1. Purpose

This policy governs the collection, use, storage, protection, sharing and retention of personal data processed by Ho Chi Minh City Open University Journal of Science (HCMCOUJS) in editorial, peer review, publishing, indexing, archiving and communication activities.

2. Types of Personal Data

HCMCOUJS may process:

• author names;
• affiliations;
• email addresses;
• ORCID IDs;
• reviewer profiles;
• editorial roles;
• institutional information;
• correspondence records;
• conflict of interest declarations;
• reviewer reports;
• submission metadata;
• ethics investigation records;
• user account information in OJS.

3. Purposes of Processing

Personal data are processed for:

• manuscript submission;
• peer review management;
• editorial decision-making;
• publication and indexing;
• DOI registration;
• metadata dissemination;
• communication with authors and reviewers;
• ethics investigation;
• complaints and appeals;
• archiving and preservation;
• journal quality audit.

4. Confidentiality

HCMCOUJS shall protect confidential information, including:

• unpublished manuscripts;
• reviewer identities in double-blind review;
• reviewer reports;
• editorial correspondence;
• ethics investigation files;
• personal data of authors, reviewers and editors.

The ethics draft already emphasizes that manuscripts, data, reviewer identities, reviewer comments and editorial exchanges are confidential and must not be used for private benefit.

5. Data Access and Sharing

Access to personal data shall be limited to authorized persons with a legitimate role.

Data may be shared with:

• editors;
• reviewers;
• editorial office staff;
• indexing databases;
• DOI registration agencies;
• publishing service providers;
• research institutions or competent authorities where required for ethics investigation.

6. AI and Third-party Tools

Personal data, unpublished manuscripts and confidential editorial materials must not be uploaded to unauthorized AI tools or third-party platforms.

7. Retention

HCMCOUJS retains personal data and editorial records for as long as necessary to:

• preserve the scholarly record;
• manage peer review history;
• support audit and indexing;
• resolve complaints;
• investigate misconduct;
• comply with legal obligations.

8. Data Subject Requests

Where applicable, individuals may request access, correction or clarification regarding their personal data, subject to journal confidentiality, integrity obligations, legal requirements and preservation of the scholarly record.

9. Related Policies

This policy shall be interpreted together with:

• Publication Ethics & Research Integrity Policy;
• Peer Review Policy;
• Reviewer Guidelines & Ethical Responsibilities;
• AI Governance Policy;
• Complaints & Appeals Policy;
• Submission Policy;
• Archiving & Digital Preservation Policy;
• Research Data Policy.

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Policy Information

Item	Content
Policy Owner	HCMCOUJS Editorial Council
Approved by	Editor-in-Chief and HCMCOUJS Editorial Council
Version	3.0
Effective Date	May 2026
Review Cycle	Annual