Privacy Statement
Insights in Biology and Medicine is committed to protecting the privacy and security of all individuals who interact with our journal. This Privacy Statement explains how we collect, use, disclose, and safeguard your information when you visit our website, submit manuscripts, participate in peer review, or otherwise engage with our publishing activities.
Scope and Application
Who This Policy Applies To
This Privacy Statement applies to all individuals who interact with Insights in Biology and Medicine, including:
- Authors submitting manuscripts for publication
- Reviewers participating in the peer review process
- Readers accessing published content
- Subscribers to email alerts and newsletters
- Website visitors and users of our online systems
- Editorial board members and journal staff
Jurisdiction and Compliance
Our privacy practices comply with major international data protection regulations:
GDPR CCPA PIPEDA LGPD
We adhere to the General Data Protection Regulation (GDPR) for European users, California Consumer Privacy Act (CCPA) for California residents, and other applicable data protection laws worldwide.
Information We Collect
Personal Information Collected
We collect different types of information depending on your interaction with the journal:
| User Type | Information Collected | Purpose | Legal Basis |
|---|---|---|---|
| Authors | Name, affiliation, email, ORCID, biographical statement, payment information | Manuscript processing, communication, publication | Contractual necessity, legitimate interest |
| Reviewers | Name, affiliation, expertise areas, review history, email | Peer review management, quality assurance | Legitimate interest, consent |
| Readers | Email (for alerts), reading preferences, download history | Content delivery, personalization, analytics | Consent, legitimate interest |
| Editorial Board | Professional details, contact information, editorial decisions | Journal management, editorial processes | Contractual necessity |
Automatically Collected Information
When you visit our website, we automatically collect certain technical information:
- Log Data: IP address, browser type, operating system, access times
- Usage Information: Pages visited, articles downloaded, time spent on site
- Device Information: Device type, screen resolution, mobile network information
- Location Data: Country and city-level location (not precise GPS data)
This information is collected through cookies and similar technologies as described in our Cookie Policy.
How We Use Your Information
Primary Purposes
We use your personal information for the following core purposes:
| Purpose | Description | Examples |
|---|---|---|
| Publication Services | Managing the manuscript submission and publication process | Communicating with authors, processing payments, publishing articles |
| Peer Review | Facilitating the scholarly review process | Inviting reviewers, managing review assignments, ensuring quality |
| Reader Services | Providing access to published content and related services | Content delivery, personalized recommendations, alert services |
| Analytics & Improvement | Understanding usage patterns to improve our services | Website analytics, user experience optimization, service development |
| Compliance | Meeting legal and regulatory obligations | Tax reporting, legal requests, security monitoring |
Legal Basis for Processing
Data Sharing and Disclosure
Third-Party Service Providers
We share information with trusted service providers who assist in our operations:
| Service Provider | Purpose | Data Shared | Location |
|---|---|---|---|
| Cloud Hosting | Website and application hosting | All user data | United States |
| Payment Processors | APC payment processing | Payment information, contact details | Global |
| Analytics Services | Usage analysis and reporting | Anonymized usage data | United States |
| Indexing Services | Content distribution and discovery | Article metadata, author information | Global |
Academic and Research Disclosure
As part of scholarly communication, we disclose certain information to:
- Abstracting and Indexing Services: PubMed, Scopus, Web of Science for content discovery
- Research Assessment: Institutions and funders for research evaluation
- Academic Networks: ORCID for author identification and credit
- Preservation Services: CLOCKSS, LOCKSS for long-term digital preservation
Published articles include author names, affiliations, and contact information as standard practice in academic publishing.
Data Retention
Retention Periods
We retain personal information only as long as necessary for the purposes outlined:
| Data Category | Retention Period | Rationale |
|---|---|---|
| Author Information | Indefinitely (for published articles) | Scholarly record integrity, citation purposes |
| Reviewer Data | 7 years after last activity | Quality assurance, conflict management |
| Subscriber Information | 2 years after last engagement | Service provision, user preferences |
| Financial Records | 7 years | Legal and tax compliance |
| Website Analytics | 26 months | Trend analysis, service improvement |
Data Security
Protection Measures
We implement comprehensive security measures to protect your information:
- Encryption: SSL/TLS encryption for all data transmissions
- Access Controls: Role-based access restrictions for staff and systems
- Network Security: Firewalls, intrusion detection, and regular security audits
- Data Backup: Regular encrypted backups with geographic redundancy
- Staff Training: Regular privacy and security awareness training
Incident Response
In the event of a data breach, we will:
- Notify affected users within 72 hours of discovery
- Report to relevant supervisory authorities as required by law
- Take immediate steps to contain and remediate the breach
- Provide guidance to affected users on protective measures
Your Rights and Choices
Data Subject Rights
Depending on your jurisdiction, you may have the following rights:
| Right | Description | How to Exercise |
|---|---|---|
| Access | Request copies of your personal information | Submit request through privacy portal |
| Rectification | Correct inaccurate or incomplete information | Update profile or contact privacy officer |
| Erasure | Request deletion of your personal data | Submit deletion request (subject to limitations) |
| Restriction | Limit processing of your data | Submit restriction request |
| Portability | Receive your data in machine-readable format | Request data export |
| Objection | Object to certain processing activities | Submit objection with justification |
Consent Management
You can manage your consent preferences at any time:
- Email Preferences: Unsubscribe links in all marketing communications
- Cookie Settings: Manage cookies through our preference center
- Account Settings: Update communication preferences in your user profile
- Direct Requests: Contact our privacy team for specific consent changes
International Data Transfers
Cross-Border Data Flows
As an international journal, we may transfer data outside your home country:
- Adequacy Decisions: We prefer transferring to countries with adequacy decisions
- Safeguards: Use Standard Contractual Clauses for other transfers
- Service Providers: Ensure third parties provide adequate protection
- Scholarly Necessity: Some transfers necessary for academic collaboration
All international transfers comply with applicable data protection laws and include appropriate safeguards.
Cookies and Tracking Technologies
Cookie Usage
We use cookies and similar technologies for the following purposes:
| Cookie Type | Purpose | Examples | Consent Required |
|---|---|---|---|
| Essential | Basic website functionality | Session management, security | No |
| Functional | Enhanced user experience | Language preferences, font size | Yes |
| Analytical | Usage analysis and improvement | Google Analytics, heat maps | Yes |
| Marketing | Personalized advertising | Retargeting, social media pixels | Yes |
You can manage cookie preferences through our cookie banner and browser settings.
Children's Privacy
Age Restrictions
Our services are not directed to individuals under the age of 16:
- We do not knowingly collect personal information from children under 16
- If we become aware of such collection, we will delete the information
- Parents or guardians can contact us to request deletion of children's data
- Academic contributions from minors require parental consent
Special Categories of Data
Changes to This Privacy Statement
Policy Updates
We may update this Privacy Statement to reflect:
- Changes in our data processing activities
- New legal or regulatory requirements
- Feedback from users and stakeholders
- Technological developments
We will notify users of material changes through:
- Website announcements and banners
- Email notifications to registered users
- Updated revision date at the top of this statement
Contact Information
Privacy Inquiries
For questions about this Privacy Statement or to exercise your rights:
Data Protection Officer:
Email: [email protected]
Phone: +1 (555) 123-4570
General Privacy Questions:
Email: [email protected]
Postal Address:
Data Protection Officer
Insights in Biology and Medicine
123 Science Park, Research Triangle
NC 27709, USA
Supervisory Authority
You have the right to lodge a complaint with your local data protection authority.
For EU Residents:
Contact your national Data Protection Authority
For UK Residents:
Information Commissioner's Office (ICO)
For California Residents:
California Privacy Protection Agency
Additional Policies: This Privacy Statement should be read in conjunction with our: