Privacy Statement

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The Indonesian Journal of Augmented Medical Intelligence (IJAMI), published by Universitas Udayana through the Unit Jurnal dan Publikasi Ilmiah (JUPI), is committed to protecting the privacy and personal data of authors, reviewers, editors, readers, and other users of the journal website.

This Privacy Statement explains how personal data are collected, used, stored, disclosed, and protected through the IJAMI website, the Open Journal Systems platform, email communications, and the journal’s submission, peer-review, editorial, production, and publication processes.

1. Personal Data We Collect

IJAMI may collect and process the following categories of personal data.

Account and profile information

Full name
Username
Email address
Password in encrypted or otherwise protected form
Institutional affiliation
Department or organisation
Country
Mailing address, where provided
Telephone number, where provided
ORCID iD
Personal or institutional website
Academic interests and reviewing expertise
Languages
User roles, such as author, reviewer, editor, or reader

Manuscript and editorial information

Manuscript title, abstract, keywords, and subject classification
Names, affiliations, email addresses, and ORCID iDs of authors and contributors
Authorship and CRediT contribution statements
Funding information
Conflict-of-interest declarations
Ethics approval and informed-consent statements
Data-availability statements
Generative-AI use disclosures
Manuscripts, figures, tables, reporting checklists, supplementary files, and related documentation
Editorial correspondence
Reviewer invitations and responses
Peer-review reports
Editorial decisions
Copyediting, production, and proofreading records

Technical and usage information

The OJS platform and its supporting systems may automatically process technical information such as:

Internet Protocol address
Browser and device information
Date and time of access
Login and account activity
Pages visited
Referring website
Download and usage statistics
System logs
Cookies or similar technologies required for authentication, navigation, security, and website functionality

2. Purposes of Data Processing

Personal data may be processed for the following purposes:

Creating and managing user accounts
Receiving and administering manuscript submissions
Conducting editorial screening and peer review
Communicating with authors, reviewers, editors, and other contributors
Assigning editorial and reviewing responsibilities
Copyediting, producing, publishing, correcting, and preserving scholarly content
Verifying authorship, affiliation, ORCID information, disclosures, and research-integrity requirements
Investigating complaints, appeals, corrections, retractions, or suspected publication misconduct
Maintaining the integrity and security of the journal platform
Generating journal-management and usage statistics
Improving the website and editorial workflow
Registering and disseminating publication metadata
Depositing metadata with DOI registration agencies, indexing services, repositories, libraries, preservation services, and scholarly discovery systems
Complying with applicable legal, regulatory, institutional, contractual, and research-integrity obligations

Personal data will not be sold, rented, or used for unrelated commercial marketing.

3. Publication of Personal Information

Information associated with an accepted and published article becomes part of the permanent scholarly record.

The following information may be made publicly available:

Author names
Institutional affiliations
Country
ORCID iDs
Corresponding-author contact information
Authorship-contribution statements
Funding statements
Conflict-of-interest declarations
Ethics and consent statements
Data-availability statements
Generative-AI use disclosures
Article metadata and citation information

Authors are responsible for ensuring that the personal information of all co-authors and contributors is accurate and has been provided with appropriate authority.

Reviewer identities will not be disclosed publicly or to authors when the applicable review model requires reviewer anonymity, except with the reviewer’s explicit agreement or when disclosure is required by law or a formal research-integrity investigation.

4. Sharing of Personal Data

Access to personal data is restricted to persons and organisations that require the information to perform legitimate journal functions.

Personal data may be shared with:

The Editor-in-Chief
Managing Editors and Journal Managers
Section Editors
Reviewers
Statistical, technical, ethics, or specialist editors
Copyeditors, layout editors, and proofreaders
Authorised Universitas Udayana or JUPI personnel
OJS administrators and technical-support personnel
Website hosting, email, security, backup, analytics, or preservation service providers
DOI registration agencies
Indexing and abstracting services
Digital repositories and library systems
Publication-ethics or research-integrity bodies when necessary
Government, regulatory, judicial, or law-enforcement authorities when disclosure is legally required

Only the information reasonably necessary for the relevant purpose will be shared.

5. Manuscript Confidentiality

Submitted manuscripts, review reports, editorial correspondence, and unpublished research information are treated as confidential.

Editors, reviewers, and other persons involved in the editorial process must not:

Disclose unpublished manuscript content without authorisation
Use unpublished information for personal or professional advantage
Share confidential files with unauthorised persons
Upload manuscripts, review reports, identifiable patient information, or confidential research data to public generative-AI systems or other unauthorised external services

Confidential information may be disclosed where necessary to investigate suspected misconduct, protect patient safety, comply with legal obligations, or obtain confidential specialist advice.

6. Research-Participant and Patient Information

Authors must not submit unnecessary personally identifiable research-participant or patient information.

Manuscripts containing case descriptions, clinical images, recordings, pedigrees, or other potentially identifiable material must comply with the IJAMI informed-consent and patient-privacy requirements.

Where identifiable patient material is necessary for publication, authors must obtain appropriate written consent for publication and must upload or retain the required documentation according to journal instructions.

Consent documents and other sensitive records will not be made publicly available unless publication is legally authorised and explicitly required.

7. Cookies and Website Technologies

The OJS platform may use cookies or similar technologies to:

Maintain authenticated user sessions
Remember language or interface preferences
Support website navigation
Protect the platform against misuse
Collect aggregate usage information
Improve system performance

Users may restrict cookies through their browser settings. Disabling essential cookies may prevent account login, manuscript submission, or other website functions from operating correctly.

Where third-party analytics or embedded services are used, those services may process technical information in accordance with their own privacy policies.

8. Data Retention

Personal data will be retained only for as long as reasonably necessary for the purpose for which they were collected, subject to scholarly-record, research-integrity, institutional, contractual, technical, and legal requirements.

Published articles and their essential bibliographic metadata are retained permanently as part of the scholarly record.

Editorial records associated with accepted, rejected, withdrawn, corrected, or retracted submissions may be retained when necessary to:

Document editorial decisions
Maintain the integrity of peer review
Resolve disputes or appeals
Investigate publication misconduct
Prevent duplicate submission
Satisfy institutional or legal requirements
Preserve an accurate publication history

Inactive account information may be deleted or anonymised when it is no longer required, subject to technical and legal limitations.

9. Data Security

IJAMI and the administrators of the Universitas Udayana OJS platform take reasonable administrative, organisational, and technical measures to protect personal data against:

Unauthorised access
Accidental loss
Misuse
Alteration
Disclosure
Destruction
Cybersecurity incidents

Access to editorial and administrative information is restricted according to assigned OJS roles and operational responsibilities.

No internet-based system can guarantee absolute security. Users are responsible for protecting their account credentials and should notify the journal promptly if they suspect unauthorised access to their account.

10. User Rights

Subject to applicable law and legitimate scholarly-publishing requirements, users may request:

Information about the personal data processed about them
Access to their personal data
Correction of inaccurate or incomplete information
Updating of their user profile
Withdrawal of consent where processing is based on consent
Deletion or anonymisation of information that is no longer required
Restriction of certain processing activities
Objection to processing in appropriate circumstances
A copy of relevant personal data in an appropriate format
Information about a suspected personal-data breach affecting them

Some requests may be limited when retaining information is necessary to protect the integrity of peer review, preserve the scholarly record, comply with legal obligations, investigate misconduct, or exercise or defend legal claims.

Requests concerning published article metadata will be handled through the journal’s correction, retraction, and scholarly-record policies rather than by deleting the publication record.

11. International Services and Metadata Distribution

Scholarly-publication metadata may be transmitted to or accessed by DOI registration agencies, indexing services, repositories, preservation networks, libraries, search engines, and other scholarly infrastructure located outside Indonesia.

Public article metadata may be copied, harvested, indexed, preserved, and redistributed internationally in accordance with the journal’s open-access and licensing policies.

Confidential manuscript and account information will not be transferred to external services except where necessary for legitimate journal operations and subject to appropriate safeguards.

12. Email Communications

IJAMI may use registered email addresses to send:

Account-verification messages
Submission acknowledgments
Editorial correspondence
Reviewer invitations and reminders
Editorial decisions
Copyediting and proof notifications
Publication announcements
Important journal or policy notices

Users may manage optional notifications through their account settings where that functionality is available. Operational messages required to process an active submission, review, or editorial assignment cannot normally be disabled while the activity remains active.

13. Third-Party Links

The IJAMI website may contain links to third-party websites, services, repositories, or indexing platforms.

IJAMI is not responsible for the privacy, security, or content practices of external websites. Users should review the privacy policies of those services before providing personal information.

14. Changes to This Privacy Statement

IJAMI may revise this Privacy Statement when journal practices, legal requirements, institutional policies, or technical systems change.

The current version and effective date will be published on the journal website. Material changes may also be communicated to registered users where appropriate.

15. Privacy Contact

Questions, correction requests, access requests, or concerns regarding personal-data processing should be directed to:

Editorial Office
Indonesian Journal of Augmented Medical Intelligence
Universitas Udayana, Bali, Indonesia
Email: ijamiudayana@unud.ac.id

For technical matters concerning the central OJS platform, requests may be referred to the authorised Universitas Udayana website administrator or information-technology unit.

Complaints concerning personal-data processing may also be submitted through the applicable institutional or governmental mechanisms under Indonesian law.