TMIH Privacy Policy

Introduction

Tropical Medicine & International Health (TMIH) respects your privacy and is committed to protecting your personal data. This privacy policy will inform you how we care for your personal data when you visit our website. It also tells you about your privacy rights and how GDPR law protects you.

The privacy policy is provided in a layered format, so you can click through to the specific areas set out below. Please also use the Glossary to appreciate the meaning of some of the terms used in this privacy policy.


1. IMPORTANT INFORMATION AND WHO WE ARE
2. THE DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED
4. HOW WE USE YOUR PERSONAL DATA
5. DISCLOSURES OF YOUR PERSONAL DATA
6. DATA SECURITY
7. DATA RETENTION
8. YOUR LEGAL RIGHTS
9. GLOSSARY


1. Important information and who we are

Purpose of this privacy policy

This privacy policy aims to give you information on how TMIH collects and processes your personal data. It is important that you read it together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them.

Controller

TMIH is published by Wiley, which is part of John Wiley & Sons, on behalf of the London School of Hygiene and Tropical Medicine, London, United Kingdom (www.lshtm.ac.uk); Swiss Tropical and Public Health Institute, Basel, Switzerland (www.swisstph.ch); Foundation Tropical Medicine and International Health, Amsterdam, The Netherlands (www.nvtg.org), Belgian Institute of Tropical Medicine , Antwerpen, Belgium (www.itg.be) and Bernhard Nocht Institute for Tropical Medicine, Hamburg, Germany (www.bnitm.de).

TMIH is the controller and responsible for your personal data (collectively referred to as TMIH "we", "us" or "our" in this privacy policy).

We have appointed Data Privacy Manager, who is responsible for forwarding questions in relation to this privacy policy to relevant departments at John Wiley & Sons. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact Data Privacy Manager using the details set out below.

Contact details

Data Privacy Manager
Tropical Medicine & International Health
c/o John Wiley and Sons Ltd., 9600 Garsington Rd., Oxford OX4 2DQ, United Kingdom
Email address: [email protected]

Changes to the privacy policy

This version was last updated on 2018-05-16. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy for the following website you visit.


2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together, follows:

  • Identity Data includes title, first name, last name, username or similar identifier. Keywords related to area of expertise. Information about invited, submitted and published articles. Submitted reviews and reviewer performance. Orchid ID, Web of Science recommendations. Disclosure or Potential Conflicts of Interest.
  • Contact Data includes institution postal address, email address, fax number and telephone numbers.
  • Financial Data includes bank account details.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. If we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.


3. How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by entering the manuscript system or by filling in forms or by corresponding with us by post, phone, email or otherwise.
  • Third parties or publicly available sources. We may receive personal data about you from various third parties [and public sources] as set out below.

    Technical Data from the following parties:
    (a) Analytics providers [such as Google based outside the EU];
    (b) Search information providers such as PubMed for publications and Web of Science for citations.


4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we handle and process a submitted manuscript.
  • Email addresses may be used in TMIH mailing lists for sending out information related to the area of expertise.
  • Personal data for Editors, Board members of the owner institutions, and Associate Editors of TMIH, for internal exchange of information
  • Email addresses for delegates participating in meetings where TMIH is represented may be used for sending information related to the meeting.

You have the right to withdraw consent to marketing at any time by contacting Data Privacy Manager.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose Type of data Action
To register you as new Author, Reviewer, Editor, Guest Editor, or Associate Editor. (a) Identity Data
(b) Contact Data		 Engagement in a process in TMIH
To process and handle manuscripts submitted to TMIH. (a) Identity Data
(b) Contact Data		 Proceeding submitted manuscript.
Manage payments. (a) Identity Data
(b) Contact Data
(c) Financial Data		 Performance of a payment transaction or contract with you.
To manage our relationship with you which will include:
Notifying you about changes to our terms or privacy policy
Asking you to leave a review or take a survey		 (a) Identity Data
(b) Contact Data		 Performance of a contract with you
Necessary to comply with a legal obligation
Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

Marketing and promotion

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. Given keywords from you enable custom mailings within your area of expertise.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.


5. Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

  • Internal Third Parties as set out in the [Glossary], illustrator language editor and IT technician.
  • External Third Parties as set out in the [Glossary], the publisher Wiley and and owner of Editorial Manager, Aries Systems Corporation

6. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


7. Data retention

How long will you use my personal data for?
We will retain your personal data in the manuscript system for as long as the site exists.


8. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons that will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information that override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.


9. Glossary

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

THIRD PARTIES

Internal Third Parties

Companies acting as joint controllers or processors for TMIH, and as consultants providing IT, illustrations and language editing.

External Third Parties

  • Service providers acting as processors who provide IT and system administration services.
  • Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.