GDPR AND PERSONAL DATA PROTECTION

Details

Wydawnictwo AS MEDIA, publisher of the journal “Assistant and Dental Hygienist”, takes particular care to protect personal data and to ensure that personal data are processed in accordance with applicable legislation, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR).

1. Data Controller

The controller of personal data is:

Wydawnictwo AS MEDIA
ul. Tymiankowa 23
40-750 Katowice
Poland

For matters concerning the processing of personal data, the Controller may be contacted using the contact details provided on the Wydawnictwo AS MEDIA website.

2. Purposes of Personal Data Processing

Personal data may be processed in particular for the following purposes:

handling submissions and correspondence related to the publication of articles;
conducting the editorial and publishing process;
communicating with authors, reviewers and other persons involved in the publication process;
preparing, publishing and archiving articles and bibliographic information;
fulfilling obligations arising from applicable law;
protecting rights and pursuing or defending against claims;
maintaining documentation related to publishing activities.

3. Scope of Processed Data

Depending on the nature of the contact or participation in the publishing process, the following personal data may be processed:

first and last name;
academic degree or title;
institutional affiliation;
e-mail address;
telephone number, if provided and required for communication;
correspondence address, if required in connection with publication-related services;
ORCID iD, if provided;
information concerning participation in the preparation, review or publication of an article;
other data voluntarily provided in connection with the publishing process.

4. Legal Bases for Processing

Depending on the purpose, personal data are processed on the basis of the relevant provisions of the GDPR, in particular:

Article 6(1)(b) GDPR – where processing is necessary for the performance of a contract or for taking steps at the request of the data subject prior to entering into a contract;
Article 6(1)(c) GDPR – where processing is necessary for compliance with a legal obligation to which the Controller is subject;
Article 6(1)(f) GDPR – where processing is necessary for the purposes of the legitimate interests pursued by the Controller, taking into account the rights and freedoms of the data subject;
Article 6(1)(a) GDPR – where processing is actually based on the consent given by the data subject.

5. Data of Authors and Persons Involved in the Publication Process

Personal data of authors, co-authors, editors and reviewers are processed in connection with the editorial process, peer review, publication and archiving of scientific materials.

In the case of published articles, certain author data, in particular the first and last name, institutional affiliation, academic degree or title and ORCID iD, may be published together with the article and its bibliographic metadata.

6. Data Contained in Materials Submitted for Publication

Authors are responsible for ensuring that materials submitted for publication do not contain personal data of third parties without an appropriate legal basis or required consent.

Where data enabling the identification of a patient are to be published, authors are required to comply with applicable personal data protection legislation and with the principles set out in the Publication Regulations and Instructions for Authors.

7. Recipients of Personal Data

Personal data may be disclosed to entities authorised under applicable law and to entities cooperating with the Controller to the extent necessary for the editorial, publishing, technical, IT, archiving or accounting processes.

The scope of disclosed data is limited to the data necessary to achieve the specific purpose.

8. Publication of Personal Data

Data contained in published articles and their metadata may be publicly available in the printed and electronic versions of the journal and in databases and indexing systems in which the journal or its articles are registered.

9. Data Retention Period

Personal data are stored for the period necessary to achieve the purpose for which they were collected and thereafter for the period required by applicable law or necessary to protect the rights of the Controller.

Documentation related to the publishing process may be retained for a period resulting from the nature of publishing activities, legal obligations and the need to preserve the integrity and history of scientific publications.

10. Rights of Data Subjects

A data subject whose personal data are processed has, to the extent provided for by the GDPR, in particular the right to:

access their personal data;
rectify their personal data;
erase their personal data;
restrict processing;
data portability, in cases specified by the GDPR;
object to processing, in cases specified by the GDPR;
withdraw consent where processing is based on consent.

Withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.

11. Right to Lodge a Complaint

A data subject has the right to lodge a complaint with the competent supervisory authority if they believe that the processing of their personal data infringes applicable personal data protection regulations.

12. Data Security

The Controller applies appropriate technical and organisational measures designed to protect personal data against loss, destruction, unauthorised access, alteration or disclosure.

13. Updates to this Information

This information may be updated in the event of changes in legislation, the manner in which personal data are processed or the organisation of the publishing process.

The current version of this information is published on the journal’s website.