Privacy Statement

The Coventry University Group (“the University”) enables the International Journal of Practice-based Learning in Health & Social Care via the Open Journal System (‘OJS’) the facilities to publish  internationally read, written, peer-reviewed, and edited open-access academic journal, sponsored by National Association of Educators in Practice (NAEP).

For the purposes of the General Data Protection Regulations 2016 and Data Protection Act 2018, the University are the data controllers for the publishing system and personal data stored within the system, Authors will retain their rights to their publications.

 1)      Data Protection Principles

When processing your personal data the University will comply with the data protection principles laid down in the Legislation and shall ensure that your personal data is:

(a)Processed fairly and lawfully and in a transparent manner

(b)Collected for specified, explicit and legitimate purposes and not be further processed in a manner that is incompatible with those purposes

(c)Processed for limited purposes and in an appropriate way.

(c)Adequate, relevant and limited to what is necessary for the purposes.

(d)Accurate and up to date

(e)Not kept longer than necessary for the purpose.

(f)Processed in line with your rights under the Legislation.

(g)processed in a manner which ensures appropriate security of your personal data.

(h)Not transferred to people or organisations situated in countries without adequate protection.

 "Personal data" means recorded information we hold about you from which you can be identified. It may include contact details, identification numbers, other personal information, photographs, expressions of opinion about you or indications as to our intentions about you. "Processing" means doing anything with the data, such as collecting, recording, organising, structuring, storing, adapting or altering, retrieving, accessing, analysing, consulting, disclosing, disseminating, aligning or combining, restricting, erasing or destroying or using the data in any way.

  2)      How we process your personal data provided by you on OJS site:

 a)      Authors data:

When you submit your article to OJS which is to be judged for suitability, we send the article for peer- review.

When we receive a response from reviewers, we reject, accept or request further modifications prior to re-submission.

After the review, if the article is accepted, we allocated the article to a specific future issue, copyedit the article, and ask the lead author for clarifications/corrections and, finally, acceptance of the proof.

In the absence of response from the lead author, we may contact a co-author whose details the lead has entered into the system. The authors are alerted once the issue is published.

If an article is published that is in the area of interest you as an author, an editor of the journal may contact you to offer an opportunity to register as a Peer Reviewer, this is voluntary.

b)      Peer Reviewers:

If you have registered as peer reviewer and listed the areas of interest (eg Physiotherapy, quantitative research): You may be contacted by editor to review relevant articles if they are in the area of interest to you.

If there is no-one suitable in the system, an editor may email potential reviewers and ask them to register with OJS if they wish to undertake the role.

c)       Editors:

From time to time we add new editors to the OJS. We will seek new editors in the academia community who may be interested in becoming an editor.

When we contact you to offer an opportunity to become the editor for OJS and you accept: We will ask you to

register with OJS.

d)      Readers:

If you register as a reader we will send you alerts if there is a new announcement or new issue of the journal.

e)       Newsletters and Announcements:

If you have registered with OJS as a reader you will receive 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 OJS Profile.

 3)      Data Security

 We will ensure that appropriate measures are taken against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.

 We have in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. We will only transfer personal data to a third party if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself.

 Maintaining data security means guaranteeing the confidentiality, integrity and availability (for authorised purposes) of the personal data.

 4)      Data Retention

 We will retain the data as long as you are registered with OJS. You can delete your profile at any time.

 5)      Your Data Protection Rights

 You have the right to:

a)       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.

b)      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 that you provide to us.

c)       Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your personal data unlawfully or where we are required to erase your personal data to comply with local law. Please note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

d)      Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your personal data which override your rights and freedoms.

e)       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: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

f)       Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

g)      Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. You can ask us to stop sending you newsletters at any time by following the “unsubscribe” (or similar) links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving newsletters, this will not apply to personal data provided to us as a result of a purchase, product/service experience or other transactions.

 If you wish to exercise any of your above rights, please send a written request to the Information Protection Unit, Coventry University, Portal House, 163 New Union Street, Coventry, CV1 2PL or email

 You will not have to pay a fee to access your personal data or to exercise any of your other 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 request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). 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 relation to your request to speed up our response.

 We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 The University reserves the right to update this Privacy Notice at any time, and we will provide you with a new Privacy Notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.