Privacy Statement

1. Introduction

Jurnal Optimasi Sistem Industri (JOSI), published by the Industrial Engineering Department, Faculty of Engineering, Universitas Andalas, is committed to protecting the privacy and personal information of its authors, reviewers, readers, and all users of its website (https://josi.ft.unand.ac.id/). This Privacy Statement explains how we collect, use, share, secure, and retain your personal information when you interact with our journal and its online platform.

We adhere to applicable data protection laws in Indonesia and strive to follow international best practices for data privacy, including principles aligned with the General Data Protection Regulation (GDPR), to ensure your information is handled responsibly and transparently. By using our website and services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

JOSI collects personal information in various ways to facilitate the scholarly publishing process and improve our services:

  • Information You Provide Directly:
    • For Authors: When you submit a manuscript, we collect information such as your name, email address, postal address, telephone number, institutional affiliation, ORCID iD, biographical details (optional), and the content of your manuscript (which may itself contain personal data of research participants if not fully anonymized by you).
    • For Peer Reviewers: When you agree to review a manuscript, we collect your name, email address, institutional affiliation, areas of expertise, ORCID iD, and the content of your review report.
    • For Readers and General Users: If you register for an account on our Open Journal Systems (OJS) platform (e.g., to receive notifications or manage submissions/reviews), we collect your name, username, email address, and affiliation. If you contact us directly (e.g., via email), we will collect your contact information and the content of your query.
  • Information Collected Automatically:
    • Log Data: Like most websites, our servers automatically record information ("Log Data") created by your use of our services. Log Data may include information such as your IP address, browser type, operating system, the referring web page, pages visited, location (if enabled), mobile carrier, device information, search terms, and cookie information.
    • Cookies: We use cookies to ensure the proper functioning of our website, enhance user experience, and potentially gather anonymized usage statistics. Please see Section 9 ("Use of Cookies") for more details.

3. How We Use Your Information

JOSI uses the personal information we collect for the following purposes:

  • To Manage the Scholarly Publishing Process: Facilitating manuscript submission, conducting peer review, editorial decision-making, copyediting, production, and publication of articles.
  • Communication: To communicate with authors, peer reviewers, editors, and readers regarding manuscript status, review requests, editorial decisions, journal updates, and responses to inquiries.
  • Website Operation and Improvement: To operate, maintain, and improve our journal website, online submission system (OJS), and related services; to ensure security; and to personalize user experience (e.g., remembering login details).
  • Notifications and Alerts: To send alerts, newsletters, or other information about JOSI to users who have opted in to receive such communications.
  • Record Keeping and Archiving: For internal record-keeping related to journal operations and to maintain the integrity and permanence of the scholarly record, including archiving published content with services like Portico and the PKP Preservation Network.
  • Compliance and Legal Obligations: To comply with applicable legal requirements, court orders, or governmental regulations, and to protect the rights, property, or safety of JOSI, Universitas Andalas, our users, or the public.
  • Statistical Analysis: To generate anonymized or aggregated statistics about journal usage, submission trends, and readership to help us understand our community and improve our services.

4. Legal Basis for Processing Personal Information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. However, we will normally collect personal information from you only:

  • Where we have your consent to do so (e.g., for sending marketing communications).
  • Where the processing is necessary for the performance of a contract with you (e.g., to process your manuscript submission and publish your article if accepted, which involves a publishing agreement).
  • Where the processing is in our legitimate interests (or those of a third party, such as your institution or a funding body) and not overridden by your data protection interests or fundamental rights and freedoms (e.g., for operating the journal, managing peer review, ensuring the integrity of the scholarly record, and communicating with you).
  • Where we have a legal obligation to collect personal information from you.

5. Data Sharing and Disclosure

JOSI is committed to maintaining the confidentiality of personal information, except in the following circumstances:

  • Published Articles: The names, affiliations, and email addresses (of the corresponding author) are published as part of the article to ensure proper attribution and facilitate scholarly communication. ORCID iDs are also published if provided by the authors.
  • Peer Review Process: JOSI operates a double-blind peer review process, meaning the identities of authors and reviewers are concealed from each other. Reviewer identities are not disclosed to authors without the reviewer's explicit consent. We may publicly acknowledge reviewers annually for their service, with their permission.
  • Service Providers: We may share personal information with third-party service providers who perform functions on our behalf, such as website hosting (through Universitas Andalas), plagiarism detection (e.g., Turnitin, provided by Universitas Andalas), DOI registration (e.g., CrossRef), archiving services (Portico, PKP PN), and technical support for our OJS platform. These providers are contractually obligated to protect the confidentiality and security of personal information and are restricted from using it for any other purpose.
  • Indexing and Abstracting Services: Metadata of published articles, including author names, affiliations, and abstracts, are shared with major indexing and abstracting services to enhance discoverability.
  • Legal Requirements: We may disclose your personal information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend our rights or property, prevent fraud, act in urgent circumstances to protect the personal safety of users of JOSI or the public, or protect against legal liability.
  • Publisher (Universitas Andalas): As JOSI is published by the Industrial Engineering Department, Faculty of Engineering, Universitas Andalas, relevant information may be processed by authorized personnel within the university for the purposes of journal administration, financial management (though JOSI has no APCs), and oversight.

JOSI does not sell, rent, or lease personal information to third parties for their marketing purposes.

6. Data Security

JOSI implements appropriate technical and organizational security measures to protect your personal information against unauthorized access, disclosure, alteration, loss, or destruction. Our OJS platform includes security features, and access to personal data is restricted to authorized personnel. However, please note that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Data Retention

JOSI will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Statement, to maintain the integrity of the scholarly record, and to comply with our legal obligations (e.g., for archival purposes in line with our Archiving Policy, or for resolving disputes). Information related to published articles is retained indefinitely as part of the scholarly record. Personal data associated with rejected manuscripts or inactive user accounts will be managed or deleted in accordance with our internal data retention schedule and applicable laws.

8. Your Rights

Depending on your location and applicable data protection laws, you may have certain rights regarding your personal information, including:

  • The right to access: You can request copies of your personal data that we hold.
  • The right to rectification: You can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
  • The right to erasure (right to be forgotten): You can request that we erase your personal data, under certain conditions (this may be limited for data forming part of the permanent scholarly record).
  • The right to restrict processing: You can request that we restrict the processing of your personal data, under certain conditions.
  • The right to object to processing: You can object to our processing of your personal data, under certain conditions.
  • The right to data portability: You can request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
  • The right to withdraw consent: If we are processing your personal data based on your consent, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details provided in Section 12 ("Contact Us"). We will respond to your request in accordance with applicable data protection laws.

9. Use of Cookies

Cookies are small text files placed on your device (computer, smartphone, etc.) by websites that you visit. JOSI's website (powered by OJS) uses cookies for several purposes:

  • Essential Cookies: Some cookies are essential for the operation of our website, such as those that enable you to log into secure areas (e.g., for authors, reviewers, and editors).
  • Functional Cookies: These cookies allow our website to remember choices you make (such as your username or language preference) and provide enhanced, more personal features.
  • Performance/Analytical Cookies (if used): We may use cookies to collect information about how visitors use our website (e.g., which pages are visited most often, if error messages are received). This information is typically aggregated and anonymous and helps us improve how our website works.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service. JOSI may provide a more detailed Cookie Policy separately if extensive use of non-essential cookies is implemented.

10. Links to Other Websites

Our website may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. JOSI has no control over and assumes no responsibility for the content, privacy policies, or practices of any third-party sites or services.

11. Changes to This Privacy Statement

JOSI may update this Privacy Statement from time to time to reflect changes in our practices, services, or legal requirements. We will notify you of any significant changes by posting the new Privacy Statement on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Statement periodically for any changes.

12. Contact Us

If you have any questions or concerns about this Privacy Statement or JOSI's handling of your personal information, please contact us.