PKP applications process personal data as a fundamental part of their operations. Most data is only provided by consent, ie. through manual user registration, though some visitation data (eg. cookies, usage logs) may also be recorded.
When a visitor creates a user account in a PKP application, the following personal information is processed and stored (with some minor variation between OMP and OJS, and from version to version):
Only the username, first name, last name, email and password fields are required.
This information is stored in the application database. Only the user password is encrypted.
This information is available to the user via their User Profile (and, with the exception of the username and dates, can be edited). System administrators, journal managers, and editors can also access and edit this data (except the username and dates) via the application back end. The data can be downloaded by journal managers in XML format. The data is not otherwise publicly available.
This data can be erased by the journal manager using the Merge Users tool, without affecting any editorial records. The erasure is subject to the considerations raised in the section “Scholarly Publishing, Data Privacy, and the Public Interest”, above.
When a manuscript is submitted to a PKP application, contributor information is included. Contributors can be authors, translators, volume editors, and so on. This information is stored as submission metadata, and is provided as part of any published manuscript record. The following contributor information is collected:
Only the first name, last name, email address and country fields are required.
This information is stored in the application database.
This information is available to almost any submission participant, with some restrictions to preserve the anonymous peer review process. In short: contributing authors, editors and editorial assistants can all see this data; in most cases, only editorial staff can edit this data after submission.
Editors can download this data via author and submission reports.
Most importantly: once a submission has been published, this data is made publicly available online in a variety of ways. It is available on the submission home page to readers, is available to indexing services in underlying metadata tags, is available via an OAI-PMH endpoint for harvesting, and may be made available in any number of ways via other system plugins.
This data can be erased by any editor by editing a submission’s metadata. This can be done at any point of the submission process, including after publication. Erasure is subject to the considerations raised in the section “Scholarly Publishing, Data Privacy, and the Public Interest” above.
All PKP applications track workflow information, mostly as submission-specific editorial history. The system tracks:
This information is stored in the application database, with the exception of any uploaded submission files, which are stored in the application’s submission files directory on the web server.
Submission participants have access to different amounts of workflow data depending on their role. Journal managers and editors can access all submission data; section editors and editorial assistants can access all submission data only for those submissions to which they have been assigned; authors have limited access to their own submissions, and are only able to see the data they have supplied, or that editorial staff have explicitly made available to them.
This data can only be erased by the editor, by rejecting and deleting the submission outright; or by a systems administrator via direct intervention into the underlying database or submission files directory. Erasure is subject to the considerations raised in the section “Scholarly Publishing, Data Privacy, and the Public Interest” above.
PKP applications also collect general visitor usage data, including:
Other data may be tracked, either on the server or via third parties:
Detailed instructions in limiting the amount of data you collect, and providing consent for the data you collect, can be found below.