Privacy Statement
Privacy Statement
Effective date: [Month Day, 2026] Last updated: [Month Day, 2026]
Artificial Intelligence and Digital Medical Humanities (AIDMH, “the Journal”) respects the privacy and security of the personal information of its readers, authors, editors, reviewers, and other website users. This statement explains how the Journal collects, uses, stores, shares, and protects personal information during user registration, manuscript submission, editorial review, publication, and website operation.
By registering an account, submitting a manuscript, participating in editorial or review activities, or otherwise using the Journal website, users acknowledge that they have read and understood this Privacy Statement.
1. Information We Collect
Depending on how a user interacts with the Journal, we may collect:
name, username, password, and account information;
email address, mailing address, telephone number, and preferred language;
institutional affiliation, department, position, and country or region;
ORCID, personal website, research interests, areas of expertise, and biographical information;
assigned roles, such as author, editor, reviewer, or reader;
submission files, manuscript metadata, author information, competing-interest disclosures, ethics statements, AI-use disclosures, and related supplementary materials;
editorial decisions, review reports, author responses, discussion records, and other information associated with the publication process;
login times, IP addresses, browser and device information, access logs, cookies, and basic website usage data;
other information that users voluntarily provide to the Journal.
The Journal does not ask users to provide sensitive personal information unrelated to scholarly publishing. When a submission necessarily involves patients, research participants, or other third parties, authors must appropriately anonymize the information and obtain all required ethical approval, authorization, or informed consent.
2. How We Use Personal Information
The Journal may use personal information to:
create, verify, and maintain user accounts;
receive, manage, review, edit, produce, and publish submissions;
communicate with authors, editors, reviewers, and other participants;
identify and invite editors or reviewers based on their expertise;
maintain manuscript versions, editorial decisions, and publication records;
address corrections, retractions, complaints, appeals, and research-integrity concerns;
create citation information, author records, and publication metadata;
deposit necessary publication metadata with DOI registration agencies, indexing services, library catalogues, search engines, and digital preservation services;
send essential communications relating to accounts, submissions, reviews, publication, and journal operations;
send announcements, calls for papers, or other optional communications where the user has separately consented;
protect the website against fraud, spam, misuse, security threats, and unauthorized access;
analyze website performance and improve editorial workflows and user experience;
comply with applicable legal, ethical, and publication-integrity obligations.
The Journal does not sell or rent personal information and does not use it for commercial marketing unrelated to its publishing activities.
3. Legal Bases for Processing
Depending on the applicable law, the Journal may process personal information on one or more of the following grounds:
the user has provided consent;
processing is necessary to provide submission, review, or publication services requested by the user;
processing is necessary for the legitimate interests of scholarly communication, publication integrity, website security, and journal administration;
processing is necessary to comply with legal, regulatory, ethical, or contractual obligations.
Users may withdraw from optional mailing lists at any time. Unsubscribing from optional communications will not prevent the Journal from sending account-security notices, manuscript-processing messages, or other communications necessary to complete the publication process.
4. Information Made Public
Registration information is not made public in its entirety. Following publication, however, the following information may become part of the permanent public scholarly record:
authors’ names;
institutional affiliations;
ORCID identifiers;
corresponding authors’ email addresses where these are expressly included on an article page or in the publication;
author-contribution, funding, and competing-interest statements;
article titles, abstracts, keywords, references, and other publication metadata;
information associated with open review, public commentary, or responses, where permitted by Journal policy and where the participants have been informed.
The Journal will not disclose reviewer identities without authorization. If an article is subject to open review, reviewer identities or reports will be published only where the participants have been informed and have agreed to the applicable process.
5. Sharing Information and Third-Party Services
To operate the Journal and complete the publication process, necessary information may be shared with:
editors, reviewers, and publishing personnel involved in handling a submission;
website-hosting, email, backup, security, and technical-support providers;
DOI registration agencies, ORCID, indexing services, library catalogues, search engines, and digital preservation services;
public authorities where disclosure is required by law, regulation, or legal process;
institutions or other relevant parties where contact is necessary to investigate suspected plagiarism, fabrication, infringement, ethical violations, or other publication misconduct.
Only information reasonably necessary for the relevant purpose will be shared. The Journal expects its personnel and service providers to apply appropriate confidentiality and security safeguards.
6. Cookies and Access Logs
The Journal website may use cookies and similar technologies to maintain login sessions, remember language and interface preferences, protect website security, and understand basic website performance.
Some cookies are necessary for account access and the proper operation of the website. Where required by applicable law, the Journal will request consent before using non-essential analytics or third-party cookies. Users may restrict or delete cookies through their browser settings, although doing so may affect certain website functions.
Server logs may record IP addresses, access times, requested pages, browser types, and device information. This information is primarily used for security monitoring, troubleshooting, usage statistics, and abuse prevention.
7. Data Retention
The Journal retains personal information only for as long as necessary to fulfil the purposes described in this statement or to meet legal, ethical, and scholarly-record obligations.
General account information may be retained until the account is deleted or the information is no longer needed.
Records associated with incomplete or withdrawn submissions may be retained for an appropriate period for editorial administration, dispute resolution, and research-integrity purposes.
Author information, publication metadata, editorial decisions, and essential records associated with published articles may be retained for the long term or permanently as part of the scholarly record.
Records concerning complaints, corrections, retractions, disputes, or misconduct investigations may be retained after the relevant matter has concluded.
Information stored in system backups may remain until the applicable backup-rotation period has ended.
Deleting an account does not necessarily result in the immediate deletion of all submission and publication records. Information may be retained where it forms part of the published scholarly record or is necessary to preserve publication integrity or meet legal obligations.
8. Information Security
The Journal applies reasonable technical and organizational safeguards to protect personal information, including access controls, account authentication, software updates, backups, and security monitoring.
However, no internet transmission or electronic storage method can be guaranteed to be completely secure. Users are responsible for protecting their passwords, avoiding the sharing of login credentials, and promptly notifying the Journal of suspected unauthorized account activity.
9. International Data Transfers
Authors, reviewers, service providers, and servers may be located in different countries or regions. Personal information may therefore be transferred to or processed in a jurisdiction outside the user’s place of residence.
Where international transfers occur, the Journal will take reasonable steps, as required by applicable law, to ensure that recipients provide appropriate protection. Users should understand that such transfers may be necessary when participating in an international editorial and publication process.
10. Users’ Rights
Subject to the laws applicable in the user’s jurisdiction, users may have the right to:
ask whether the Journal holds their personal information;
request access to or a copy of their personal information;
request correction of inaccurate or incomplete information;
request deletion of information that is no longer necessary;
request restriction of or object to certain processing activities;
withdraw previously given consent;
request data in a structured, commonly used, and machine-readable format;
lodge a complaint with an appropriate data-protection authority.
These rights may be limited by the need to preserve the integrity of the scholarly record, publication ethics, freedom of expression and information, contractual obligations, and legal retention requirements. The Journal may require reasonable identity verification before responding to a request.
11. Information Concerning Minors
The Journal website is primarily intended for researchers, professionals, and adult readers. The Journal does not knowingly collect personal information from minors for commercial purposes.
Where a submission concerns a minor patient or research participant, the author must comply with all applicable research-ethics, privacy, and parental or guardian consent requirements.
12. Third-Party Links
The Journal website may contain links to third-party websites, databases, and services. Those services maintain their own privacy policies, and the Journal is not responsible for their data-handling practices. Users should review the applicable privacy policy before using a third-party service.
13. Changes to This Privacy Statement
The Journal may update this Privacy Statement in response to changes in law, technology, publication workflows, or services. The updated version will be posted on the Journal website with a revised effective or last-updated date. Where changes materially affect how personal information is processed, the Journal will provide notice to registered users where reasonably practicable.
14. Contact Information
Questions about this Privacy Statement, the Journal’s handling of personal information, or requests concerning personal-data rights may be directed to:
Editorial Office Artificial Intelligence and Digital Medical Humanities (AIDMH) Privacy contact: [[email protected]] Website: https://aidmh.org
