Privacy Statement
The University of Zululand (UNIZULU) is dedicated to promoting open access publishing while ensuring the protection of personal information collected through its UNIZULU Open Journals platform. This privacy statement outlines how personal data is collected, used, and safeguarded when authors, reviewers, editors, and readers engage with the platform. The statement adheres to the principles of academic integrity, transparency, and accountability, and ensures compliance with the Protection of Personal Information Act (POPIA) 4 of 2013, along with other pertinent data protection regulations.
1. Scope
This statement applies to all journals published and managed by UNIZULU through the Open Journal Service. It governs the handling of information provided by authors submitting manuscripts, reviewers participating in the peer review process, editors managing submissions, and readers accessing the journal content. This statement does not cover external websites linked to UNIZULU Open Journals or journals hosted elsewhere.
2. Information We Collect
The platform collects personal information necessary for scholarly publishing. This includes registration details, submission data, review and editorial information, as well as technical data that is automatically generated by OJS. Additionally, optional information, such as ORCID IDs, biographical statements, or funding details, can be provided voluntarily.
3. How We Use Personal Information
Personal information is used solely for the purpose of managing and publishing scholarly work. This includes facilitating article submissions, conducting peer reviews, and handling editorial communications. It is also used for publishing accepted articles, generating anonymized usage reports, maintaining system security, and complying with institutional or legal obligations.
4. Disclosure of Information
Personal information is only accessible to authorized users, who typically include editors, reviewers, and system administrators, as needed for their specific roles within the publishing process. This information may be shared with indexing and abstracting services to enhance journal visibility, technical service providers that support OJS hosting, or regulatory authorities when required by law.
5. Data Retention
UNIZULU keeps user and submission data as long as needed to maintain the scholarly record. Authors and reviewers can request the deletion of inactive accounts by contacting the platform administrator. Published articles and their metadata are part of the permanent record.
6. Cookies and Analytics
The OJS platform utilizes cookies to manage sessions and collect anonymized data on site usage. Cookies do not contain personal information and can be disabled in the browser, although this may impact functionality. Aggregated analytics are employed to enhance performance.
7. Data Security and Administration
The UNIZULU Library, through the Digital Services Unit, manages the platform and implements suitable technical and organizational measures to safeguard personal data. Access to administrative functions is limited to authorized personnel.
8. User Rights
In accordance with the Protection of Personal Information Act (POPIA), users have the right to access their personal data, request corrections, withdraw consent for non-essential processing, and file complaints with the Deputy Information Officer at UNIZULU, who is the University Registrar, or with the Information Regulator of South Africa.
9. International Data Transfers
When journals involve editors, reviewers, or collaborators outside of South Africa, personal data may be transferred internationally for the purposes of scholarly publishing. UNIZULU ensures that these transfers occur with appropriate safeguards and in compliance with POPIA.
10. Changes to This Statement
This Privacy statement will be updated every two years to reflect institutional, legal, or technical changes. The most recent revision date will be shown at the end of the statement.
11. Contact Information
For privacy-related queries or data requests, please contact:
UNIZULU Open Journals Administrator
University of Zululand Library
Private Bag X1001, KwaDlangezwa, 3886
Email: openjournals@unizulu.ac.za
Effective Date: 01 October 2025
