Privacy policy for Organic Eprints

We take the protection of your personal data seriously. This Privacy Policy explains how personal data is collected, processed, and protected in connection with the submission, management, and dissemination of publications on the Organic Eprints platform, in accordance with the General Data Protection Regulation (GDPR).

1. Data Controller

The controller responsible for the processing of personal data is:

International Centre for Research in Organic Food Systems (ICROFS)
orgprints@icrofs.org

2. Categories of Personal Data

We may collect and process the following categories of personal data:

Identification data: name, institutional affiliation
Contact data: email address (for registered users, authors, or editors)
Publication data: author names, abstracts, titles, keywords, and related metadata
Technical data: IP addresses, login timestamps, and system usage logs

3. Purpose of Processing

Personal data is processed for the following purposes:

Managing and publishing scientific outputs in an open-access repository
Ensuring proper attribution, citation, and academic transparency
Enabling indexing, search, and discovery of publications
Maintaining and securing the technical operation of the platform
Communicating with users regarding submissions or system use

4. Legal Basis for Processing

Processing of personal data is based on:

Article 6(1)(e) GDPR - performance of a task carried out in the public interest, namely the dissemination of academic research
Article 6(1)(a) GDPR - consent, where applicable (e.g. optional contact details)
Article 6(1)(c) GDPR - compliance with legal obligations

5. Data Disclosure and Transfers

Publication metadata (e.g. author names and affiliations) is publicly accessible as part of the repository.
Personal contact details are only published where necessary or with explicit consent.
Data may be processed by contracted service providers (e.g. hosting providers) under data processing agreements in accordance with GDPR.
Personal data is not transferred outside the European Economic Area (EEA) unless appropriate safeguards are in place.

6. Data Retention

Publication metadata is retained indefinitely as part of the scientific and academic record.
Other personal data is retained only as long as necessary for the purposes described or as required by law.

7. Data Subject Rights

Under the GDPR, you have the following rights:

Right of access (Art. 15 GDPR)
Right to rectification (Art. 16 GDPR)
Right to erasure (Art. 17 GDPR), where applicable
Right to restriction of processing (Art. 18 GDPR)
Right to object to processing (Art. 21 GDPR)
Right to lodge a complaint with a supervisory authority

To exercise your rights, please contact: orgprints@icrofs.org

8. Data Security

We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including protection against unauthorised or unlawful processing, accidental loss, destruction, or damage.

9. Updates to This Policy

This Privacy Policy may be updated from time to time to reflect legal, technical, or organisational changes. The latest version will always be made available on the platform.