1. Contact details of the controller
a. The responsible party in the context of GDPR and other national data protection laws of members states, as well as other data protection regulations, is:
The University of Potsdam
represented by President Prof. Oliver Günther, Ph.D.
Am Neuen Palais 10
Phone +49 331 977-1220
Fax +49 331 977-1089
b. Department responsible
Department of Romance linguistics (French and Italian)
Prof. Dr. Annette Gerstenberg
Am Neuen Palais 10
Haus 19, Raum 4.16
Tel. +49 331 977 4255
Email: annette.gerstenberg at uni-potsdam.de
2. Contact details of the data protection officer
Dr. Marek Kneis
Am Neuen Palais 10
Phone +49 331 977-124409
Fax: +49 331 977-1297
3. Legal bases, purposes and duration of data processing
a. Visiting the website without registration
Every time you visit our website for information purposes, i.e. if you do not register or otherwise share information with us, we only collect the following information (log files):
- IP address from which our website is accessed
- information about the type of browser and the version used
- date and time of access
- technical data on the transmission (protocols, status code, data volumes)
- internet service provider of the user
- operating system of the user
- websites from which the user’s system accesses the „Journal of Language and Aging Research” website
- websites that are accessed by the user’s system via our website
We collect the data for technical purposes in order to display our website and ensure stability and security. The legal basis for the data processing is Article 6 para 1 (e) General Data Protection Regulation (GDPR) in conjunction with Section 3 (7) of the Brandenburg Higher Education Act (BbgHG) and Section 5 (1) of the Brandenburg State Data Protection Law (BbgDSG). The regulations allow universities in the state of Brandenburg to process personal data for the purpose of informing the public about their projects and the fulfillment of their tasks and thus also to operate websites for this purpose. The log files are stored for 28 days, afterwards the data is anonymized and stored for one year for evaluation of error logs such as erroneous page views, and internal statistics applications.
b. Registration and Publication
Registration on our website is based on a declaration of consent. The legal basis is Article 6 para. 1 (a) GDPR. The user’s consent can be freely revoked at any time for the future. Users assign themselves a user name and password during registration. These data are used to log in to the password-protected user area. This is to ensure that the individual user can be identified and that no one else can access the user’s account. Personal data will be stored until withdrawal of consent. However, regular reviews of the need for continued storage of your data are scheduled.
If you are a registered user submitting an article for publication, processing of your personal data with respect to the publication is based on Art. 6 (1) b GDPR, as this is necessary for the conclusion and performance of the underlying author contract.
The registration of authors is essential for the publication contract with the journal, as it provides the editors with the required contact data and allows authors to upload their articles.
The data provided during registration are used exclusively as follows: contacting; permission of rights for access to the password-protected user area of the journal, journal-internal documentation, conclusion and performance of the publication contract in relation to authors, allocation of the author to her/his article.
The following kinds of personal data and information will be processed:
- contact and office address: affiliation/city + country
- communication data: e-mail address (business)
- identification data: name prefix, first name, last name, name suffix
- authentification data: user ID, password, ORCID iD (voluntary)
Verification during registration:
IP address, successful/unsuccessful logins and logouts with date, information regarding the processing/configuration of the tools on the part of the customer (anonymized), password, user name
upload: editing persons, editing status, name of the article, date of publication
article and metadata (information in the article files (PDF): name, institute affiliation and e-mail address of authors, title, date of submission, acceptance and publication of article, ORCID iD.
Authors can upload their articles via their user account in OJS and track the processing status of the article in the system.
The following kinds of personal data and information will be processed: The articles, name prefix, first name, last name, name suffix, city, country, affiliation, the e-mail address, the date of submission, acceptance and publication, ORCID ID will be published online.
The legal basis for the data processing in the context of publication (digital and online) is Article 6 para 1 (b) GDPR, the processing of personal data is necessary for the performance of pre-contractual measures and for the performance of the contract with the author. The purpose of the contract is the proper execution of the publication.
The ORCID ID (Open Researcher and Contribution ID) is a globally unique identifier that allows unique assignment to the publication. ORCID is an international, interdisciplinary, and publisher-independent non-profit organization based in Delaware, USA. During the registration process, authors have the opportunity to link their name to their ORCID ID if available. For this, authors can use a link during the registration process or will be asked via E-Mail. The link will only be established after the authors have logged in with their ORCID credentials in a pop-up window. It therefore requires the author’s own active and voluntary action. Further information about the functionality and benefits of the ORCID ID: https://journals.sub.uni-hamburg.de/hup2/jlar/orcid.
The author’s name is linked to his / her ORCID ID for the purpose of being able to use the advantages of ORCID, such as visibility and findability. The linking takes place exclusively with the author’s consent and on the legal basis of of article 6 para 1 (a) GDPR. The link remains in place until consent is revoked.
The personal data for the registration will be deleted when the user requests the deletion of his /her user account. This is done by sending an email from the user’s registered email address with the user name of the account to be deleted to: [functional email JLAR].
When the account is deleted, the published article files, metadata and links to ORCID iD are not deleted automatically. The processing and storage of the metadata and the data in the articles is carried out as long as it is necessary for the fulfillment of the contract. The Link to ORCID ID will be deleted, when the consent is revoked.
c. Notification of publication and announcements
You can consent to receive emails for the purpose of being sent information about publications and announcements from the Universität Potsdam with regard to the journal. The data processed for this purpose (email address, name, first name) are used exclusively as follows: Email delivery to the specified email address. The legal basis is Article 6 para. 1 (a) GDPR. The user’s consent can be freely revoked at any time for the future. Personal data will be stored until withdrawal of consent. However, regular reviews of the need for continued storage of your data are scheduled.
4. Recipients/categories of recipients
The personal data will be transmitted to the following recipients: managing editors of “Journal of Language and Aging Research”, SUB, Regionales Rechenzentrum Universität Hamburg (RRZ).
The journal is hosted by the SUB. Thus, the SUB has access to the user’s registration and article submission data. The SUB processes this data exclusively for the purposes and on behalf of the Universität Potsdam and only to the extent necessary to fulfill the technical service of hosting the journal. The Universität Potsdam and the SUB has concluded a data processing agreement according to Art. 28 GDPR. The SUB provides further information on data protection of websites operated by the SUB in its data policy: https://www.sub.uni-hamburg.de/datenschutzerklaerung.html
Metadata is transmitted to the registration agency Crossref (Crossref, PO BOX 719, Lynnfield, MA 01940, United States of America) for a unique assignment of permanent publication identifiers (DOI). Crossref is registered in the USA. Due to the absence of an adequacy decision and appropriate safeguards, a transfer of personal data to the USA may have disproportionates interferences by U.S. authorities and a lack of legal protection for affected EU citizens as a consequence.
The articles, name prefix, first name, last name, name suffix, city, country, affiliation, the e-mail address and the ORCID-ID will be published online. This information is accessible worldwide and a general suppression of it cannot be guaranteed, since other websites and third parties can copy the websites of “Journal of Language and Aging Research”, article and personal data and provide older screenshots.
5. Metrics and statistics
We display article metrics on our website to visualize the individual articles’ usage and impact. For article usage statistics we collect anonymized access data. To visualize the impact of articles we link to external websites or display externally counted numbers of citations incl.
a. Journal metrics (OJS)
The website uses a statistics tool provided by the Open Source Software Open Journal Systems (OJS, https://pkp.sfu.ca/ojs/). This tool counts article views and downloads to visualize their usage. The results are displayed on each article page. Personal data is not processed.
b. Matomo (web analysis)
We use Matomo, a tracking service provided by the RRZ, to collect key figures about the use of the journal‘s websites.
We have configured the Matomo software for use on the pages operated by the SUB in such a way that the data collected does not enable direct or indirect identification of a natural person:
- The IP address is anonymized. This is done by the RRZ.
- The functions “visit log and visitor profile” have been deactivated by us in the settings.
- On pages whose names allow identification, the tracking code was not deployed or deactivated.
- Only anonymous data within the meaning of recital 26 of GDPR is collected.
c. Google Scholar
The website provides a direct link to the Google Scholar search results of the respective articles’ DOI (digital object identifier). Personal data is not processed.
d. Crossref Cited-by
The website displays citations and citing articles including a direct link to these articles using the Crossref service Cited-by. Only the articles’ DOI and no other data is sent to Crossref to receive the Cited-by data. Personal data is not processed.
e. Semantic Scholar
The website displays citations and citing articles including a direct link to these articles using data from Semantic Scholar. Only the articles’ DOI and no other data is sent to Semantic Scholar to receive the required data. Personal data is not processed.
6. Links to other platforms
a. General Information
b. Links to Twitter and Vimeo
On the journal website, users will find links to the social media channel Twitter that is operated by the journal. These are web links. The connection to the target page of the social media network is only established by an active action when clicking on the respective link, i.e. only then will user information be transmitted to Twitter.
On the journal website, users will also find links to the video platform “Vimeo”, which is operated by the U.S. company Vimeo Inc. located at 555 West 18th Street, New York, New York 10011. The connection to the target page of Vimeo is only established by an active action when clicking on the respective link, i.e. only then will user information be transmitted to Vimeo. We specifically point out that the responsibility for data privacy protection of the linked target websites lies with the respective providers and is beyond our control. Further information on data processing and privacy notices by Vimeo can be found at https://vimeo.com/privacy.
We would like to point out that Vimeo and Twitter based outside of Europe, namely in the USA and the legal data protection standard in the USA is not equivalent to the GDPR data protection standards.
c. Links to Google Scholar, Crossref and Semantic Scholar
The above-mentioned logos can be found in various places on the website. These are all simple web links. The connection to the target website is only established by an active action of the user when clicking on the respective link (logo). We specifically point out that the responsibility for the data privacy protection of the linked target websites lies with the respective providers and is beyond our control.
As all three services are run by US-companies, we have to inform you that the legal data protection standard in the USA is not equivalent to the GDPR data protection standards. All three US-companies have commited themselves to respect privacy-standards. Still, we need to inform you, that this commitment cannot override certain practices and legal acts of the US authorities regarding personal data from EU-citizens that are processed in the USA.
(1) The "Google Scholar"™ logo can be found:
aa. on the home page
The logo on the home page is a simple link to the Google Scholar website (https://scholar.google.de/).
bb. next to the individual articles
The "Google Scholar"™ logo next to a specific article is a deep link that contains the DOI of this article and redirects directly to the search result of this DOI in Google Scholar.
Google Scholar is a search engine for scientific articles operated by the American company Google LLC, 1600 Amphitheatre Parkway, Mountain View, California 94043.
If the user has a Google account and is logged in, Google will establish a connection to this account.
(2) The “Crossref” logo
The “Crossref” logo is a web link, leading you to the following adress: https://www.crossref.org/.
Crossref is a service provided by Publishers International Linking Association, Inc. (PILA) in New York, USA.
(3) The “Semantic Scholar” logo
The “Semantic Scholar” logo is a web link, leading you to the following adress: https://pages.semanticscholar.org/about-us
Semantic Scholar is a service provided by Allen Institute for Artificial Intelligence, Seattle, Washington, USA.
7. Your rights
You have the following rights:
- the right of access to personal data concerning you that is processed by us (Article 15 GDPR)
- the right to rectification of any incorrect or incomplete personal information (Article 16 GDPR)
- the “right to be forgotten”: erasure of stored personal data insofar as the relevant data are not necessary for the exercise of the right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or the purposes of establishing, exercising, or defending a legal claim (Article 17 GDPR)
- the right to restriction of processing personal data (Article 18 GDPR)
- the right to data portability (Article 20 GDPR)
- the right to object to the processing of your data conducted in our legitimate interest, public interest, or for profiling purposes unless we can demonstrate compelling grounds for processing said data that outweighs your interests, rights, and freedoms or where the processing of said data is required for the establishment, exercise, or defense of a legal claim (Article 21, GDPR);
- the right to withdraw your consent to the collection, processing, and use of your personal data at any time with future effect (Article 7 paragraph 3 GDPR)—this means that the data processing related to that consent will no longer be carried out. This does not affect any previous processing of personal data.
- the right to lodge a complaint with a supervisory authority (e.g. Hamburg Commissioner for Data Protection and Freedom of Information) where you believe the processing of personal data related to you is in breach of the GDPR (Article 77 GDPR).
You may exercise your rights by contacting firstname.lastname@example.org.