1.1 This privacy notice (Privacy Notice) sets out the ways in which we, AGC Partners Ltd., trading as Veruscript (we, us, our), collect and use your personal data (your personal information) in connection with our publishing business. It also explains what rights you have to access or change your personal data.
2.1 We are a company registered in England and Wales under company number 8113167, with our registered address: Winnington House, 2 Woodberry Grove, North Finchley, London N12 0DR, UK.
2.2 You can contact us as follows:
Address: Unit 41, Pall Mall Deposit, 124-128 Barlby Road, London W10 6BL, UK.
3.1 Information that you provide to us
3.1.1 We will collect any information that you provide to us when you:
3.1.2 The information you provide to us might include your name, address, email address, phone number, and if you’re creating an account you may also provide a password. If you are submitting a manuscript or job application you may provide additional information about your academic and work history, references and any other such similar information as may be supplied. If you are submitting a manuscript to a journal that levies an article processing charge to cover the cost of publication, or if you are purchasing print copies of journals or books, you may also provide your payment details. If you provide a review for a journal that rewards peer reviewers for their contribution, we may additionally collect your payment information in order to pay you your cash reward.
3.1.3 From time to time we might ask if you would be willing to participate in our surveys; if you agree, we will also collect any information that you provide as part of that survey.
3.2 Information we collect about you
3.2.1 We will collect any information contained in any correspondence between us. For example, if you contact us using a query button on our website or by email or telephone, we will keep a record of that correspondence. We use Transport Layer Security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
3.2.2 We may use a third party provider, to manage our social media interactions. If you send us a private or direct message via social media the message will be stored for up to a year. It will not be shared with any other organisations.
3.2.3 We will collect information that you upload or post to your website account and/or any correspondence or interactions that you may have with other website account holders.
3.2.4 We will also collect certain information about how you use our website and the device that you use to access our website. This might include your IP address, geographical location, device information (such as your hardware model, mobile network information, unique device identifiers), browser type, referral source, length of visit to the website, number of page views, the search queries you make on the website and similar information. This information may be collected by a third-party website analytics service provider on our behalf and/or may be collected using cookies. For more information on cookies please read paragraph 6 below.
3.3 Information we receive from third parties
3.3.1 In certain circumstances, we will receive information about you from third parties. For example,
3.3.2 We might also receive information about you from third parties if you have indicated to such third party that you would like to hear from us.
4.1 We will use your information for the purposes listed below either on the basis of:
4.1.1 Performance of your contract with us and the provision of our services to you;
4.1.2 Your consent (where we request it); or
4.1.3 Our legitimate interests (see paragraph 4.3 below).
4.2 We may use your information for the following purposes:
4.2.1 To provide you with access to our website in a manner convenient and optimal and with personalised content relevant to you including sharing your information with our website hosts and developers (on the basis of our legitimate interest to ensure our website is presented in an effective and optimal manner);
4.2.2 To enable receipt, review, editing, production and publication of your manuscript including sharing your information with our editorial and production service providers, peer-reviewers, third-party manuscript readers (on the basis of performing our contract with you);
4.2.3 To administer your publishing contract, including payment of rewards to peer reviewers, where the journal offers this service, and sharing your information with our payment service provider (on the basis of performing our contract with you);
4.2.4 To process any job applications you submit to us including sharing this with our third party recruitment agency;
4.2.5 To keep in contact with you about our news, events, new website features or services or new products that we believe may interest you, provided that we have the requisite permission to do so, and sharing your information with our marketing services provider (either on the basis of your consent where we have requested it, or our legitimate interests to provide you with marketing communications where we may lawfully do so);
4.2.6 To share your information with selected third parties such as publishing partners and authors, to enable them to contact you with information about things that may interest you (where we have your consent to do so);
4.2.7 To provide customer service and support (on the basis of our contract with you), deal with enquiries or complaints about the website and share your information with our payment services provider as necessary to provide customer support (on the basis of our legitimate interest in providing the correct products and services to our website users);
4.2.8 To carry out aggregated and anonymised research about general engagement with our website (on the basis of our legitimate interest in providing the right kinds of products and services to our website users);
4.2.9 To protect, investigate, and deter against fraudulent, unauthorised, or illegal activity, including without limitation plagiarism and identity fraud (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so); and
4.2.10 To enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees and share your information with our technical and legal advisors (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so).
4.3 Where we refer to using your information on the basis of our “legitimate interests”, we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:
4.3.1 Personalising, enhancing, modifying or otherwise improving the services and/or communications that we provide to you;
4.3.2 Detecting and preventing fraud and operating a safe and lawful business;
4.3.3 Improving security and optimisation of our network, sites and services;
4.3.4 Contacting potential customers, authors and reviewers who would be genuinely interested in our service.
4.4 Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing please refer to details of “Your Rights” in paragraph 9 below.
5.1 In connection with the purposes and on the lawful grounds described above and in addition to the recipients of your information as described above, we may share your personal information with third parties that we work with such as:
5.1.1 Third parties we work with to deliver our business include web hosting services for operating the website and our databases, web analytics services for site analytics, email services, typesetters, submission and peer review management services for selected journals, sales and marketing databases, and abstracting and indexing services.
5.1.2 Any selected third party that you consent to our sharing your information with for marketing purposes;
5.1.3 Any prospective seller or buyer of such business or assets, only in the event that we decide to sell or buy any business or assets; and
5.1.4 Any other third parties (including legal or other advisors, regulatory authorities, courts and government agencies) where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.
5.2 We require third parties to maintain appropriate security to protect your information from unauthorised access or processing.
Our Site is not directed to children under the age of 16 and we do not knowingly collect personal information from children under the age of 16 on our Site. If we become aware that we have inadvertently received personal information from a visitor under the age of sixteen on our Site, we will delete the information from our records.
7.2 If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit http://www.aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies, you may not be able to access all of the functions of the website.
7.3 The names of the cookies used on our website and the purposes for which these cookies are used are set out in the table below:
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7.5 Our blog (news.veruscript.com) is hosted on Medium.com, which is run by Medium Corporation. Medium shares anonymous information about users' activity on the site with us, for example the number of users that have read a post. We use this to monitor and report on the effectiveness of the blog articles we publish. Medium requires visitors who want to post a comment to register with their service. For more information about how Medium processes data, please see Medium's privacy notice.
8.1 We operate a policy of “privacy by design” by looking for opportunities to minimise the amount of personal information we hold about you. We use appropriate technological and operational security measures to protect your information against any unauthorised access or unlawful use, such as:
8.1.1 Ensuring the physical security of our offices, warehouses or other sites;
8.1.2 Ensuring the physical and digital security of our equipment and devices by using appropriate password protection and encryption;
8.1.3 Maintaining a data protection policy for, and delivering data protection training to, our employees;
8.2 Limiting access to your personal information to those in our company who need to use it in the course of their work.
8.3 We will retain your information for as long as is necessary to provide you with the services that you have requested from us or for as long as we reasonably require to retain the information for our lawful business purposes, such as for the purposes of exercising our legal rights or where we are permitted to do so for purposes of academic, and research purposes. We operate a data retention policy and look to find ways to reduce the amount of information we hold about you and the length of time that we need to keep it. For example,
8.3.1 We archive our email and paper correspondence regularly and destroy information older than seven years;
8.3.2 We retain information relating orders, refunds and customer queries for approximately seven years;
8.3.3 We destroy unpublished manuscripts and related correspondence after seven years, however we may permanently keep a log recording brief details of these in the event of a legal claim;
8.3.4 We maintain a suppression list of email addresses of individuals who no longer wish to be contacted by us. So that we can comply with their wishes we must store this information permanently;
9.1 Our company is located in the UK.
9.2 Your information will be processed outside of the European Economic Area (EEA) in the circumstances listed below and we will take all steps necessary to ensure that any of your information is adequately protected and processed in accordance with this Privacy Notice, including but not limited to by using all appropriate cross-border transfer solutions] such as the European Commission's Standard Contractual Clauses or the EU-US Privacy Shield Framework:
9.2.1 we supply your name and email address to an emailing service provider in the USA via the EU-US Privacy Shield Framework when we are permitted to send you marketing emails;
9.2.2 we supply your name and email address to a platform for online surveys in the USA via the EU-US Privacy Shield Framework when we are permitted to send you marketing emails;
9.2.3 we supply your name, contact details and manuscript to our production service provider in India via the Standard Contractual Clauses when we have a contract to publish your manuscript
9.2.4 wel supply your name, email address, contact details and any other information required to a long term preservation service via the EU-US Privacy Shield Framework to ensure the preservation of published articles when we have a contract to publish your manuscript.
9.2.5 we supply your name, email address, contact details and any other information to abstracting and indexing services in the USA via the EU-US Privacy Shield Framework when we have a contract to publish your manuscript.
10.1 You have certain rights in respect of the information that we hold about you, including:
10.1.1 The right to ask us not to process your personal data for marketing purposes;
10.1.2 The right to request access to the information that we hold about you; and
10.1.3 In certain circumstances, the right to ask us to stop processing information about you.
10.2 You may exercise your rights above by contacting us using the details in paragraph 2 of this Privacy Notice, or in the case of preventing processing for marketing activities also by checking certain boxes on forms that we use to collect your data to tell us that you don’t want to be involved in marketing or by updating your marketing preferences via your account with us.
10.3 Please note that we may need to retain certain information for our own record-keeping and research purposes. We may also need to send you service-related communications relating to your website user account even when you have requested not to receive marketing communications.
10.4 Note that if you make a request to access information that we hold about you in accordance with paragraph 10.1.2, we have the right to charge you a fee of £10 to assist us with the administration of your request.
10.5 From 25 May 2018, in accordance with new data protection laws which will be in force from that date, you will have certain additional rights in respect of the information that we hold about you, including:
10.5.1 The right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/) or the relevant authority in your country of work or residence;
10.5.2 The right to withdraw your consent for our use of your information in reliance of your consent (refer to paragraph 4 to see when we are relying on your consent), which you can do by contacting us using any of the details at the top of this Privacy Notice;
10.5.3 The right to object to our using your information on the basis of our legitimate interests (refer to paragraph 4 above to see when we are relying on our legitimate interests); and
10.5.4 The right to receive a copy of any information we hold about you in connection with the performance of our contract with you or on the basis of your consent (or request that we transfer this to another service provider) in a structured, commonly-used, machine readable format; and
10.5.5 The right to ask us to limit or cease processing or erase information we hold about you in certain circumstances.
10.6 You may contact us with the details at the top of this Privacy Notice if you wish to action any of these additional rights and we will comply with your requests unless we have a lawful reason not to do so.
11.1 We may make changes to this Privacy Notice from time to time. We will post any changes to our site, or notify you of any material changes by e-mail.
This Privacy Notice was updated on 24 May 2018.