Privacy and Confidentiality

This policy explains how Clinical Medicine and Pharmacology handles personal information and confidential clinical publishing records from 15 September 2026. Jandoo Press Co., Ltd., 1-53-13, Nishigahara, Kita-ku, Tokyo 114-0024, Japan, administers the journal. The Privacy Officer is responsible for requests sent to cmpprivacy@jandoopress.com. Intended public author attribution is distinct from patient evidence, private review and financial information.

Information needed for a clinical publication

The office receives authors’ names, professional affiliations, contact details, contributions, reviewer information, manuscript files and case correspondence. Invoice and assistance records support payment administration. The stated purposes are to assess and communicate about submissions, arrange competent review, prepare agreed publication metadata, provide the publication service and resolve concerns. Author details designated for the article become public; a hardship application, confidential report or patient record does not.

Access is allocated by task. Assigned reviewers receive the evidence needed for assessment under the anonymous-review model. Finance receives necessary billing or eligibility material rather than unrestricted patient evidence. An editor with a relevant conflict is excluded from the file. A hospital, clinical institution or future partner does not obtain review access by supporting a study or receiving a discount.

Protecting patient and consent evidence

Authors must consider identification through rare diagnoses, dates, images, pedigrees and linked datasets as well as names. Identifiable publication requires suitable permission; consent to treatment or participation does not automatically permit an open article. Complete clinical charts and direct identifiers are not routine submission requirements. The editor asks only for evidence necessary to verify approval, consent or integrity.

Original signed consent and medical records ordinarily remain securely with the responsible institution. CMP prefers a confirmation or redacted evidence; if direct inspection is essential, the editor agrees a restricted route, authorised viewers and removal timing before transfer. Private verification documents do not become article supplements or preservation packages. Reviewers cannot share a file with an unapproved assistant, appropriate unpublished findings, or place confidential clinical material in an unapproved generative-AI service.

Services and recipients

The website is hosted on Amazon Web Services infrastructure. English manuscript text is processed through Turnitin for the stated similarity and AI-writing checks. PayPal serves authors paying from outside mainland China; mainland-China payments use domestic bank transfer. PKP PN receives eligible published preservation material. The public scholarly record may also be supplied to identifier and discovery services.

Editors, invited reviewers and authorised production personnel are bound to use only the information their assignments require. A permitted integrity or legal disclosure must be limited and documented. Before any new confidential transfer, the publisher assesses the recipient, purpose, access arrangements and applicable overseas-transfer conditions. Service terms and settings must address confidentiality, permitted use, retention, deletion and incidents.

Hosting and processing locations depend on the selected service configuration. The publisher’s Tokyo address does not mean every recipient or server is in Japan. The Privacy Officer supplies the required information about a particular transfer or individual request. Any legally required consent or other transfer condition must be addressed before the disclosure; public distribution of an article is not authority to distribute its private consent evidence.

Retention of the case and financial record

A declined or withdrawn submission file is retained for three years from final closure. The accepted review and decision file is retained for ten years from publication. Ordinary enquiries are retained for two years after resolution, and routine access logs for twelve months. Articles, approved metadata, licences and linked notices remain a permanent public record, subject to lawful removal and proportionate correction. Association with an article does not make private patient evidence permanently public.

Necessary corporate accounting records follow Japan’s applicable statutory rule: ordinarily seven years beginning on the day after the relevant business-year return filing deadline, or ten years when the applicable loss-related rule requires that period. Finance records the trigger and any justified additional duty. Unnecessary reduction-evidence copies are removed within 90 days after the final decision or resolution of a timely appeal. A minimal decision record remains under the applicable financial schedule.

Staff review expiry monthly and remove or irreversibly anonymise information no longer needed. A legal or investigation hold must identify the material, reason, responsible person and next review; it cannot indefinitely retain every patient-related file. Account and reviewer-list details are reviewed annually. After 24 months of inactivity, the office gives 30 days’ notice before removing unnecessary account information.

Safeguards and recoverable systems

Technical Support must use individual administrative accounts, least-privilege permissions, strong authentication and multifactor authentication for privileged access where supported. Confidential transfers require encryption, protected storage, secure working devices and restricted local copies. Software updates and removal of access when a role ends are assigned responsibilities. AWS infrastructure safeguards do not replace the publisher’s duties for its application, users and selected settings.

Recovery copies are limited to restoration and rotate through 30 daily and 12 monthly versions. Before reopening a restored system, staff reapply recorded removals and access restrictions and consider any earlier legally applicable erasure requirement. The Privacy Officer maintains actual recipient and transfer records; Technical Support records configurations, completed access reviews and dated test results, with an owner and resolution date for identified failures.

Requests incidents and optional tracking

To request information, access, correction, applicable deletion or cessation, or transfer details, contact cmpprivacy@jandoopress.com and identify the manuscript, article or account. Identity checks are proportionate to the request. The office aims to acknowledge within five working days and respond within 30 calendar days, acts without undue delay and follows an earlier legal deadline when required. It explains a justified delay or limitation; the ordinary procedure has no fee. Account deletion is distinct from changes to published authorship, including sensitive name updates.

Report exposed patient information, misdirected documents or compromised access immediately. Responsible staff contain exposure, assess the affected information and notification duties, and document remediation without waiting for a complete investigation before protective action. Necessary clinical or legal disclosure is confined to its purpose.

Optional analytics or marketing cookies require an appropriate explanation and any necessary consent before activation. Essential session and security functions must be described according to their actual use. An author or reviewer can reject optional promotion without affecting manuscript treatment. A public professional email is not unlimited marketing permission; Direct Marketing sets the source-record and opt-out rules.

Last updated: 17 September 2026