Privacy Policy and Data Protection Statement
Privacy Policy and Data Protection Statement
Privacy, Confidentiality, and Data Protection Policy of the Journal of Pharmacovigilance and Drug Research (JPADR)
The Journal of Pharmacovigilance and Drug Research (JPADR) is committed to protecting the privacy, confidentiality, and personal information of authors, reviewers, editors, readers, and website users. The journal recognizes that responsible handling of personal information is essential for maintaining trust, supporting ethical scholarly publishing, and ensuring the integrity of the editorial process.
This Privacy Policy explains how personal information may be collected, processed, stored, used, disclosed, and protected through the journal website, manuscript submission system, editorial workflow, peer-review process, and publication activities.
JPADR aims to follow internationally recognized principles of privacy, confidentiality, ethical publishing, and responsible information management, including principles reflected in:
- General Data Protection Regulation (GDPR) principles where applicable.
- International ethical standards for scholarly publishing.
- Confidentiality obligations throughout the peer-review process.
- Best practices for responsible editorial and publication management.
This policy explains:
- What information may be collected.
- How personal information is processed.
- Confidentiality practices.
- Cookie usage.
- Third-party service involvement.
- User rights regarding personal information.
- Protection of reviewer and author confidentiality.
1. Purpose of This Policy
This Privacy Policy describes the principles governing the collection, processing, storage, protection, and responsible use of personal information obtained during journal operations. The policy seeks to promote transparency, accountability, and responsible information management while supporting ethical scholarly communication.
By using the JPADR website, submitting manuscripts, serving as a reviewer, communicating with the Editorial Office, or participating in journal activities, users acknowledge the data handling practices described in this policy.
This policy explains:
- What information may be collected.
- How information is processed and protected.
- Confidentiality obligations within editorial activities.
- Website cookie practices.
- Use of trusted third-party services.
- User rights relating to personal information.
- Protection of reviewer confidentiality.
- Editorial responsibilities concerning data privacy.
JPADR processes personal information only for legitimate scholarly publishing, editorial management, research communication, and journal administration purposes.
2. Information Collected by the Journal
To facilitate manuscript processing, peer review, publication, website management, and communication with users, JPADR may collect limited categories of personal and administrative information.
A. Author Information
Information provided by authors during manuscript submission may include:
- Full name.
- Institutional affiliation.
- Email address.
- Postal correspondence details where applicable.
- ORCID iD (where provided).
- Telephone contact information where necessary.
- Manuscript submission details.
- Author contribution statements.
- Funding information.
- Conflict of interest disclosures.
- Ethics approval information where applicable.
B. Reviewer Information
Information collected for peer-review administration may include:
- Reviewer name.
- Institutional affiliation.
- Email address.
- Academic qualifications.
- Areas of scientific expertise.
- Peer-review assignments.
- Review completion records.
- Reviewer performance history.
C. Website User Information
During normal website use, certain technical information may be collected to support website functionality, security, and performance.
- IP address.
- Browser type and version.
- Device information.
- Operating system.
- Website usage statistics.
- Cookies and similar technologies.
- Date and time of website access.
- Referral source information where available.
D. Editorial and Administrative Information
The Editorial Office may maintain records necessary for efficient journal administration and publication management.
- Editorial correspondence.
- Decision letters.
- Peer-review records.
- Publication history.
- Administrative communications.
- Ethics investigation records where applicable.
- Production and publication workflow records.
3. Purpose of Data Processing
JPADR processes personal information solely for legitimate scholarly publishing, editorial management, journal administration, and research dissemination purposes. Personal information is handled responsibly and only to the extent necessary for efficient journal operations.
The journal does not collect or process personal information for unrelated commercial purposes and does not sell personal information to advertisers or unrelated third parties.
Personal information may be processed for:
- Manuscript submission and processing.
- Peer-review administration.
- Editorial evaluation and decision-making.
- Communication with authors, reviewers, and editors.
- Publication production and administration.
- DOI registration and metadata submission.
- Journal indexing and archiving.
- Website administration and technical support.
- Research integrity and publication ethics investigations where necessary.
- Maintenance of editorial and publication records.
Personal information is processed only for purposes directly related to the operation, administration, and ethical management of the journal.
4. Author Data Processing
Information submitted by authors is used to facilitate manuscript handling, peer review, editorial communication, production, publication, indexing, and long-term preservation of the scholarly record.
Certain information associated with accepted manuscripts becomes publicly available as part of the published scholarly record to ensure appropriate attribution, transparency, and discoverability.
Author information may be processed to:
- Evaluate manuscript submissions.
- Communicate editorial decisions.
- Coordinate revisions and publication.
- Register Digital Object Identifiers (DOIs).
- Submit metadata to indexing services.
- Maintain permanent publication records.
- Support citation and discoverability.
For published articles, publicly available information may include:
- Author names.
- Institutional affiliations.
- Corresponding author contact information.
- ORCID iD where provided by the author.
- Funding disclosures.
- Conflict of interest declarations.
Authors are responsible for ensuring that all submitted personal and affiliation information is complete, accurate, and kept up to date during the editorial process.
5. Reviewer Confidentiality Policy
JPADR maintains strict confidentiality throughout the peer-review process. Reviewer identities, reports, recommendations, and editorial communications are treated as confidential records and are protected in accordance with the journal's double-blind peer-review policy.
Reviewer identities are generally not disclosed to authors except where:
- Explicit reviewer consent has been obtained.
- A future journal policy adopts an open peer-review model.
- Disclosure is legally required or necessary during formal ethical investigations.
Reviewers are expected to:
- Maintain strict confidentiality of submitted manuscripts.
- Protect unpublished research information.
- Avoid unauthorized sharing of manuscript files.
- Use manuscript information solely for peer-review purposes.
- Destroy or securely delete confidential files after completion of review where appropriate.
- Declare conflicts of interest promptly.
Reviewers must not upload confidential manuscripts, supplementary files, reviewer reports, or unpublished research into publicly accessible artificial intelligence platforms or other third-party systems that may compromise manuscript confidentiality.
6. Confidentiality of Manuscripts and Editorial Records
All submitted manuscripts, reviewer reports, editorial correspondence, and publication records are treated as confidential documents throughout the editorial and peer-review process.
Access to confidential editorial information may be limited to:
- Editors.
- Assigned peer reviewers.
- Authorized journal administrative staff.
- Technical support personnel where operationally necessary.
Confidential information is not disclosed publicly except where disclosure is required by applicable law, necessary during research misconduct investigations, or essential to maintain the integrity of the scholarly record.
JPADR maintains appropriate administrative safeguards to protect editorial records throughout the manuscript lifecycle.
7. Cookie Policy
The JPADR website may use cookies and similar technologies to improve website functionality, user experience, security, and analytical understanding of website performance.
What are cookies?
Cookies are small text files stored on a user's device that enable websites to recognize returning visitors, remember preferences, improve functionality, and enhance security.
Types of cookies that may be used:
Essential Cookies
- Website functionality.
- User authentication where applicable.
- Submission system operation.
- Session management.
Analytics Cookies
- Website traffic analysis.
- User interaction statistics.
- Performance monitoring.
- Service improvement.
Preference Cookies
- Remembering user preferences.
- Improving browsing experience.
- Supporting website customization.
Managing cookies
Users may control cookie preferences through their web browser settings, including the ability to disable, restrict, or delete stored cookies. Disabling certain cookies may reduce website functionality or affect manuscript submission services.
8. Third-Party Services and Data Sharing
JPADR may engage trusted third-party service providers to support journal operations, manuscript management, publication, indexing, digital preservation, website administration, and scholarly communication. Such services are used only where necessary to facilitate legitimate publishing activities.
Where third-party providers process information on behalf of the journal, they are expected to maintain appropriate confidentiality, security, and responsible data handling practices consistent with applicable legal and ethical standards.
Third-party services may support:
- DOI registration and metadata management.
- Website hosting and maintenance.
- Editorial and manuscript management systems.
- Email communication services.
- Digital preservation and archiving.
- Website analytics.
- Abstracting and indexing services.
Examples of trusted service providers may include:
- Crossref.
- Website hosting providers.
- Editorial submission and peer-review platforms.
- Digital archiving services.
- Metadata distribution partners.
Limited information may be shared when necessary for:
- Journal operations.
- Publication of accepted articles.
- DOI registration.
- Metadata dissemination.
- Scholarly indexing.
- Long-term digital preservation.
JPADR does not sell, rent, or disclose personal information to advertisers or unrelated commercial organizations for marketing purposes.
9. International Data Processing
As an international scholarly journal, JPADR collaborates with authors, reviewers, editors, publishers, indexing services, and technology providers located in different countries. Consequently, certain information may be processed, stored, or accessed across multiple jurisdictions for legitimate scholarly publishing purposes.
The journal seeks to ensure that international data processing activities are conducted responsibly and with appropriate safeguards for confidentiality, integrity, and information security.
International processing may occur for:
- Editorial and peer-review management.
- Publication production.
- DOI registration.
- Metadata dissemination.
- Digital preservation.
- Scholarly indexing.
- Technical support services.
By submitting manuscripts or using journal services, users acknowledge that limited information may be processed internationally as part of normal scholarly publishing operations.
10. Data Retention
JPADR retains editorial and publication records only for periods reasonably necessary to support scholarly publishing, maintain the integrity of the scientific record, comply with ethical obligations, and satisfy applicable legal or administrative requirements.
Records that may be retained include:
- Submitted manuscripts.
- Peer-review reports.
- Editorial correspondence.
- Publication metadata.
- Decision letters.
- Production records.
- Ethics investigation documentation where applicable.
Retention periods may vary depending upon publication requirements, archiving standards, legal obligations, institutional policies, and research integrity considerations.
Certain publication records may be retained permanently to preserve the integrity, authenticity, and historical continuity of the scholarly record.
11. User Rights
Subject to applicable laws, journal policies, and the requirements of maintaining the scholarly record, users may request information regarding the personal information held by JPADR.
Where applicable, users may request:
- Access to their personal information.
- Correction of inaccurate or incomplete information.
- Clarification regarding data processing practices.
- Updating of contact information.
- Removal of non-essential personal information where feasible.
Requests relating to published scholarly records may be subject to editorial and publication integrity requirements. Information forming part of the permanent scientific record may not be removed where retention is necessary to preserve publication integrity.
Requests concerning personal information should be directed to the Editorial Office using the journal's official contact channels.
12. Data Security Measures
JPADR aims to implement reasonable administrative, organizational, and technical safeguards to protect personal information, manuscript files, editorial communications, reviewer confidentiality, and publication records from unauthorized access, disclosure, alteration, or accidental loss.
Security measures may include:
- Controlled access to editorial records.
- Role-based access permissions.
- Secure website administration.
- Routine system maintenance.
- Confidential handling of editorial communications.
- Appropriate administrative safeguards.
Although the journal strives to maintain appropriate security practices, no internet-based system or electronic storage method can guarantee absolute security. Users should avoid transmitting unnecessary sensitive information through unsecured communication channels.
13. Children's Privacy
The Journal of Pharmacovigilance and Drug Research (JPADR) is intended primarily for researchers, healthcare professionals, academicians, clinicians, students in higher education, publishers, and other individuals engaged in scholarly communication.
The journal website, manuscript submission system, and editorial services are not specifically designed for use by children. JPADR does not knowingly collect personal information directly from children without appropriate authorization or legal basis.
If the Editorial Office becomes aware that personal information has been collected from a child in a manner inconsistent with applicable legal or ethical requirements, reasonable steps may be taken to remove or appropriately manage such information in accordance with applicable regulations.
Parents, guardians, or individuals who believe that inappropriate personal information has been submitted are encouraged to contact the Editorial Office for appropriate review and action.
14. External Links
The JPADR website may contain links to external websites, scholarly resources, repositories, publisher services, indexing platforms, or other third-party resources for the convenience of users.
These external websites operate independently and maintain their own privacy practices, security measures, and terms of use.
JPADR is not responsible for:
- Privacy practices of external websites.
- Content hosted by third-party websites.
- Accuracy or availability of external resources.
- Third-party data collection practices.
- Security of external websites.
Users are encouraged to review the privacy policies and terms of use of any external websites before providing personal information or using their services.
15. Policy Updates
JPADR may periodically review and update this Privacy, Confidentiality, and Data Protection Policy to reflect evolving legal requirements, publishing standards, technological developments, operational improvements, and best practices in scholarly publishing.
Updates may be introduced to improve transparency, strengthen privacy protection, enhance editorial procedures, or address changes in applicable regulations.
Policy revisions may occur to:
- Improve transparency.
- Reflect regulatory developments.
- Strengthen data protection practices.
- Enhance website security.
- Support responsible scholarly publishing.
- Improve editorial and administrative procedures.
The most current version of this policy will be published on the journal website. Continued use of the journal website or submission of manuscripts following publication of an updated policy constitutes acknowledgment of the revised policy.
16. Commitment to Privacy and Ethical Publishing
JPADR is committed to maintaining high standards of privacy protection, confidentiality, transparency, and responsible information management throughout the editorial and publication process.
The journal recognizes that protecting personal information and preserving the confidentiality of authors, reviewers, editors, readers, and website users are fundamental components of ethical scholarly publishing and research integrity.
JPADR is committed to:
- Protecting user privacy.
- Maintaining reviewer confidentiality.
- Responsible handling of personal information.
- Transparent editorial communication.
- Ethical manuscript management.
- Responsible data processing.
- Supporting international publishing standards.
- Continuous improvement of privacy and security practices.
References
- Committee on Publication Ethics (COPE). Ethical Guidelines for Peer Review and Editorial Confidentiality.
- International Committee of Medical Journal Editors (ICMJE). Recommendations for the Conduct, Reporting, Editing, and Publication of Scholarly Work in Medical Journals.
- European Union. General Data Protection Regulation (GDPR) (EU) 2016/679.
- World Association of Medical Editors (WAME). Editorial Confidentiality and Ethical Publishing Guidance.
