1. In accordance with art. 13 p. 1 and 2 of the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and of the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (hereinafter as: GDPR), we inform you that the Administrator of the personal data of Users, i.e. Authors, Reviewers and Registered Readers, transferred via the APCz system of the “Ordines Militares Colloquia Torunensia Historica. Yearbook for the Study of the Military Orders” journal, is the Nicolaus Copernicus University in Toruń, based in Toruń, address: J. Gagarina 11, 87-100 Toruń. With regard to data processing by the Nicolaus Copernicus University, please contact the Nicolaus Copernicus Data Protection Inspector: email@example.com. Every User has the right to file a complaint with the Polish Data Protection Commissioner, competent in the field of personal data protection, if the User believes that the provisions of the GDPR are violated.
2. In accordance with art. 6 par. 1 l. a of GDPR, the processing of the personal data of Authors, Reviewers and Registered Readers may take place on the basis of their consent. What is being understood as the expression of such a consent is the unassisted registration in the APCz system by a person (setting up the User’s account), or a request expressed by a given person via e-mail to the address of the Editorial Office, the Editor in Chief, Deputy Editor in Chief or the Assistant to the Editor in Chief to create a User’s account with specific profile (Author’s, Reviewer’s, Reader’s) for the same person.
3. The publishing process in the OMCTH journal takes place with the use of the APCz system. In the case of Authors, setting up a User’s account is necessary to process their submissions, whose intention is to publish an article or other material with the journal. In the case of Reviewers, setting up an account with APCz system is necessary to conduct the review process with their participation.
4. The data sent by Authors, Reviewers and Readers through the APCz system can be accessed by the Editorial Team members of the journal as well as Moderators and Administrators of APCz.
5. Data sent through the APCz system by Author are disseminated only with related scientific articles. Due to the anonymity principle of the review process adopted in the journal, articles and materials are subject to review after the removal of the Author’s personal data from them.
6. I. Data sent by the Author through the APCz system, or by an e-mail to members of the Editorial Team and then deposited in the APCz system by the members of the Editorial Team, are processed in order to perform a contract, to which the Author is a party (art. 6 par. 1 l. b GDPR), by the Editorial Team of the journal, persons cooperating with the journal of the basis of civil law contracts (translators, language proofreaders, editors), involved in the preparation of articles and materials for publication, as well as employees of the NCU Publishing House. The scope of data processing by these persons includes the publishing process, which comprises in particular, but not exclusively:
- contact with the Authors;
- conducting the review process;
- carrying out editing, typesetting and text makeup, printing of texts;
- publishing, i.e. publishing articles and materials in printed version of the journal and in digital form in accordance with the License Agreement;
- distribution of published content in accordance with the License Agreement;
- DOI registration for articles.
II. Personal data of the Authors entered into the APCz system are processed and transferred to third parties by the Editorial Team of the journal in connection with the realization of the legal obligation (art. 6 par. 1 l. c GDPR), which includes in particular, but not exclusively:
- the implementation of the obligation specified in the law on public procurement;
- the obligation to submit an evaluation questionnaire in the assessment carried out by the Ministry of Science and Higher Education;
- as well as other obligations that may arise under the regulations.
III. The Authors’ personal data are processed and may be entrusted and made available to external entities by the Editorial Team of the journal to the extent necessary to realize the legally justified interests of the Administrator (art. 6 par. 1 l. f GDPR), understood as the execution of activities related to the mission and strategy of Ordines Militares Colloquia Torunensia Historica. Yearbook for the Study of the Military Orders, in particular, but not exclusively, including:
- reporting for analytical or statistical purposes, based on the journal’s legitimate interest;
- participation in index and abstract databases, specified in the Abstracting and Indexing Services section, which are handled by external entities. The recipients of the Author’s personal data may only be entities authorized to receive data, including third countries, in justified cases and on the basis of relevant legal regulations;
- disseminating information about published content, e.g. by sending newsletters, informing about a new issue via social networking platforms;
- distribution of the published content with their authorship in accordance with the License Agreement.
IV. The personal data of the Authors are processed and may be entrusted and made available to external entities by the editorial team of the journal in order to protect the Authors’ vital interests (art. 6 par. l. l. d GDPR), in the sense of implementing good publishing practices, in particular, but not exclusively, involving the disclosure of the names of all Authors or other persons involved in the creation of the texts, and their possible sources of financing, if they declare so.
V. The Authors’ personal data are processed and may be entrusted and made available to external entities by the journal’s Editorial Team if the public interest so requires, which includes, in particular, reporting confirmed cases of copyright or intellectual property rights abuse to the relevant authorities and bodies.
7. The personal data sent by the Reviewers are processed by the journal’s Editorial Team for the purpose and scope of the review process. The Reviewers’ data - names, surnames and affiliations - are published in each issue of the journal, while maintaining the anonymity of the review process, i.e. without assigning the Reviewers’ names to the texts they reviewed.
8. Personal data of Authors and Reviewers, i.e. name and surname, scientific affiliation, employment address, official e-mail address, are made publicly available on the website and in paper editions of our journal. These data are not made available or transferred to external entities in a manner differing in form, scope and purpose from those indicated above.
9. Personal data of the Registered Readers are processed only by APCz system’s Administrators, Moderators and Editors of the journal. By creating an account of the Reader in the profile of the journal, the Reader simultaneously agrees to receive notifications concerning the journal via e-mail.
10. The collected data is processed for the period necessary to achieve the objectives set out above, not less than for the period of the journal’s existence.
11. Users are entitled to:
- access to the content of the data (art. 15 GDPR);
- rectify the data (art. 16 of the GDPR);
- requests for erasure of data (art. 17 GDPR);
- requests for restriction of processing (art. 18 GDPR);
- to object to processing (art. 21 GDPR);
- data portability (art. 20 GDPR).
12. The processed personal data are not used for automated individual decision making, including profiling.
13. The provision of personal data by the User is voluntary, however, necessary for effective functioning in the APCz system. In the case of Authors, it is necessary for the realization of the License Agreement with the Publisher. In case of Reviewers, it is necessary to carry out the review process with their participation. In case of Readers, it is necessary to receive notifications. Withdrawal of consent for data processing, erasure of data or restriction of processing will make it impossible to perform the publishing-related activities referred to in points 6, 7, 8, and 9.