Personal Data Notice

Notification regarding Personally Identifying Information for OMP RUB according to the European General Data Protection Regulation (GDPR)

These details pertain to data related processes specific to OMP presses hosted by the University Library of the Ruhr-Universität Bochum.
For further information on settings and processes provided by the hosting institution, also refer to the general data protection statement of the University Library or contact dsb@rub.de.


1. Name and contact details of responsible person(s)/institution(s)

Responsibility in terms of the GDPR and other national data protection laws of member states jointly rests with the following institutions as stated below.

Technological responsibility for the internet pages of OMP RUB
Universitätsbibliothek der Ruhr-Universität Bochum
Dr. Oliver Dohndorf
Building: UB 6/15
Universitätsstraße 150
44801 Bochum
Germany
Mail: publish-oa@rub.de

Please refer to each press’ corresponding imprint to gain information about content responsibility:

OMP RUB
BuddhistRoad Papers
Deutsches Bergbau-Museum Bochum
Empathia³
HOE-Working Papers
Metaphor Papers
Sprachlich-Literarisches Lernen und Deutschdidaktik
ZEFIR-Forschungsberichte / ZEFIR-Materialien
ZMS Workingpaper Series


2. Access to contents of the press websites & related personal data

2.1 Access without registration / log-in
All content on the press websites can be accessed without registration or login. No personal data pertaining to individuals or institutions visiting the website is generated or stored in this case.

Be aware, however, that OMP deposits cookies. You can prevent this by configuring your browser accordingly. Blocking cookies may mean that you may not be able to make use of all functionalities of the website. E.g., a session cookie is required, if you want to log in. For more information on this, please refer to the general data protection statement by the library (see link above).

A Guidebook regarding the GDPR and PKP applications, written by the PKP Project, is available here.


3. Editorial workflow

Presses that use the editorial workflow of OMP:

Sprachlich-Literarisches Lernen und Deutschdidaktik

3.1 Contributor account metadata
Any press using the editorial workflow will need to register contributor accounts as part of the publication process. These accounts will be created by the Managing Editor either for all contributors or for most contributors, with authors creating their own accounts on the respective press’ website. Contributor roles can be author, reviewer, and editor.

3.1.1 Required data
Mandatory contributor information for self-registered accounts includes first name, affiliation, country, e-mail address, username, and a password (encrypted).
Mandatory contributor information for accounts registered by the Managing Editor includes first name, last name, e-mail-address, username, and a password (encrypted).

3.1.2 Recipient(s) of data
The data required for the respective account can be accessed and edited (with the exception of the username and dates) by the respective contributor, system administrators, and Managing Editors.

3.2 Workflow data1
OMP tracks workflow information, mostly as submission-specific editorial history. The following information may be tracked:

  • All actions taken on a submission, and by whom;
  • All notifications sent regarding a submission (including who sent and received the notification);
  • All reviewer recommendations;
  • All editorial decisions;
  • All files uploaded as part of the submission process, including files that may have personally identifying information in the form of file metadata or in the files themselves.

3.2.1 Recipient(s) of data
The data required for the editorial workflow is communicated between the contributors. Participants of the editorial workflow on OMP have access to different amounts of workflow data depending on their role. Managing Editors can access all submission data, series editors 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 editors have explicitly made available to them.

3.3 Purpose of processing data & legal basis
The purpose of processing the data mentioned above is the creation of a contributor account that enables the account holder to participate in the editorial workflow of the respective press, as well as the general publication of manuscripts in the presses of OMP RUB. The legal basis for this processing is the agreement to become a contributor by creating an account, agreeing to have an account created for oneself, and/or taking part in the editorial workflow of any press of OMP RUB. It is therefore grounded in consent (GDPR chapter II, art. 6, 1, a).
Data that was entered during the process of registering an account or given to the Managing Editor for the purpose of creating an account will not be passed on to other parties and will be used only for the purpose for which it was provided.

Please note that contributor account metadata is different from manuscript metadata, some of which will be displayed publicly. Refer to section 5 for information on manuscript metadata.

3.4 Data storage
The data mentioned above is stored on servers of Ruhr-Universität Bochum, Germany, where the press websites are hosted by the University Library.


4. OMP-internal statistics

For the purpose of statistics, OMP includes a statistical tool that allows authorized personnel in the University to generate an overview of manuscript download numbers over different time spans. Information on the number of downloads is not combined with information on downloading parties. The data in question is used purely numerically for internal statistical purposes and not analysed or processed in any way that touches upon the identity of persons or parties using the website.

Furthermore, we collect anonymous usage data, including IP addresses. In the process all data is anonymised. No personal information is logged. IP addresses are anonymised by being hashed. Therefore IP addresses cannot be reconstructed. The following information is collected next to the anonymised IP addresses:

  • Access type (i.e. administrative)
  • Request time
  • Requested URL
  • HTTP status code
  • Browser

The collected data is only used for evaluation purposes. No IP addresses are mapped to user IDs. We do not collect geographical data.


5. Metadata to manuscripts and indexes

In the process of uploading manuscripts for publication on the website of a press, the Managing Editor will enter the e-mail address and current country of the author of the respective manuscript into an upload form. This information is available to almost any participant of the manuscript’s editorial workflow on OMP, excluding cases of blind peer review, but is not publicly visible, will not be disclosed and entering the address and country has purely technical reasons (compulsory field). If provided, the Managing Editor will also add information regarding the author’s affiliation to an institution or a place of work, which may also include the country, as well as their ORCID-ID to the upload form. The ORCID-ID and information regarding affiliation will be shown on the publication’s landing page. If an author does not wish to have their affiliation or ORCID-ID included in the metadata of their online manuscript, they can inform the respective Managing Editor prior to publication.

If authors do not wish to include additional information, for example a biographical statement, that is not required by the system they can inform the Managing Editor of the respective press.


6. New issue alert

OMP automatically sends out a notification e-mail whenever a new manuscript has been published online. This message is sent to the address that is part of your user account. If you do not wish to receive this message, please use the link at the bottom of the message or contact the respective Managing Editor.


7. Contacting us by e-mail

If you write to any editorial e-mail address or contact the respective Managing Editor directly,your e-mail messages (e-mail address and further information you provide, including attachments) will be processed to respond to your query and will be stored on a server of Ruhr-Universität Bochum and archived there, as far as they pertain to the documentation of the peer review and editorial process that is required for the scholarly purposes and quality of the press. This is granted by GDPR Recital 65.
Messages that are not required for these purposes of documentation will be stored for 5 years as Ruhr-Universität  Bochum retains documents of this kind for 5 years (required to fulfill its task, duration of storage according to regulation of Ruhr-Universität, legal grounds Art. 6, paragraph 1, letter e).


8. Information regarding rights

Be herewith informed that – as stipulated by the European General Data Protection Regulation (GDPR) – you are entitled to

  • receiving confirmation, whether data pertaining to your person is stored and processed by us
  • receiving information regarding the data stored and processed pertaining to your person from a responsible person or party (e.g. purpose of storage and processing, which data is stored and processed, origin of said data, recipient of said data, duration of storage),
  • access to said data
  • rectification of said data, 
  • erasure of said data, 
  • restriction of processing of said data, 
  • data portability
  • object to storage and processing of said data
  • not to be subject to automated decision-making including profiling

You also have the right to appeal to a supervising body in case of complaint (Landesbeauftragte für den Datenschutz NRW, http://ldi.nrw.de).

Consent to store and process the mentioned data for the purposes described above can be revoked by individuals or institutional representatives authorised to do so at any time and without statement of cause. This does not affect the legality of storing and processing said data prior to revocation of consent. If you wish to revoke your consent, please inform the Managing Editor of the press in question in writing.

 

1The information in this part was taken (at times verbatim) from:
MacGregor, James: GDPR Guidebook for PKP Users, 2018 https://docs.pkp.sfu.ca/gdpr/en/, licensed under CC BY 4.0.