Privacy Statement

We take seriously our duty to process your personal data in a fair and transparent way. We collect and manage user data according to the following Privacy Policy. This document is part of our Terms of Service, and by using the SEAJPH website and associated submission platforms, you agree to the terms of this Privacy Policy and the Terms of Service.

SEAJPH is the data controller, and the platform providers (OJS/PKP) act as service providers and data processors. We operate under the principle of data minimisation, meaning only the minimal amount of personal data required to carry out a task is obtained.

What type of personal data do we handle?

There are four main categories of personal data stored by our journal platform: website user data, Author data, Reviewer data, and Editor data.

The minimum personal data stored are the following:

  • Full name

  • Email address

  • Affiliation (department and institution)

  • Country of residence

Optionally, the user can provide:

  • Salutation

  • Reviewing interests

  • Mailing address

  • ORCiD

Data subjects have complete control over this data through their user profile and can request its removal by contacting us at editor@seajph-phfbd.org.

What do we do to keep that data secure?

We regularly back up our databases using reliable server environments to ensure data is kept securely. Backups are routinely rotated, and old data is permanently deleted. We maintain clear internal data handling protocols, restricting access to data and backups to key editorial and technical staff only. In the event of a data breach, we will report the breach to the affected users within 72 hours.

How do we use the data?

Personal information is used exclusively to deliver the academic publishing services provided by SEAJPH. Personal data is not shared externally, except for author names, affiliations, emails, and links to ORCiD and social media accounts (if provided) in published articles. This information is displayed as part of the published article and shared externally with indexing services and academic databases.

How we collect and use your data:

1. When using the website

1.1 What data we collect When you browse our website, we collect anonymised data about your use of the site; for example, which pages you view, which files you download, the browser you are using, and when you accessed the site.

1.2 Why we collect the data We use anonymised usage data to monitor traffic, fix bugs, identify patterns to inform future site improvements, and generate reports on how frequently publications have been accessed.

1.3 What we do (and don’t do) with the data We do not collect personal information that can identify you when you simply browse the website. We may use analytics tools to improve services, but no personally identifying data is shared with third-party analytics providers (e.g., IP addresses are anonymised).

1.4 Data removal/access Please contact editor@seajph-phfbd.org to request a copy of your data or for your data to be removed/anonymised.

2. When registering as an author and submitting an article

2.1 What data we collect:

When registering an account, we ask for personal information (such as your name and email address). Submitting an article requires personally identifying information used for peer review and publication, including affiliations and competing-interest declarations.

2.2 Why we collect the data:

Registering allows you to manage your profile and participate as an author, reviewer, or editor. Personal data submitted with an article is collected to ensure adherence to publication ethics during the review process and forms part of the official published record to establish the work's provenance and correct attribution.

2.3 What we do (and don’t do) with the data:

We do not share your personal information with third parties outside of providing the publishing service (e.g., typesetting, indexing). As a registered author, an editor may contact you regarding future submissions. Published data accompanying an article includes the names, affiliations, and email addresses of all authors. Articles are freely available to download under our Open Access policy.

2.4 Why we store the data:

Account data is stored so you can perform tasks as a reviewer or author. Published personal data forms a permanent part of the official scientific record.

2.5 Data removal/access:

You can view, change, and remove data associated with your profile. To completely delete your account, contact editor@seajph-phfbd.org. To conform to publication ethics, personal data published alongside an accepted article cannot be removed.

3. When registering as a reviewer

3.1 What data we collect:

To become a reviewer, you must register and indicate your reviewing interests. Editors may also register reviewers by entering their name and email to invite them to review a specific article. Upon submitting a review, we collect your recommendation, review form responses, and competing interest statements.

3.2 Why we collect the data:

This data is used to invite you to peer review and to facilitate communication during the process.

3.3 What we do (and don’t do) with the data:

Reviewer data is accessible only by the SEAJPH Editors and system administrators. Data retained post-decision is kept to conform to publication ethics, provide evidence of peer review, and resolve any disputes. SEAJPH operates a double-blind peer review process; reviewer identities are not published alongside articles.

3.4 Data removal/access:

You can opt out of reviewing by editing your profile. If you wish to have your data completely deleted, please contact the editorial office. Existing submitted reviews will remain in the system for archival and ethical compliance.

4. When being registered as a co-author

4.1 What data we collect:

Co-author data is entered by the submitting author, who is responsible for obtaining the consent of their co-authors. The minimum requested data includes first name, last name, institution, country, and email address.

4.2 Why we collect the data:

This data forms part of the official published record for provenance and correct attribution.

4.3 What we do (and don’t do) with the data:

Co-author data is stored in our database and used solely in relation to the publication of the associated article.

4.4 Data removal/access:

To conform to standard publishing ethics, personal data published alongside an article cannot be removed. For queries about publications to which you are attributed, contact editor@seajph-phfbd.org.

5. When signing up to receive announcements

5.1 What data we collect:

We require your name and email address.

5.2 Why we collect and store the data:

To keep you updated with news about SEAJPH, call for papers, and new issue releases.

5.3 Data removal/access:

All announcement emails sent by the journal will include instructions or a link allowing you to unsubscribe from the mailing list at any time.

Notification about change of ownership or control of data

In the event that control of the journal or its data changes, or in the case of a change of publisher where the control of personal data is transferred, we will make every effort to inform all affected users and present available options regarding their data.