1. Data Controller
Populace Publishing Ltd, an independent scholarly publisher registered in England and Wales (Company No. 17483684), dedicated to the publication of learned journals, research and education in public health, with its registered office at First Floor Office, 3 Hornton Place, London, W8 4LZ, United Kingdom, is the controller responsible for processing personal data collected via the website populacejournal.org and the submission platform ("the Platform"), in accordance with the UK GDPR and the Data Protection Act 2018.
2. Data Collected
- Identification and contact details: name, institutional affiliation, email address and ORCID identifier (authors, reviewers, editors and newsletter subscribers).
- Submission-related data: manuscripts, metadata, and review and editorial correspondence.
- Payment data for publication fees, processed by a third-party payment provider and not stored by the Publisher.
- Technical data: IP address and strictly necessary cookies.
3. Purposes and Legal Bases for Processing
- Managing the editorial process and the relationship with authors, reviewers and editors: performance of a contract.
- Editorial communication (acknowledgements, decisions and reminders): legitimate interest.
- Scientific archiving and prevention of research misconduct: legal obligation and legitimate interest.
4. Recipients of Data
Data may be shared with the Journal's editorial team, the technical provider of the OJS platform, the payment processing provider and the website host. No personal data is sold to third parties.
5. International Data Transfers
Given the Journal's international scope, some data may be hosted or processed outside the United Kingdom or the European Economic Area. In such cases, transfers are subject to appropriate safeguards, such as an International Data Transfer Agreement (IDTA) or standard contractual clauses recognised by the Information Commissioner's Office (ICO).
6. Retention Period
- Data relating to published manuscripts is retained indefinitely for scientific archiving and traceability.
- Data relating to rejected manuscripts is deleted within 24 months of the final decision.
- Data from inactive user accounts is deleted within 3 years of the last login.
7. Data Subject Rights
Anyone whose data is processed has the right to access, rectify, erase, restrict and object to the processing of their data, as well as the right to data portability and the right to lodge a complaint with the Information Commissioner's Office (ICO). These rights may be exercised by email at editorial@populacejournal.org.
8. Data Security
Appropriate technical and organisational measures protect data against unauthorised access, loss, alteration or disclosure, including access controls, encryption of sensitive data and regular backups.
9. Cookies
The website uses only strictly necessary cookies required for its operation, such as session cookies for logged-in users. No analytics or advertising cookies are used.
10. Changes to This Policy
This policy may be updated to reflect changes in regulation or in the Journal's practices. The date of the last revision appears below.
11. Contact
For any questions regarding data protection: editorial@populacejournal.org
12. Last Updated
29 October 2026