Privacy Statement
Preamble
As public university institutions, university libraries are subject to the Act respecting Access to documents held by public bodies and the Protection of personal information (CQLR c. A2-1, hereinafter referred to as the "Act"). The Act applies to documents held by Université Laval in the performance of its duties, whether the information assets are retained by the institution itself or by the Platform. All personal information, whether nominative or qualitative, is protected by the Act.
The use and disclosure of personal information at Université Laval also takes into account the privacy rights of individuals regarding the personal information they agree to provide and the need of organizations to collect, use, or disclose this information for purposes that a reasonable person would consider acceptable under the circumstances. The right to privacy is protected in Quebec by the Civil Code of Quebec (SQ, 1991, c. 64) and the Charter of Human Rights and Freedoms (RSQ, c. C-12).
In fulfilling its Mission, the Platform collects both personal data, such as last name, first name, physical or electronic address, telephone number, university or professional affiliation, country, working languages, and qualitative data such as notes written by authorized or designated personnel.
All users are responsible for protecting the Platform's personal data. They undertake to read and comply with the Université Laval Information Security Policy (hereinafter "the Policy") and the Information Security Regulations on the Use of Université Laval's Information Assets (hereinafter "the Regulations").
Article 1: Definitions
Information Assets: means personal information or data:
- entrusted to and used by the University;
- entrusted to the University but held by a partner, supplier, or other party (such as the Scholarly Publishing Platform).
This includes information as well as tangible or intangible media (e.g., paper, hardware, software, network) enabling its processing, transmission, or storage for its intended use.
Platform Administrator: The Université Laval Library is designated as the administrator of the Platform.
Author: any person submitting an article to a peer-reviewed journal using the Platform.
Consent: a clear affirmative action given by the person concerned in a free and informed manner.
Personal Data: any nominative and qualitative information that the Platform is authorized to collect from users in order to meet its objectives. The following are considered personal information: last name, first name, email address, and affiliation, as well as any other information deemed relevant to fulfilling the Platform's mission.
In accordance with sections 54 and 56 of the Act respecting Access to documents held by public bodies and the Protection of personal information, the name of a natural person is not considered sensitive personal information, except when it is mentioned with other information about them. Their use requires explicit consent.
For the purposes of these Terms of Use, the terms personal information and personal data are used interchangeably.
Qualitative data: observations expressing the point of view of users and those responsible for the Platform within the framework of their mandate.
Reviewer: a person selected by the Platform's journals to evaluate an article submitted by an author.
Mission (purpose): to ensure the complete management of the digital publishing process, including peer review.
Public bodies: includes, among others, educational institutions as defined in section 3 of the Act respecting Access to documents held by public bodies and the Protection of personal information, RSQ, chapter A-2.1.
Educational bodies: includes, among others, university institutions, including Université Laval, as referred to in paragraph 1 of section 1 of the Act respecting educational institutions at the university level.
Scholarly publishing platform: a technological editorial management solution, under the aegis of the Library, that enables the complete management of the digital publishing process, including peer review. It aims to automate the digital production processes of Université Laval journals.
Editor: A person responsible for overseeing the entire editorial process of a Journal.
Journal: An entity under the aegis of Université Laval, which it reports to, and which ensures the periodic production and dissemination of scientific articles. It uses a peer-review process and uses the Platform.
Server: The computer hardware that enables the Platform to function and on which the information assets are stored.
Users: All persons involved in the digital publishing process, including directors, editors, reviewers, authors, and reviewers. These persons are referred to as users of the Platform.
Article 2: Access to Personal Data
Access to personal data on the Platform is reserved exclusively for authorized personnel, namely: the journal's management and editorial team, as well as the Platform Administrator.
Article 3: Personal Data Management
All personal and qualitative information that the Platform is authorized to collect from users in order to fulfill its objectives is stored in a Université Laval database shared by participating journals. Journals are required to use personal information strictly within the framework of their Mission.
Personal information includes: last name, first name, email address, and affiliation, as well as any other information deemed relevant to fulfilling the Platform's mission.
Article 4: Transfer of Personal Data
The Platform Administrator reserves the right to transfer this information to partners whose objectives are compatible with the Platform's Mission and for which the data was initially collected.
Processing for archival purposes, scientific or historical research purposes, or statistical purposes should be considered compatible lawful processing operations.
Article 5: Suspension of Access to Personal Data
Platform users have the right to obtain from the data controller the suspension of access to their personal data, as soon as possible, when:
- the personal data is no longer necessary for the purposes for which it was collected;
- the Journal no longer wishes to use the service offered by the Platform;
- the data subject withdraws their consent following unlawful processing of their personal data:
- when the data is used for purposes other than those for which it was collected;
- when the processing of the collected data is contrary to Université Laval's Information Security Policy;
- when the processing of the collected data is contrary to applicable laws and regulations.
The suspension of access to personal data is equivalent to its unavailability to users. Only those responsible for the Platform retain access to it for the purposes of administering the Platform.
Article 6: Retention of Personal Data
The Library retains personal data on Université Laval servers for as long as it is necessary for the purposes for which it was originally collected.
Article 7: Disclaimer of Content
The Library declines all responsibility for content posted on its Platform that is reproduced or published without the consent of the copyright holder.
Article 8: Obtaining Copyright
The Journals declare that they have verified with the authors that all content posted on the Platform is original and unpublished and that it complies with copyright laws or, failing that, that appropriate usage rights have been obtained from the third parties from whom the content is borrowed.
Article 9: Jurisdiction
This Privacy Policy is governed by the laws in force in the province of Quebec and the federal laws of Canada.
In the event of any dispute or litigation relating to the interpretation or application of these Conditions, the laws of Quebec and the courts of Quebec, district of Quebec, shall have jurisdiction.