Privacy Policy

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Why we need to process personal data

In order to carry out our ordinary duties to members of our Community (including staff, authors, peer reviewers, board members) we may process a wide range of personal data about individuals (including current, past and prospective staff, authors, peer reviewers, board members) as part of our daily operation.

We will need to carry out some of this activity in order to fulfill our legal rights, duties or obligations – including those under a contract with our staff or authors, peer reviewers, board members.

Other uses of personal data will be made in accordance with our legitimate interests, or the legitimate interests of another, provided that these are not outweighed by the impact on individuals, and provided it does not involve special or sensitive types of data.

We expect that the following uses may fall within the category of the Journal “legitimate interests”:

• For the purposes of management planning and forecasting, research and statistical analysis, including that imposed or provided for by law (such as diversity or gender pay gap analysis and taxation records);
• To enable relevant authorities to monitor the Journal’s performance and to intervene or assist with incidents as appropriate;
• To give and receive information and references about past, current and prospective authors, peer reviewers, board members
• To monitor (as appropriate) use of the IT and communications systems in accordance with the acceptable use policy;
• To make use of photographic images and videos of authors, peer reviewers, board members on the Journal’s website and (where appropriate) on the social media channels in accordance with the Institution’s policy on taking, storing and using images of individuals;

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Types of personal data we process

This will include by way of example:

• names, addresses, telephone numbers, e-mail addresses and other contact details;
• references given or received by the Journal about authors, peer reviewers, board members, and information provided by previous educational establishments and/or other professionals or organization working with the authors, peer reviewers, board members; and
• images of authors, peer reviewers, board members, staff (and occasionally other individuals).

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Where we collect information about you from

We collect information in the following ways:

When you give it to us DIRECTLY.

You may give us your information as a prospective, current or former author/ peer reviewer/ board member, or member of staff, or in order to receive information from the Journal, sign up for one of our events, make a donation or communicate with us. Sometimes when you support us, your information is collected by an organization working for us (e.g. an online payment company), but we are responsible for your data at all times.

When you give it to us INDIRECTLY.

Your information may be shared with us by independent organizations. These independent third parties will only do so when you have indicated that you wish to share your details with the Journal and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

When you give permission to OTHER ORGANISATIONS to share or it is available publicly.

We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to improve our fundraising methods, products and services.

The information we get from other organizations may depend on your privacy settings on these sites or the responses you give, so you should regularly check them.

Third-party organizations

You may have provided permission for a company or other organization to share your data with third parties, including charities. This could be when you buy a product or service, register for an online competition or sign up with a comparison site.

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Social Media

Through usage of social media and messaging services like Facebook, WhatsApp, Instagram or Twitter, you give us permission to access information from those accounts or services. By joining an official Journal app, page or group in social media, you consent to allowing us to contact you through that platform. Your consent is granted also in case of usage of third party apps to communicate with us.

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Information available publicly

This may include information found in places such as Commercial Register and information that has been published in articles/newspapers. This information is already in the public domain.

We collect it as you use our websites.

Like most websites, we use “cookies” to help us make our sites – and the way you use them – better. Cookies mean that a website will remember you. They are small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you are using to access our website and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you are using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

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Who helps us process your data

Occasionally, we will need to share personal information relating to our community with third parties, such as:

• professional advisers (e.g. lawyers, insurers, PR advisers and accountants);
• government authorities (e.g. tax authorities, police or the local authority); and
• appropriate regulatory bodies (e.g. Ministry of Education).

For the most part, personal data collected by the Journal will remain within the Institution that publishes it and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis).

Finally, in accordance with Data Protection Law, some of our processing activity is carried out on its behalf by third parties, such as IT systems providers, web developers or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only processed in accordance with our specific directions.

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Keeping in touch and supporting the Journal

The Journal will use the contact details of authors, peer reviewers, board members of the Journal to keep them updated about the activities, conferences, events of interest, including sending updates and newsletters, by email and by post. Unless the relevant individual objects, the Journal will also:

• Share personal data about authors, peer reviewers, board members, as appropriate, with organizations set up to help establish and maintain relationships with the Journal.
• Contact authors, peer reviewers, board members (including via the organizations above) by post and email in order to promote and raise funds for the Journal.
• Collect information from publicly available sources about authors, peer reviewers, board members in order to maximize the Journal’s fundraising potential, improve the Journal’s careers program and improve community reach.
• Use the photographic and video shootings of the authors, peer reviewers, board members and their work and various social media accounts such as without being limited to, Facebook, Twitter, Instagram and YouTube pages.
• Should you wish to limit or object to any such use, or would like further information about them, please contact the GDPR Team.

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Direct Marketing

We will contact you to let you know about activities, events or announcement about current and former authors, peer reviewers, board members.

Occasionally, we may include information from partner organizations or organizations that support us in these communications. We make it easy for you to tell us how you want us to communicate, in a way that suits you.

We do not sell personal details to third parties. We do share some information with our affiliates and group companies and entities. We have a statutory duty to share some information with government bodies when requested.

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Photographs and videos

We use photographs and videos of authors, peer reviewers, board members staff, volunteers and other guests at Journal events for marketing and other publicity purposes also via social media and apps. We will use the photographic and video shootings of the authors, peer reviewers, board members and their work in website, promotional films, publicity brochure, etc., and various social media accounts such as, without being limited to, Facebook, Twitter, Instagram and YouTube pages.

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Changes to this Notice

We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our Website or by contacting you directly. If you have any questions, comments or suggestions, please let us know by contacting the GDPR Team.