the Journal.
- Newsletters and Announcements:
- If you subscribed to the Journal to send you announcements about new publications, conferences, events and any information that you may find of interest. You can manage your alerts at any time from your Profile.
Basis for using your personal data
We need a legal basis for any processing of personal data. This means that our processing must be for one of a limited number of reasons set out in the data protection laws. The legal bases that we rely on are:
The processing is necessary for the entry into or performance of a contract. When we provide our services to you, as an Author, we enter into a contract with you; the service we provide is the publishing of articles written by you. Please note that we may not be able to enter into a contract with you or provide the services under it if you object to the type of processing we need to do.
We may use your personal data (excluding special category data) as set out in this Privacy Notice for the legitimate interests of Coventry University including:
- to provide access to the Journal as author, editor, peer reviewer or reader;
- to invite you to peer review articles that are in your area of interest;
- to send you announcements, journals, events or conferences that you may find interesting.
We will always balance our legitimate interests in processing your personal data against your privacy rights.
We have a legitimate interest in processing your personal data as:
· you benefit from the provision of the services we provide;
· we both benefit from the ability to enforce or apply rights under any contract between us;
· we need to be able to notify you about any changes to the Journal, articles or services we offer.
the processing is necessary for the purposes outlined in this Privacy Notice.
Impact of processing
such processing does not unreasonably intrude on your privacy.
We will process your personal data where you have provided us with the data by registering with or subscribing to the Journal. You have the right to withdraw consent at any time by contacting us.
If we require your consent to process your personal data in any other circumstances, we will contact you separately to request this.
Processing of your personal data
"Processing" means doing anything with the personal data, such as collecting, recording, organising, structuring, storing, adapting or altering, retrieving, accessing, consulting, disclosing, disseminating, aligning or combining, restricting, erasing or destroying or using the data in any way.
We will process your personal data for the purposes set out above, or as we otherwise notify you.
The personal data you provide will be subject to security measures and procedures to minimise the risk of unauthorised access, loss, theft or disclosure.
Your personal data will not be used for the purposes of automated decision making.
Who do we share your personal data with?
Your personal data will only be disclosed to relevant employees of Coventry University and our third party service providers (e.g. editors and peer reviewers from external orgnisations). This is so they can carry out their day to day activities (in relation to the provision of education and ancillary services) or to provide information to you.
It will not be disclosed to other third parties unless we are under a legal duty to do so; in order to enforce any agreements that we may have entered into with you; or to protect the rights, property or safety of Coventry University, its students, staff or others.
We will get your express consent before we share your personal data with any third party for marketing purposes, or before we send you relevant third-party information on their behalf.
We require that all third parties who process personal data on our behalf to treat it in accordance with the Data Protection Laws. We do not allow our third-party service providers to use your personal data for their own purposes, but only to process it for specified purposes, and in accordance with our instructions. Such processing is to be conducted under a formal data sharing/ data processing agreement which provides appropriate safeguards for your personal data and where it is in our legitimate interests to do so (including processing for administrative and practical purposes).
How long do we keep your personal data for?
We will only keep your personal data for as long as we need to in order to fulfil the purposes of collecting it, including satisfying any legal, accounting, or reporting requirements.
We consider a number of factors in deciding how long to keep your data: the amount, its nature and sensitivity, the potential risk of harm from unauthorised use or disclosure; the purposes for processing it, and whether we can achieve those purposes through other means; and the applicable legal requirements.
You can delete your profile and associated information at any time from your Profile section.
Keeping your personal data secure
We are committed to the protection and security of your personal data. We will ensure that appropriate measures are taken against its unlawful or unauthorised processing, and against its accidental loss or damage. We are certified to Cyber Essentials.
How we may contact you
Please note that we may contact you in connection with the purposes set out above, by post or by electronic means (including telephone, text messages, email, social media messaging, or any other suitable electronic method).
You have the right to:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data that we hold about you, and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data that we hold about you corrected, although we may need to verify the accuracy of the new personal data.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data if:
- there is no good reason for us continue processing it;
- you have successfully exercised your right to object to processing (see below);
- you believe we may have processed your personal data unlawfully; or
- we are required to erase your personal data to comply with the law.
Please note that we may not be able to comply with your request for specific legal reasons which, if applicable, will be notified to you.
Object to processing of your personal data when we are relying on public task or a legitimate interest (or those of a third party), and you feel that this processing impacts on your fundamental rights and freedoms. However, these may be overridden by the public interest or our legitimate interest grounds.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the accuracy of the data;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it (for example if you need it to establish, exercise or defend legal claims); or
- If you have objected to our use of your data, but we need to verify whether we have overriding public interest or legitimate interest grounds to use it.
Withdraw consent at any time when we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. You can ask us to stop sending you marketing messages at any time by following the “unsubscribe” (or similar) links on any marketing message sent to you, or by contacting us at any time.
When you opt out of receiving these marketing messages you will no longer hear from us in that regard.
Exercising your rights
If you wish to exercise any of your above rights, please send a written request to the Information Governance Unit, Portal House, 163 New Union Street, Coventry, CV1 2PL or email firstname.lastname@example.org .
You will not have to pay a fee to exercise any of your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information, in order to speed up our response.
We try to respond to all legitimate requests within one month, although it may take us longer if your request is particularly complex, or if you have made a number of requests. In this case, we will notify you and keep you updated.
Complaints and questions
We have appointed a Data Protection Officer to oversee compliance with this Privacy Notice. If you have any concerns of complaints about it, please contact the Data Protection Officer, Coventry University, Priory Street, Coventry CV1 5FB or email email@example.com .
If you are not satisfied with the proposed resolution of your complaint, you have the right to contact the Information Commissioner’s Office. Further information can be found on the Information Commissioner’s website at www.ico.org.uk or via their helpline on 0303 123 1113.
We reserve the right to update this Privacy Notice at any time. Any updated versions will be made available on our website.
If you have feedback for us about this privacy notice, please let us know by emailing firstname.lastname@example.org .