Privacy Statement

Privacy Statement

Effective Date: 6 January 2026
Last Updated: 18 October 2026

1. Introduction and Responsibility

AIJOSH is committed to protecting the personal information of authors, reviewers, editors, readers, and other users of its website and editorial services.

This Privacy Statement explains what information the journal collects, why it is processed, when it may be shared, how it is protected, and how individuals may raise questions or exercise applicable rights.

The organization responsible for determining the purposes and means of personal data processing is LPPM Universitas Andalas, which can be contacted at aijosh.lppm@gmail.com.

This statement applies to https://aijosh.lppm.unand.ac.id/index.php/aijosh/index, the journal’s online submission system, and related editorial communications. Personal information is handled in accordance with applicable data protection requirements.

Use of the website does not, by itself, constitute consent to every form of processing described in this statement. Where consent is required, it will be requested for the specific purpose concerned.

2. Information We Collect

The journal collects information relevant to its publishing activities and website operation. The categories collected depend on the individual’s role and the services used.

  • Account and contact information: Names, usernames, email addresses, affiliations, countries, and account preferences. Additional contact details are collected only where needed for a stated purpose.

  • Author and submission information: Author identities, ORCID iDs where provided, contributions, funding disclosures, conflicts of interest, manuscripts, supplementary files, declarations, and correspondence.

  • Reviewer and editor information: Names, affiliations, contact details, areas of expertise, review invitations, responses, reports, editorial assignments, and relevant disclosures.

  • Inquiry and complaint information: Contact details, correspondence, and supporting documents supplied when requesting assistance, raising concerns, or submitting an appeal.

  • Payment information, where applicable: Information necessary to administer published charges, invoices, payments, or waivers. The information collected and any payment service used will be explained through the relevant payment arrangements.

  • Technical information: Depending on the website configuration, server and security logs may record IP addresses, browser and device information, access times, requested pages, and related diagnostic information.

  • Cookie and preference information: Information needed to maintain sessions, remember preferences, or support other functions described in Section 10.

The journal may also obtain professional information from publicly available scholarly sources when identifying potential reviewers or verifying affiliations and expertise.

Authors must avoid submitting unnecessary personal information about research participants or other individuals. Sensitive supporting documents should be provided only where necessary and through a channel agreed with the editorial office.

3. How We Use Information

Personal information is used for the following purposes:

  • Managing user accounts, manuscript submissions, peer review, editorial decisions, production, and publication.

  • Communicating with authors, reviewers, editors, and readers about journal activities relevant to their involvement.

  • Verifying authorship, contributions, affiliations, and relevant declarations.

  • Assessing complaints, appeals, ethical concerns, and post-publication issues.

  • Operating, maintaining, and securing the website and submission system.

  • Administering publication charges or waivers where applicable.

  • Registering identifiers, distributing article metadata, and supporting indexing and preservation.

  • Maintaining necessary editorial and publication records.

  • Sending optional announcements or alerts to individuals who have requested them.

  • Preparing aggregated or appropriately anonymized statistics about journal operations and readership.

  • Meeting applicable legal obligations and responding to lawful requests.

Information will not be used for unrelated purposes without an appropriate basis and any additional notice or consent required.

4. Basis for Processing

The basis for processing depends on the information involved, the purpose, and applicable requirements.

Processing may rely on consent, arrangements necessary to provide requested editorial or publishing services, applicable legal obligations, or legitimate interests where recognized and appropriately balanced against individuals’ rights.

Where consent is used, the journal will explain the relevant purpose and how consent may be withdrawn. Optional communications are separate from messages necessary to administer an active submission, review assignment, or account.

Providing information required for submission or peer review is necessary to perform those services. If required information is withheld, the journal may be unable to process the submission or assignment. Optional information will be identified as such.

5. Publication and Peer-Review Confidentiality

Published articles include information necessary for attribution and scholarly communication, such as author names, affiliations, contributions, funding disclosures, and relevant declarations. ORCID iDs and designated correspondence details may also be published where provided for that purpose.

Authors must check the personal information included in the publication files and metadata before publication. Private account details are not automatically intended for public display.

Published information may be distributed through DOI registration agencies, indexing services, repositories, and preservation systems. It may also be accessed and redistributed by readers under the applicable publication license.

The journal follows the review model described in its Peer-Review Policy. Under double-anonymous review, identifying information is withheld from the opposing party through the journal’s review procedures, although anonymity cannot be guaranteed in every circumstance.

Reviewer identities and confidential editorial communications are not routinely published. Public acknowledgment of reviewers requires their permission and must not reveal their association with individual manuscripts without appropriate authorization.

6. Sharing and Disclosure

Personal information may be shared, to the extent necessary, with:

  • Authorized editorial personnel: Individuals responsible for handling submissions, conducting reviews, preparing publications, or addressing editorial concerns.

  • The publisher: Authorized personnel carrying out necessary administrative, technical, financial, or governance responsibilities.

  • Service providers: Providers supporting hosting, technical maintenance, similarity screening, communications, or other identified publishing functions.

  • Metadata and preservation services: Organizations receiving published articles and metadata for identifier registration, discoverability, indexing, or preservation.

  • Institutions or competent authorities: Where necessary to examine credible integrity concerns, respond to lawful requests, or meet applicable obligations.

Access is limited according to role and purpose. Ownership, institutional affiliation, or organizational seniority alone does not justify access to confidential submissions or reviewer information.

The journal assesses the data-handling terms of services it uses and establishes appropriate safeguards. Some external organizations process information under their own privacy policies rather than solely on the journal’s instructions.

Information about relevant services is available at LPPM Universitas Andalas. This information identifies the services actually used and their purposes.

The journal does not sell, rent, or lease personal information for third-party marketing.

Confidential submissions and editorial records must not be uploaded to external generative AI tools contrary to the journal’s Generative AI Policy.

7. International Processing

Some publishing, hosting, indexing, or preservation services may process information outside the country where the journal or individual is located.

Where personal information is transferred internationally, the responsible organization will assess the applicable requirements and establish appropriate safeguards before making the transfer.

Information about relevant service locations and transfer arrangements may be requested through the privacy contact listed below.

8. Security and Incident Handling

The journal and publisher maintain technical and organizational safeguards appropriate to the information processed and the risks involved. These include controlled access, account protection, system maintenance, backup arrangements, and confidentiality requirements for authorized personnel.

Users should protect their account credentials and promptly report suspected unauthorized access. Sensitive information should not be sent through ordinary email unless the editorial office has confirmed an appropriate arrangement.

No online service can guarantee absolute security. Suspected incidents will be assessed, contained, and addressed. Where notification is required, affected individuals and relevant authorities will be informed within the applicable timeframe.

9. Requests and Individual Rights

Individuals may contact the journal to ask about their personal information or request access, correction, deletion, restriction, or other action available under applicable requirements.

Where relevant, individuals may also withdraw consent, object to particular processing, or request a transferable copy of their information.

Requests should be sent to aijosh.lppm@gmail.com. The journal may request proportionate information to verify identity and clarify the request. Responses will be provided within applicable time limits.

Requests concerning published information will be assessed with regard to privacy, attribution, research integrity, and the scholarly record. Publication does not remove the obligation to consider legitimate privacy concerns.

Where a request cannot be fully granted, the journal will explain the reason and any available alternatives or complaint channels.

Unsubscribing from optional announcements does not prevent necessary communications about active submissions, review assignments, or unresolved matters.

10. External Websites

Articles and website pages may link to external websites, repositories, or services. Their operators are responsible for their own data practices.

Users should review the relevant privacy information before providing personal information to an external service. A link from the journal does not mean that the external service follows this Privacy Statement.

11. Changes to This Statement

This statement will be reviewed periodically and updated when relevant practices, services, or requirements change.

The current version will be published on this page with its effective date and last updated date. Significant changes will be communicated through appropriate channels. Additional consent will be requested where required.