Submissions

Collection, access to, and management of personal data

Collection of personal data

Any collection of personal data must be consistent with the Platform’s mission, namely comprehensive management of the digital publishing process, including peer review.

In the course of fulfilling its mission, the Platform may therefore collect data of a strictly nominal nature (name, surname, physical or electronic address, telephone number, date of birth, university or professional affiliation, country, and working languages); however, it may also collect qualitative data.

Respect for privacy

Université Laval and its authorized staff ensure the protection of personal information and respect for privacy. The right to privacy is protected in Quebec by sections 3, 35 and 36 of the Civil Code of Québec and section 5 of the Charter of Human Rights and Freedoms.

Responsibility for the protection of personal data

The Platform Administrator is responsible for the personal information it manages and shall designate an individual to handle information assets in accordance with the principles set out in these Terms of Use.

Responsibility of users with regard to personal data

Protecting the Platform’s personal data is the responsibility of all users. Users agree to read and comply with the Politique de sécurité de l’information (information security policy, hereinafter the “Policy”) and the Université Laval Règlement de sécurité de l’information sur l’utilisation des actifs informationnels (information security regulations on the use of information assets, hereinafter the “Regulations”).

Any breach of these Terms of Use and/or the Université Laval Policy and Regulations may result in the cancellation of access privileges to information assets. Said cancellation may be enforced without notice depending on the nature and seriousness of the breach.

Protection of personal data

Université Laval stores, processes and communicates information in several forms and through different platforms and websites. It recognizes that this information, which is essential to its administrative, educational and research activities, must be properly used and adequately protected throughout its life cycle.

Access to personal data

Only authorized personnel may have access to the personal data. Université Laval ensures that these individuals have standing to access this information and that said access is necessary in the performance of their duties.
The personal information you agree to provide on Université Laval websites must be true, accurate, up-to-date and complete.

Disclosure of personal information

The use and disclosure of personal information at Université Laval take into account the privacy rights of individuals with respect to the personal information they agree to disclose and organizations’ need to collect, use or disclose that information for purposes that a reasonable person would consider appropriate in the circumstances.

Management and retention of personal data

Université Laval possesses an information security policy and is subject to the Act respecting access to documents held by public bodies and the protection of personal information (chapter A-2.1). The Act applies to documents held by Université Laval in the performance of its duties, whether the information assets are retained by the University or the Platform.

Transfer of personal data

The data controllers reserve the right to transmit personal data to partners whose objectives are compatible with the Platform’s mission and for which the data was initially collected.

Processing for archival purposes in the public interest, for scientific or historical research purposes or for statistical purposes should be regarded as a compatible lawful processing operation.

The use of data for commercial purposes is completely prohibited.

Suspension of access to personal data

Platform users are entitled to obtain, from the data controller, the suspension of access to their personal data, as quickly as possible, when:

1 The personal data is no longer necessary for the purposes for which it was collected;
2 The Journal no longer wishes to use the service offered by the Platform;
3 The data subject withdraws their consent following unlawful processing of the personal data;
3.1 The data is used for purposes other than those for which it was collected;
3.2 The processing of the data collected is contrary to the Politique de sécurité de l’information de l’Université Laval;
3.3 The processing of the data collected is contrary to the laws and regulations in effect.

The suspension of access to personal data means the non-availability of the personal data to users. Only the Platform data controllers retain access to said data for the purposes of administering the platform.

Lifespan of personal data

The Library retains personal data for as long as is necessary for the purposes for which it was originally collected. The controller agrees to destroy the personal data as soon as possible when it is no longer necessary for the purposes for which it was collected.