Full Data Management Policy

1. Purpose and Scope

This Data Management Policy outlines how JICHI collects, stores, uses, protects, and shares personal data and research data throughout the publishing process. This policy applies to all users of the journal platform, including authors, reviewers, editors, and readers.

2. Types of Data Collected

a. Personal Data

Collected during registration, manuscript submission, peer review, or communication:

  • Full name
  • Institutional affiliation
  • Email address
  • ORCID ID
  • IP address and system logs (automatically collected)

b. Manuscript and Research Data

  • Submitted manuscripts (text, tables, figures, supplementary files)
  • Metadata (title, authors, abstract, keywords)
  • Review comments and editorial decisions
  • Author declarations and ethical statements

3. Legal Basis for Data Processing

JICHI processes personal data on the basis of:

  • Consent – when authors, reviewers, or users register or submit data;
  • Legitimate interest – in ensuring the integrity and quality of academic publishing;
  • Legal obligations – to comply with copyright, ethics, or reporting laws.

We operate in accordance with international data protection standards, including the General Data Protection Regulation (GDPR) where applicable.

4. Data Use

We use collected data to:

  • Facilitate peer review and editorial workflows;
  • Communicate with authors, reviewers, and editors;
  • Manage publication, indexing, archiving, and citation processes;
  • Monitor and improve our editorial and publishing system;
  • Comply with ethical publishing practices (e.g., COPE guidelines).

5. Data Access and Sharing

  • Editorial team and technical staff have access to user data to fulfill editorial duties.

  • Personal data is never shared with third parties unless:

    • Required by law;
    • Explicit consent has been given;
    • Required by indexing partners (e.g., DOAJ, Crossref) for metadata use only.
  • Reviewers' identities are kept confidential unless disclosure is permitted by the reviewer.

6. Data Storage and Security

  • Data is stored securely within the journal’s online system (OJS platform) with access controls and regular backups.
  • We implement technical safeguards such as encryption, firewalls, and secure user authentication.
  • Backups and data protection procedures follow institutional IT standards.

7. Data Retention

  • Personal data is retained for as long as needed for editorial and publishing purposes.
  • Manuscripts, decisions, and reviews are stored permanently as part of the scholarly record.
  • Users may request deletion of their account and associated personal data unless required to preserve the integrity of the publication record.

8. Author and User Rights

All users have the right to:

  • Access their personal data
  • Request correction of inaccurate data
  • Withdraw consent at any time (with limitations for published records)
  • Request deletion of their account
  • Lodge a complaint with a data protection authority if their rights are violated

Requests may be directed to the Editor-in-Chief or managing editor.

9. Third-Party Services

JICHI uses services from third-party providers to support core publishing operations (Crossref for DOI assignment, similarity-check services by iThenticate). These services are required to comply with confidentiality and data protection standards.

10. Policy Updates

This policy may be updated periodically to reflect regulatory changes or improvements in publishing practices. Changes will be posted publicly on the JICHI journal site.

Contact

For questions regarding data protection, contact:
📧 Email: jichi@unimus.ac.id
📌 Editor-in-Chief: [Nama Editor]
🏛️ Journal of Intelligent Computing and Health Informatics (JICHI) 
Universitas Muhammadiyah Semarang