Privacy, Data Protection and Digital Preservation Policy

The International Journal of Artificial Intelligence, Educational Technologies and Teacher Education – IJAIET adopts principles of privacy, personal data protection, information security, confidentiality, digital preservation, continuity of access, and integrity of the scholarly record throughout all stages of its editorial workflow.

This policy establishes guidelines for the responsible processing of information related to authors, reviewers, editors, readers, platform users, and other participants in the editorial process, as well as the principles adopted by the journal to ensure the preservation, authenticity, integrity, availability, and long-term access of published scientific content.

This policy is aligned with the Principles of Transparency and Best Practice in Scholarly Publishing – DOAJ/COPE/OASPA/WAME, the good practices of the Committee on Publication Ethics – COPE, the recommendations of the Council of Science Editors – CSE, the privacy, data protection, and information security guidelines of CAPES, and the digital preservation policies and services developed by the Brazilian Institute of Information in Science and Technology – IBICT, especially through the Brazilian Network of Digital Preservation Services – Rede Cariniana.

1. Concept of Privacy

For IJAIET, privacy means the right of individuals to have their personal data and information related to their participation in the editorial process processed in a lawful, transparent, secure, proportionate manner and in accordance with the purposes for which they were collected.

Privacy protection covers data voluntarily provided by users, information generated during the editorial workflow, and technical records necessary for the operation of the journal’s platform.

IJAIET recognizes that privacy protection should be associated with the principles of:

  • purpose limitation;
  • adequacy;
  • necessity;
  • transparency;
  • security;
  • prevention;
  • non-discrimination;
  • accountability;
  • confidentiality.

These principles are compatible with the approach adopted by CAPES in its Privacy and Personal Data Protection Policy.

2. Personal Data Protection

IJAIET is committed to processing personal data responsibly and in accordance with applicable legislation, particularly the Brazilian General Data Protection Law – LGPD, Law No. 13,709/2018, where applicable.

For editorial purposes, the following data may be processed:

  • name;
  • e-mail address;
  • ORCID;
  • institutional affiliation;
  • country;
  • academic degree;
  • area of expertise;
  • professional address;
  • telephone number, when necessary;
  • authorship information;
  • CRediT contributions;
  • peer-review information;
  • submission history;
  • editorial communication records;
  • declared conflicts of interest;
  • financial information required for administrative processing, where applicable;
  • technical platform records.

The processing of such data shall be limited to the editorial, scientific, administrative, legal, and documentary preservation purposes necessary for the operation of the journal.

3. Purposes of Data Processing

Personal data may be used to:

  1. identify authors, reviewers, and editors;
  2. manage manuscript submissions;
  3. conduct editorial communication;
  4. organize peer-review processes;
  5. register authorship and scientific contributions;
  6. assign DOI and other persistent identifiers;
  7. prepare and provide metadata;
  8. index articles;
  9. communicate with databases and indexing services;
  10. preserve the editorial record;
  11. comply with legal and regulatory obligations;
  12. prevent fraud and misconduct;
  13. administer charges or financial documentation, where applicable;
  14. preserve records necessary for research integrity;
  15. generate internal statistics and improve editorial processes;
  16. enable the publication and dissemination of accepted scientific works.

Data shall not be used for purposes incompatible with those communicated to data subjects.

4. Publicly Available Data

By its very nature, scientific publishing requires the disclosure of certain information associated with published works.

After publication, the following may become publicly available:

  • authors’ names;
  • affiliations;
  • ORCID identifiers;
  • corresponding author’s e-mail, where applicable;
  • country and institution;
  • CRediT contributions;
  • funding sources;
  • conflicts of interest;
  • ethics statements;
  • Artificial Intelligence use statements;
  • bibliographic data of the article;
  • DOI;
  • other scientific metadata necessary for retrieval and indexing.

This information forms part of the article’s permanent bibliographic and scholarly record.

5. Confidentiality in the Editorial Process

Submitted and unpublished manuscripts are considered confidential documents.

IJAIET is committed to protecting:

  • manuscripts under review;
  • peer-review reports;
  • reviewer identities where the review model requires anonymity;
  • supplementary documents;
  • unpublished data;
  • editorial communications;
  • integrity complaints;
  • internal investigations;
  • personal information not intended for publication.

Authors, reviewers, editors, and other collaborators must observe the same confidentiality obligations.

No person involved in the editorial process may use, for personal benefit or the benefit of third parties, data, results, ideas, or unpublished information obtained through access to a confidential manuscript.

6. Use of Data in Artificial Intelligence Systems

In accordance with IJAIET’s Artificial Intelligence Use Policy, confidential manuscripts, peer-review reports, unpublished data, institutional documents, and personal information must not be entered into public or external Generative Artificial Intelligence systems when adequate guarantees of confidentiality, privacy, and information security are not available.

Reviewers and editors must not use AI systems in ways that may:

  • expose unpublished content;
  • compromise reviewer anonymity;
  • disclose protected information;
  • transfer personal data of authors or research participants;
  • violate copyright or intellectual property rights.

Human responsibility for information protection remains absolute.

7. Data Sharing with Third Parties

Data may be shared only when necessary for the legitimate functioning of scholarly communication, including with:

  • editorial platforms;
  • DOI registration services;
  • indexing services;
  • bibliographic databases;
  • repositories;
  • preservation institutions;
  • editorial production services;
  • similarity-checking tools;
  • contracted technical service providers;
  • public authorities where required by law;
  • institutions responsible for integrity investigations, where justified.

Sharing shall be limited to the minimum information necessary for the specific purpose.

IJAIET does not sell personal data of authors, reviewers, or users.

8. Information Security

IJAIET seeks to adopt appropriate technical and administrative measures to protect its systems and information against:

  • unauthorized access;
  • destruction;
  • loss;
  • alteration;
  • leakage;
  • improper disclosure;
  • cyberattacks;
  • technical failures;
  • misuse.

Information protection is based on the principles of:

confidentiality, integrity, availability, and authenticity.

Whenever technically feasible, the journal’s digital infrastructure should use HTTPS, authentication mechanisms, access controls, backups, and security updates.

9. Retention of Data and Editorial Records

Not all data may be immediately deleted upon request, since certain records must be preserved to ensure:

  • integrity of the scientific process;
  • traceability of decisions;
  • fraud prevention;
  • compliance with legal obligations;
  • documentation of peer review;
  • integrity investigations;
  • proof of authorship;
  • preservation of editorial history.

Retention periods should take into account the necessity, purpose, applicable legislation, and scientific or documentary importance of the record.

Data that are no longer necessary and have no legitimate retention purpose may be deleted or anonymized, subject to technical and legal feasibility.

10. Rights of Data Subjects

Where applicable under data protection legislation, data subjects may request information regarding:

  • the existence of processing of their data;
  • the purpose of processing;
  • updating or correction;
  • access to their data;
  • anonymization or deletion, where legally applicable;
  • information on data sharing;
  • withdrawal or review of consent, where consent is the applicable legal basis.

Requests will be assessed considering the rights of data subjects and the need to preserve research integrity, legal obligations, and essential editorial records.

11. Concept of Digital Preservation

For IJAIET, digital preservation is the organized set of policies, strategies, technologies, and processes designed to ensure that digital documents and information remain accessible, authentic, intact, understandable, and usable over time, even in the face of technological change.

The Rede Cariniana/IBICT defines digital preservation as the set of activities or processes intended to guarantee continuous, long-term access to scientific, technological, and cultural information in digital formats.

Digital preservation is not limited to backups. It involves continuous management, integrity control, redundancy, interoperability, metadata, and strategies to address technological obsolescence.

12. Objectives of Digital Preservation

IJAIET’s preservation policy seeks to ensure:

  1. permanent access to published content;
  2. integrity of files;
  3. authenticity of preserved versions;
  4. traceability of changes;
  5. protection against data loss;
  6. long-term availability;
  7. maintenance of metadata;
  8. interoperability among systems;
  9. continuity of the scholarly record in the event of technological or institutional failure;
  10. preservation of the Version of Record – VoR;
  11. preservation of corrections, errata, and retractions linked to the original publication.

13. Content Subject to Preservation

IJAIET will seek to preserve, as applicable:

  • scientific articles;
  • final published versions;
  • PDFs;
  • HTML files;
  • XML/JATS files;
  • images;
  • tables;
  • supplementary materials;
  • metadata;
  • DOI and other identifiers;
  • issues, volumes, and collections;
  • editorials;
  • corrections;
  • errata;
  • expressions of concern;
  • retractions;
  • documents related to the integrity of the published scholarly record.

Confidential editorial workflow records will be preserved according to specific security, privacy, and document-management rules and will not necessarily form part of the public preservation archive.

14. Digital Preservation Strategy

IJAIET shall adopt a strategy based on redundancy, backup, distributed preservation, open standards, and continuous monitoring.

Whenever technically and institutionally possible, the journal will adopt:

  • regular backups;
  • copies stored in separate environments;
  • integrity monitoring;
  • periodic file verification;
  • preservation metadata;
  • widely accepted and preferably open formats;
  • persistent identifiers;
  • format migration strategies;
  • distributed preservation;
  • recognized long-term archival systems.

15. Rede Cariniana and Distributed Preservation

IJAIET recognizes the Rede Cariniana – Brazilian Network of Digital Preservation Services as an important national infrastructure for the preservation of digital scientific heritage.

Rede Cariniana is coordinated by IBICT and develops services aimed at the long-term preservation of journals, repositories, and other digital collections.

For electronic journals, the Digital Preservation Service for Brazilian Electronic Journals uses distributed preservation strategies and has a history of working with the LOCKSS – Lots of Copies Keep Stuff Safe infrastructure.

Subject to eligibility and institutional conditions, IJAIET will seek integration with recognized national or international preservation systems, including Rede Cariniana/IBICT, or equivalent infrastructure.

16. LOCKSS and Redundancy

Distributed preservation is based on the principle that multiple independent copies reduce the risk of total loss of digital content.

Rede Cariniana uses technologies such as LOCKSS, maintaining copies in different environments and institutions to reduce risks arising from technical failures, disasters, server loss, or technological obsolescence.

Where applicable, IJAIET will seek to adopt preservation mechanisms based on this principle of redundancy.

17. Preservation Models and Standards

Digital preservation should seek compatibility with national and international good practices and standards.

Among the references recognized by IBICT/Rede Cariniana are:

  • OAIS – Open Archival Information System;
  • ISO 14721;
  • ISO 16363;
  • LOCKSS;
  • interoperable metadata and formats;
  • nationally and internationally recognized preservation standards.

The OAIS reference model structures the concepts, responsibilities, and workflows necessary for the long-term preservation and retrieval of digital objects.

18. Metadata, DOI and Persistent Identifiers

Preservation must be associated with the maintenance of complete, structured, and interoperable metadata.

IJAIET uses or seeks to use:

  • DOI;
  • ORCID;
  • bibliographic metadata;
  • persistent identifiers;
  • multilingual titles and abstracts;
  • authorship data;
  • editorial dates;
  • licensing information;
  • version information;
  • links between articles, corrections, and retractions.

Persistent identifiers contribute to the location, retrieval, interoperability, and traceability of the scholarly record.

19. Version of Record – VoR

The Version of Record – VoR is the official, final, published version of an article.

IJAIET will preserve the VoR as part of the permanent scholarly record, maintaining links with:

  • DOI;
  • metadata;
  • language versions;
  • supplementary materials;
  • corrections;
  • retractions;
  • other post-publication documents.

A subsequent correction should not silently erase the historical version of the publication.

The scholarly record must remain traceable and transparent.

20. Corrections, Retractions and Preservation

IJAIET’s digital preservation policy is integrated with its Retraction Policy.

Corrected or retracted articles should not, as a general rule, simply be removed from the archive.

The following should be preserved:

  • original article;
  • retraction marking, where applicable;
  • retraction notice;
  • correction;
  • erratum;
  • expression of concern;
  • corresponding DOI and metadata.

This procedure preserves the history, authenticity, and integrity of the scholarly record.

21. Continuity in the Event of Journal Interruption

In accordance with DOAJ transparency criteria, IJAIET recognizes the need to maintain a strategy to ensure continued access to articles in the event of:

  • interruption of publication;
  • closure of the journal;
  • platform migration;
  • institutional failure;
  • change of publisher or supporting institution;
  • prolonged website unavailability.

IJAIET will seek to use external and distributed preservation services, avoiding exclusive dependence on the journal’s primary server.

22. Preservation and CAPES Criteria

Digital preservation is also relevant in the context of the assessment and qualification of scholarly communication in Brazil.

IJAIET regards preservation not merely as a technical resource, but as an element of editorial quality, reliability, and sustainability.

The journal will seek to maintain practices compatible with the quality guidelines and criteria adopted by CAPES, particularly regarding consolidation, visibility, regularity, and preservation of scientific output.

23. Preservation and Open Access

Digital preservation complements IJAIET’s Open Access policy.

The fact that an article is freely accessible today does not guarantee that it will remain accessible in the future. Open Access and preservation should therefore be treated as complementary dimensions:

Open Access guarantees present access.

Digital Preservation seeks to guarantee future access.

IJAIET adopts the Creative Commons CC BY 4.0 license for its scientific articles and permits self-archiving in accordance with its Open Access, Copyright, and Licensing Policy.

24. Responsibilities of IJAIET

The journal and its editorial structure are responsible for:

  • protecting personal data processed in the editorial workflow;
  • ensuring adequate levels of confidentiality;
  • adopting security measures;
  • maintaining backups and recovery mechanisms;
  • preserving the official version of articles;
  • keeping metadata updated;
  • adopting interoperable standards;
  • establishing long-term preservation strategies;
  • documenting corrections and retractions;
  • monitoring technological changes;
  • periodically assessing preservation risks;
  • seeking cooperation with specialized infrastructures such as Rede Cariniana/IBICT.

25. Responsibilities of Users

Authors, reviewers, editors, and other platform users must also contribute to security and privacy.

They must:

  • protect access credentials;
  • avoid account sharing;
  • refrain from disclosing confidential documents;
  • report security incidents when identified;
  • respect third-party rights;
  • avoid unnecessary insertion of sensitive information;
  • comply with the journal’s confidentiality and AI policies.

26. Security Incidents and Data Breaches

If an incident is identified that may compromise personal data, confidentiality, or system integrity, IJAIET may adopt measures such as:

  1. containment of the incident;
  2. assessment of its scope;
  3. preservation of evidence;
  4. correction of the vulnerability;
  5. data recovery;
  6. modification of credentials;
  7. notification of technical personnel;
  8. notification of data subjects or authorities where required by law;
  9. review of procedures to prevent recurrence.

The response should seek to minimize impacts and restore the confidentiality, integrity, and availability of information.

27. Transparency and Policy Updates

This policy shall remain publicly available on the IJAIET website.

It may be updated whenever there are:

  • legislative changes;
  • changes to the LGPD or its regulations;
  • updates to DOAJ criteria;
  • new COPE or CSE recommendations;
  • new CAPES guidelines;
  • changes to IBICT/Rede Cariniana policies;
  • changes in the journal’s technological infrastructure;
  • developments in digital preservation standards.

Substantial changes should be documented transparently.

28. Summary Privacy Statement

Names, e-mail addresses, and other personal data provided to IJAIET will be used exclusively for scientific, editorial, administrative, legal, and preservation purposes related to the operation of the journal and will not be made available for purposes incompatible with these purposes. Data necessary for the bibliographic record of published articles may be made publicly available and shared with indexing services, DOI services, repositories, and other scholarly communication infrastructures.

29. Summary Digital Preservation Statement

IJAIET is committed to the long-term digital preservation of its scientific content, seeking to ensure authenticity, integrity, availability, interoperability, and permanent access to publications. The journal adopts backup, redundancy, persistent identifiers, and distributed preservation strategies and will seek integration with recognized infrastructures, particularly Rede Cariniana/IBICT and systems compatible with international digital preservation standards.

30. Institutional References and Access Links

DOAJ – Principles of Transparency and Best Practice in Scholarly Publishing

DOAJ – Guide to Applying: Archiving and Preservation

COPE – Committee on Publication Ethics

Council of Science Editors – Recommendations for Promoting Integrity in Scientific Journal Publications

CAPES – Privacy and Personal Data Protection

CAPES – Privacy and Personal Data Protection Policy

CAPES – Information and Communication Security

IBICT – Rede Cariniana

Rede Cariniana – Documentation and Digital Preservation Policy

Rede Cariniana – Digital Preservation of Electronic Journals

Rede Cariniana – Digital Preservation Concepts

Rede Cariniana – Digital Preservation Policy Model

Rede Cariniana – AGPD Digital Preservation Management Model

Copyright Statement

© IJAIET – International Journal of Artificial Intelligence, Educational Technologies and Teacher Education / Editora Ibero-Americana de Educação. All rights reserved regarding the wording, organization, systematization, and institutional presentation of these editorial policies, without prejudice to third-party rights and content derived from duly identified external sources.

The full or substantial reproduction, adaptation, or institutional use of these texts by third parties requires prior authorization, except within the limits legally permitted for quotation, academic reference, and other uses authorized by applicable law.

 

The Editors