Confidentiality and Ethics
ISSN: 2641-5013 | Publisher: Heighten Sciences Publication Incorporation | Compliance: COPE • ICMJE • WAME • GDPR
1. Overview
The International Journal of Clinical Virology (IJCV) recognizes confidentiality as a cornerstone of ethical editorial conduct. Editors are entrusted with sensitive information during the review and publication process, and it is their responsibility to ensure this information is handled securely, impartially, and transparently.
2. Editorial Confidentiality Policy
- All submitted manuscripts and accompanying materials must be treated as confidential.
- Information about submissions should not be shared with anyone except authorized individuals directly involved in the editorial process (reviewers, associate editors, or editorial staff).
- Editors must ensure that manuscripts are stored in secure systems with restricted access and data encryption.
3. Reviewer and Author Anonymity
IJCV follows a double-blind peer-review process, meaning that both author and reviewer identities are concealed. Editors must protect the anonymity of both parties and prevent any information leaks that could compromise the integrity of the review.
4. Data Protection and GDPR Compliance
Editors must handle personal and institutional data in accordance with GDPR and international privacy laws. The following principles apply:
- Data must be collected and processed only for legitimate editorial purposes.
- Editors must not retain unnecessary personal data once the editorial process concludes.
- Authors may request correction or deletion of personal data as permitted by law.
5. Conflicts of Interest
Editors must declare potential conflicts of interest and recuse themselves from handling manuscripts where impartiality could be questioned. Conflicts include personal relationships, financial interests, or recent collaborations with authors.
6. Secure Communication
- Editors must use official journal communication channels for all editorial correspondence.
- Confidential data, reviewer reports, and author identities should never be shared through unsecured or personal email systems.
- Digital communication should employ encryption whenever possible to safeguard sensitive content.
7. Editorial Decision Ethics
Editorial decisions must be based solely on the academic value, clarity, and originality of manuscripts. Editors must avoid coercive citation practices or preferential treatment and must not exploit privileged information for personal or professional gain.
8. Handling Research Misconduct Confidentially
If misconduct is suspected, editors must follow COPE flowcharts for investigation while ensuring confidentiality. Allegations should be verified through proper documentation and treated with discretion until resolution.
9. Confidential Use of Unpublished Material
Editors must never use or share unpublished data, findings, or ideas from submitted manuscripts for their personal research or any other purpose. This includes forwarding materials to colleagues without explicit permission from the corresponding author or the Editor-in-Chief.
10. Professional Conduct
Editors must conduct themselves professionally, avoiding any form of discrimination, harassment, or inappropriate behavior toward authors, reviewers, or staff. Communication should always be respectful and aligned with academic decorum.
11. Record Keeping
Editors must maintain secure records of editorial correspondence, peer-review reports, and decision letters. These records should be preserved for at least three years for accountability, audits, or post-publication investigations.
12. Handling Complaints and Appeals
All complaints must be treated confidentially and resolved according to COPE and journal procedures. Appeals should be handled objectively, with a commitment to fairness, and without retaliation against the complainant.
13. Ethical Oversight for Sensitive Submissions
Editors must take extra precautions when handling manuscripts involving patient data, proprietary technology, or classified information. Data sharing must comply with institutional and legal regulations, and informed consent must be confirmed before publication.
14. Transparency and Accountability
Editors are accountable for ensuring transparency in decisions while maintaining confidentiality. All editorial communications and decisions should be traceable in the OJS system for audit and verification.
15. Post-Publication Confidentiality
Even after publication, editors must protect reviewer identities and maintain confidentiality about editorial discussions. Any data used during peer review remains confidential unless otherwise approved for public release.
16. Use of AI and Automation Tools
Editors may employ AI-assisted systems for grammar checking, plagiarism detection, or reviewer recommendations. However, confidential content must never be shared with third-party AI tools that store or train on user data.
17. Disciplinary Actions for Breach of Confidentiality
Any breach of editorial confidentiality or ethical standards may result in disciplinary actions including removal from the editorial board, institutional reporting, and retraction of affected articles. Severe cases may be escalated to COPE for investigation.
18. Reference and Resources
19. Contact
For Editorial Confidentiality Queries
Email: [email protected]
Website: https://www.clinvirologyjournal.com/