Privacy and Confidentiality

Journal of Global Trends in Social Science applies this privacy and confidentiality policy from 15 September 2026. Jandoo Press Co., Ltd., 1-53-13, Nishigahara, Kita-ku, Tokyo 114-0024, Japan, is responsible for administering the journal. The Privacy Officer receives requests at jgtssprivacy@jandoopress.com. Public scholarly attribution is handled separately from confidential submission, review, research-evidence and financial records.

Information collected and stated purposes

Information may include author and reviewer names, affiliations, identifiers, contact details, manuscript files, declarations, review reports, editorial correspondence and necessary invoice information. Public author names, affiliations and scholarly metadata are released as part of publication. Personal telephone numbers, unpublished email exchanges, reviewer identities under anonymous review and hardship evidence are not included in the public article simply because they are held in the system.

The journal uses information only for stated scholarly, administrative, integrity and lawful purposes. Authors should avoid placing patient records, participant contact details, complete consent forms or unnecessary identifying field data in ordinary manuscript uploads. When sensitive evidence is required, the editor agrees an appropriate secure route and requests the minimum information needed for assessment.

Editorial access and separation of records

The managing editor grants access by assignment and excludes conflicted handlers. Reviewers receive the material needed for the stated anonymous review model and no reduction or payment evidence. Professional names and publication metadata are distributed for the scholarly record; unpublished email exchanges and participant details are not included merely because they exist in the account.

Verification of an institutional discount uses the minimum affiliation evidence. JGTSS’s institutional partnership does not give the partner access to manuscripts, review identities or hardship documents. Optional marketing is kept separate from editorial contact and can be declined without affecting assessment.

Sensitive research and confidential verification

Social-media quotations, neighbourhood descriptions, interview extracts and combinations of demographic variables can identify a person even when a name is removed. Authors assess those risks and the relevant permissions before submission. Where verification is necessary, the editor first specifies a redacted extract or controlled inspection route, the authorised viewers and the period of access.

Unpublished work and private participant or reviewer information must not be uploaded to an unapproved AI or external analysis service. Integrity enquiries may require proportionate disclosure to an institution or other responsible recipient; the editor records the purpose, necessity and information shared rather than circulating the entire file.

Necessary recipients and international arrangements

JGTSS’s website uses Amazon Web Services hosting. Turnitin receives English text for the journal’s stated similarity and AI-writing checks. Mainland China payments use domestic bank transfer, while PayPal handles the route offered to authors elsewhere. The PKP Preservation Network receives eligible released scholarly material; this preservation role does not authorize public transfer of confidential submissions.

Editors, invited reviewers and authorised production personnel receive only the information needed for their tasks and must protect its confidentiality. Financial staff receive necessary invoicing or eligibility information, not unrestricted research evidence. Particular care applies to interviews, searchable social-media quotations and participant affiliations. Public articles and approved metadata may be distributed to identifier, preservation and discovery services; unpublished files are not thereby authorised for open distribution.

Before a confidential file is sent to a new recipient or service, the Privacy Officer must document the purpose, necessity, access and applicable cross-border-transfer conditions. Service terms and settings must address confidentiality, allowed use, retention, deletion and incident reporting. Processing may take place outside Japan according to the selected arrangement. The officer provides required information about the relevant recipient or transfer and ensures any legally required consent or other condition is satisfied before disclosure.

Retention removal and restricted recovery copies

The adopted schedule keeps declined or withdrawn submission files for three years after final closure, accepted review and decision files for ten years after publication, routine correspondence for two years after resolution, and ordinary access logs for twelve months. Public articles, bibliographic records, licences and status notices form a permanent scholarly record, subject to lawful removal and appropriate corrections. These are publisher operating periods, not a claim that one law prescribes the same periods for every record.

Necessary corporate accounting records are retained for the applicable Japanese statutory period: ordinarily seven years from the day after the return filing deadline for the relevant business year, with a ten-year period where the applicable loss-related rule requires it. The Finance Officer records the trigger and any justified additional legal obligation. Unnecessary source evidence for a reduction is removed within 90 days after the final determination or a timely appeal; a minimal eligibility and amount record is retained with the appropriate finance record. Monthly expiry reviews remove or irreversibly anonymise unneeded active records. A legal or integrity hold must identify its reason, scope, owner and review date.

Restricted recovery copies must follow the adopted rotation of 30 daily and 12 monthly versions. They are not used to revive information removed from active systems; restoration reapplies the deletion and restriction log before access resumes. Any earlier legally required removal is addressed separately. Inactive accounts and reviewer listings are reviewed annually, with a 24-month inactivity check and 30-day notice before unnecessary fields are removed.

Individual requests and incident reports

Send requests for purpose information, access, correction, appropriate cessation/deletion or relevant transfer records to jgtssprivacy@jandoopress.com, identifying JGTSS and the record where possible. The privacy lead verifies identity proportionately, normally acknowledges within five working days and acts without undue delay, with an ordinary response target of 30 calendar days. The target does not postpone an earlier legal duty. A delay or limitation is explained; requests are ordinarily handled without a fee.

Deleting an account and changing the public scholarly record are considered separately. The office handles sensitive author-name changes with care and does not treat permanent publication as a blanket refusal of privacy concerns. Suspected misdirected files, unauthorised access or disclosure should be reported immediately to the same address. Staff contain the issue, assess required notices and reporting, and keep a documented response.

Required safeguards and service responsibilities

Technical Support must provide individual administrative accounts, minimum necessary permissions, strong authentication and multifactor protection for privileged roles where the system supports it. Transfers of confidential manuscripts and field evidence require encryption; stored copies, devices and exports require suitable protection, updates and controlled access. Departing or reassigned staff lose unnecessary permissions promptly. AWS protects its cloud infrastructure, while the publisher remains accountable for the application, configuration and data under its control.

Essential cookies and security functions must have an accurate purpose notice. Optional analytics or marketing technologies require prior notice and any applicable consent before activation. Editorial or reviewer participation must not depend on accepting promotion. Sensitive participant material should remain with its responsible custodian whenever adequate assessment can use a redacted extract; necessary inspection has defined recipients, access limits and deletion arrangements.

The Privacy Officer must maintain service and transfer records and review access, export, incident and deletion logs with the relevant custodians. Individual requests use the response route and timetable specified in this policy. Control records must identify the arrangements and actions actually implemented, including any failure that requires correction.

Last updated: 16 September 2026