Privacy Statement

Data Controller Information

Scripta Mechanica is published by the Italian Scientific Society of Mechanical and Machine Design (AIAS-ETS). For all privacy-related matters, the data controller is:

AIAS-ETS (Società Scientifica Italiana di Progettazione meccanica e Costruzione di Macchine - ETS)
Address: Via A. Rendano 18 - 00199 Roma
Email: segreteria@aiasnet.it

Types of Data Collected

Personal Information We Collect

From Authors and Co-authors:

  • Full name, institutional affiliation, email address, postal address
  • ORCID identifier (when provided)
  • Biographical information and research interests
  • Manuscript files and associated research data
  • Communication records related to the submission and review process

From Reviewers:

  • Full name, institutional affiliation, email address
  • Areas of expertise and research interests
  • Review reports and recommendation letters
  • Communication records related to the review process

From Editorial Board Members:

  • Full name, institutional affiliation, contact details
  • Professional qualifications and research background
  • Editorial decisions and correspondence

From Website Visitors:

  • IP address, browser type, device information
  • Pages visited, time spent on site, referring websites
  • Cookies and similar tracking technologies (see Cookie Policy)

Legal Basis for Processing

We process personal data based on the following legal grounds under GDPR Article 6:

Legitimate Interest (Article 6(1)(f)):

  • Managing the peer review process
  • Maintaining editorial quality and integrity
  • Preventing plagiarism and research misconduct
  • Website analytics and security

Contract Performance (Article 6(1)(b)):

  • Processing manuscript submissions
  • Publishing accepted articles
  • Providing editorial services to authors

Consent (Article 6(1)(a)):

  • Newsletter subscriptions
  • Optional data collection for enhanced services
  • Marketing communications (where applicable)

Legal Obligation (Article 6(1)(c)):

  • Compliance with academic publishing standards
  • Responding to legal requests for information

How We Use Your Data

Editorial Process

  • Manuscript Management: Processing submissions, managing peer review, and publishing decisions
  • Quality Assurance: Plagiarism detection, statistical review, and editorial oversight
  • Communication: Correspondence with authors, reviewers, and editorial board members
  • Archival: Maintaining permanent records of published research and editorial decisions

Website Operation

  • User Experience: Personalizing content and improving website functionality
  • Security: Protecting against unauthorized access and malicious activity
  • Analytics: Understanding usage patterns to improve services
  • Technical Support: Resolving technical issues and user inquiries

Research Integrity

  • Verification: Confirming author identities and institutional affiliations
  • Conflict Detection: Identifying potential conflicts of interest
  • Citation Tracking: Monitoring article impact and citation patterns

Data Sharing and Disclosure

Third-Party Service Providers

We share limited data with trusted service providers who assist in journal operations:

CrossRef: DOI registration and citation linking ORCID: Author identification verification Plagiarism Detection Services: Manuscript originality screening Web Hosting Providers: Website operation and data storage Email Services: Communication with users Analytics Providers: Website usage analysis

Public Disclosure

Certain information is made publicly available as part of normal publishing operations:

  • Published article metadata (author names, affiliations, abstracts)
  • Editorial board member information
  • Journal policies and procedures

Legal Requirements

We may disclose personal data when required by law, court order, or regulatory authority.

International Data Transfers

Some of our service providers may be located outside the European Economic Area (EEA). When transferring data internationally, we ensure adequate protection through:

  • Adequacy Decisions: Transfers to countries with adequate data protection
  • Standard Contractual Clauses: EU-approved contract terms for data protection
  • Certification Schemes: Providers certified under recognized privacy frameworks

Data Retention

We retain personal data for the following periods:

Published Articles: Permanently (academic archival requirements) Manuscript Records: 7 years after final decision Review Reports: 5 years after review completion Editorial Correspondence: 5 years after last communication Website Analytics: 25 months (anonymized after 14 months) User Accounts: Until account deletion requested

Your Rights Under GDPR

As a data subject, you have the following rights:

Access (Article 15)

Request copies of your personal data and information about how it is processed.

Rectification (Article 16)

Request correction of inaccurate or incomplete personal data.

Erasure (Article 17)

Request deletion of your personal data under certain circumstances (subject to academic archival requirements).

Restriction (Article 18)

Request limitation of processing under specific conditions.

Data Portability (Article 20)

Request transfer of your data in a structured, machine-readable format.

Objection (Article 21)

Object to processing based on legitimate interests or for direct marketing purposes.

Withdrawal of Consent

Withdraw consent for processing where consent is the legal basis.

Exercising Your Rights

To exercise your privacy rights, contact us at: Email: privacy@scriptamechanica.it Subject Line: "Privacy Rights Request - [Your Name]"

Please include:

  • Clear description of your request
  • Proof of identity (for security purposes)
  • Specific data or processing activities concerned

We will respond to valid requests within one month of receipt.

Data Security

We implement appropriate technical and organizational measures to protect personal data:

Technical Measures:

  • SSL/TLS encryption for data transmission
  • Secure hosting infrastructure with regular security updates
  • Access controls and authentication systems
  • Regular data backups with encryption

Organizational Measures:

  • Staff training on data protection principles
  • Confidentiality agreements with service providers
  • Regular review of data processing activities
  • Incident response procedures

Cookies and Tracking Technologies

Our website uses cookies and similar technologies. For detailed information, please see our separate Cookie Policy. Essential cookies are necessary for website functionality, while optional cookies enhance user experience and provide analytics.

Special Considerations for Academic Publishing

Research Data

When processing research data contained in manuscripts, we follow academic publishing standards and may be required to retain information for extended periods to ensure research integrity and reproducibility.

Editorial Independence

Editorial decisions are made independently based on scientific merit. Personal data processing for editorial purposes is conducted in accordance with established academic publishing practices.

Author Visibility

Published authors' names and affiliations become part of the permanent scholarly record and may be indexed by academic databases and search engines.

Changes to This Privacy Statement

We may update this Privacy Statement periodically to reflect changes in our practices or applicable law. Significant changes will be communicated through:

  • Prominent notice on our website
  • Email notification to registered users
  • Updated version date at the bottom of this statement

Contact Information

For privacy-related questions or concerns:

Privacy Officer: [Name] Email: privacy@scriptamechanica.it Postal Address: [AIAS-ETS registered address]

For general journal inquiries: Email: info@scriptamechanica.it

Supervisory Authority

If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection supervisory authority.

For Italian residents: Garante per la Protezione dei Dati Personali Website: www.gpdp.it Email: garante@gpdp.it

Last Updated: 03/06/2025 Next Review: 02/06/2026

This Privacy Statement complies with the EU General Data Protection Regulation (GDPR) and applicable Italian data protection laws.