Effective date: 1 January 2024
Last updated: 1 January 2024
Website: technicalreport.org
Technical Report Press (TRP, “we,” “us,” or “our”) is a diamond open access publisher based in Poland. TRP is committed to protecting the privacy and personal data of individuals who interact with its website, journals, publishing services, manuscript submission systems, editorial workflows, and communication channels.
This Privacy Policy explains what personal data TRP may collect, how such data are processed, the purposes and legal bases for processing, with whom data may be shared, how long data are retained, and what rights individuals may exercise in relation to their personal data.
This policy has been prepared in accordance with the European Union General Data Protection Regulation (GDPR) and applicable Polish data protection requirements. TRP seeks to apply internationally recognized standards of privacy protection in all relevant data-processing activities. The applicability of specific GDPR provisions may depend on the location of the data subject, the nature of the interaction with TRP, and the relevant legal context.
1. Scope
1.1 Data Controller and Contact Information
For the purposes of the GDPR, Technical Report Press (TRP) acts as the data controller for personal data processed through its website and publishing services.
Controller: Technical Report Press (TRP)
Address: Al. Tadeusza Kościuszki , 90‑441 Łódź and Via Festa del Perdono 7, Milano, Italy, 20122
General contact: info@technicalreport.org
Privacy contact: privacy@technicalreport.org
Data Protection Officer/Representative: Naveed Ahmed
DPO contact: dpo@technicalreport.org
1.2 Scope of this Policy
This Privacy Policy applies to the use of technicalreport.org and related TRP publishing activities, including, where applicable:
- journal and publisher webpages;
- manuscript submission and peer-review workflows;
- editorial correspondence and decision-making;
- production, publication, and dissemination activities;
- indexing, abstracting, archiving, and metadata distribution;
- communications with authors, reviewers, editors, editorial board members, readers, and other users.
1.3 Definition of Personal Data
“Personal data” means any information relating to an identified or identifiable natural person. This may include, but is not limited to, name, email address, institutional affiliation, professional role, contact details, manuscript-related information, reviewer reports, correspondence, and online identifiers such as IP addresses.
2. Automatic Data Collection
2.1 Server Log Data
When users visit the TRP website, certain technical information may be collected automatically by our servers. This may include:
- IP address of the device used to access the website;
- referring page or referrer URL;
- date and time of access;
- pages, files, or resources requested;
- browser type and version;
- device type, operating system, and basic technical settings;
- approximate duration of website activity.
2.2 Purposes of Server Log Processing
Server log data are processed for the following purposes:
- to provide a stable and functional website;
- to maintain website security and prevent misuse;
- to monitor technical performance and troubleshoot errors;
- to investigate security incidents or abusive activity;
- to generate basic, generally aggregated, website usage statistics.
TRP does not use server log data to create detailed individual profiles. Log data are not combined with unrelated data sources for identification purposes, except where necessary for security, legal compliance, or investigation of misuse.
2.3 Legal Basis for Processing
Where the GDPR applies, the legal bases for processing server log data are:
- TRP’s legitimate interests in operating, securing, maintaining, and improving its website under Article 6(1)(f) GDPR;
- performance of a contract or steps prior to entering into a contract under Article 6(1)(b) GDPR, where the website visit is connected to the delivery of requested publishing services.
2.4 Retention of Server Logs
Unless longer retention is required for security investigations, legal obligations, or dispute resolution, TRP generally retains server log data for up to 24 months for IT security, audit, and system integrity purposes.
3. Cookies and Similar Technologies
3.1 Use of Cookies
Cookies are small text files placed on a user’s device when visiting a website. They allow the website to recognize a browser, support essential functionality, remember certain preferences, and, where applicable, support analytics or other optional features.
3.2 Cookie Consent and User Choices
Where legally required, TRP obtains user consent before placing non-essential cookies. Users may be offered options to:
- accept all cookies;
- reject non-essential cookies;
- select specific categories of cookies, such as preference, analytics, or marketing cookies, where applicable.
Users may change their cookie preferences at any time through the cookie settings tool or cookie banner, where such functionality is available.
3.3 Categories of Cookies
TRP may use the following categories of cookies:
- Essential cookies: necessary for core website functionality, security, and service delivery.
Legal basis: legitimate interests under Article 6(1)(f) GDPR and/or legal obligations under Article 6(1)(c) GDPR where applicable. - Preference cookies: used to remember user-selected settings, such as language or display preferences.
Legal basis: consent under Article 6(1)(a) GDPR where required. - Analytics or statistics cookies: used to understand how the website is accessed and used, and to improve website functionality and performance.
Legal basis: consent under Article 6(1)(a) GDPR where required. - Marketing cookies: used only if TRP implements optional marketing or advertising functions.
Legal basis: consent under Article 6(1)(a) GDPR where required.
3.4 Cookie Duration
Session cookies are deleted when the browser is closed. Persistent cookies remain on the device until they expire or are deleted by the user. Specific cookie durations may be provided in the cookie settings tool where available.
3.5 Analytics Tools
TRP may use privacy-conscious analytics tools, including self-hosted analytics solutions, to assess website performance and usage. If analytics cookies are used, TRP relies on consent where required and applies appropriate privacy measures, such as IP masking or pseudonymization where available.
4. Data Provided Voluntarily
4.1 Contact and Correspondence
When users contact TRP by email, website form, or other communication channels, TRP may process the information provided, including name, email address, affiliation, subject matter, message content, and any attachments submitted.
Such data are processed to respond to inquiries, manage correspondence, provide requested information, and maintain appropriate communication records.
Legal bases may include:
- performance of a contract or pre-contractual steps under Article 6(1)(b) GDPR;
- legitimate interests in responding to communications and managing publishing operations under Article 6(1)(f) GDPR.
Contact messages are retained only for as long as necessary to resolve the matter, maintain appropriate records, and comply with legal or administrative requirements.
4.2 Author, Reviewer, and Editor Information
When an individual submits a manuscript, agrees to review a manuscript, serves as an editor, or participates in the editorial process, TRP may process:
- name and contact details;
- institutional affiliation and professional role;
- areas of expertise and academic profile information;
- manuscript files, title, abstract, keywords, and metadata;
- reviewer reports and editorial comments;
- editorial decisions and correspondence;
- declarations relating to funding, conflicts of interest, ethics approval, authorship, and research integrity.
Legal bases may include:
- performance of a contract or steps requested by the data subject under Article 6(1)(b) GDPR;
- legitimate interests in maintaining a trustworthy, transparent, and effective scholarly publishing process under Article 6(1)(f) GDPR;
- legal obligations under Article 6(1)(c) GDPR where applicable.
4.3 Newsletters and Announcements
Where TRP offers newsletters, alerts, or announcements, users may subscribe voluntarily. Where required, TRP may use a confirmation mechanism such as double opt-in.
Users may unsubscribe at any time by using the unsubscribe link provided in the email or by contacting TRP directly.
Legal basis: consent under Article 6(1)(a) GDPR.
5. Sharing of Personal Data
5.1 Service Providers and Processors
TRP may use trusted third-party service providers to support website operation, manuscript processing, editorial workflows, production, communication, and publication services. Such providers process personal data only on TRP’s instructions and under appropriate contractual safeguards in accordance with Article 28 GDPR.
Service providers may include:
- website hosting providers;
- email delivery and communication services;
- manuscript management or editorial workflow systems;
- copyediting, typesetting, and production support services;
- security, backup, and anti-spam services;
- analytics providers, where enabled and consented to where required.
5.2 Publishing, Indexing, and Archiving Services
To ensure the dissemination, discoverability, citation, preservation, and integrity of published research, TRP may share article metadata, and where appropriate full-text content, with:
- indexing and abstracting services;
- institutional and subject repositories;
- digital preservation and archiving services;
- DOI registration agencies, where applicable;
- library discovery services;
- bibliographic databases and scholarly metadata platforms.
Such processing forms part of the normal operation of scholarly publishing and the maintenance of the scholarly record.
5.3 Legal, Ethical, and Safety Disclosures
TRP may disclose personal data where required by law, court order, regulatory authority, or other legal process. TRP may also disclose data where necessary to protect rights, safety, website security, editorial integrity, or the integrity of the scholarly record, including in cases of suspected research or publication misconduct.
5.4 International Data Transfers
Where personal data are transferred outside the European Economic Area (EEA), TRP will ensure that an appropriate transfer mechanism is in place, such as:
- an adequacy decision issued by the European Commission;
- EU Standard Contractual Clauses;
- other safeguards permitted under Articles 44–50 GDPR.
6. Data Retention
TRP retains personal data only for as long as necessary for the purposes for which they were collected, unless a longer retention period is required for legal, ethical, security, archival, or research-integrity reasons.
Typical retention periods include:
- Website and server logs: generally retained for up to 24 months, unless longer retention is required for security investigations or legal obligations.
- Contact inquiries: retained until the inquiry has been resolved, and thereafter only as necessary for administrative, legal, or record-keeping purposes.
- Editorial and peer-review records: retained for several years or longer where necessary to support audit trails, editorial accountability, appeals, disputes, or research-integrity investigations.
- Published articles and essential publication metadata: retained indefinitely as part of the permanent scholarly record.
- Accounting or legally required records: retained for the period required under applicable law.
7. Rights of Data Subjects
Where the GDPR applies, individuals may have the following rights in relation to their personal data:
- the right of access;
- the right to rectification of inaccurate or incomplete data;
- the right to erasure in certain circumstances;
- the right to restriction of processing in certain circumstances;
- the right to object to processing based on legitimate interests;
- the right to data portability, where applicable;
- the right to withdraw consent at any time where processing is based on consent;
- the right to lodge a complaint with a supervisory authority.
Requests may be submitted to:
Privacy contact: privacy@technicalreport.org
DPO/Representative: Naveed Ahmed, dpo@technicalreport.org
Note on Published Research
Published articles and associated metadata form part of the permanent scholarly record. For this reason, requests to remove or alter published author details may be limited. Where correction is justified, TRP will generally address such matters through formal corrections, notices, or updates rather than removal of the publication record.
Individuals may also lodge a complaint with the Polish supervisory authority:
UODO — Urząd Ochrony Danych Osobowych.
8. Security
TRP applies reasonable technical and organizational measures to protect personal data against unauthorized access, disclosure, alteration, loss, destruction, or misuse.
Such measures may include:
- access controls;
- secure hosting practices;
- encrypted connections through HTTPS;
- backups and recovery procedures;
- security monitoring;
- restricted access to editorial and administrative systems.
Although TRP takes appropriate steps to protect personal data, no electronic system or online transmission can be guaranteed to be completely secure.
If TRP becomes aware of a personal data breach that creates a risk to individuals, it will take appropriate mitigation measures and provide notifications where required by applicable law.
9. Children’s Privacy
TRP does not knowingly collect personal data from children through general website features.
Where manuscripts involve minors as research participants, authors are responsible for complying with all applicable ethical requirements, including institutional approval, guardian or parental consent where required, informed assent where appropriate, and protection of participant privacy.
10. External Links
The TRP website may contain links to third-party websites, including indexing services, repositories, databases, partner institutions, or external resources. TRP is not responsible for the privacy practices, data handling, content, or security of third-party websites. Users should review the privacy policies of external websites separately.
11. Automated Decision-Making
TRP does not make editorial or publication decisions solely through automated processing.
Automated or semi-automated tools may be used to support website security, spam prevention, plagiarism or similarity screening, metadata processing, or administrative workflows. However, editorial and publication decisions remain subject to human editorial judgment.
12. Changes to this Privacy Policy
TRP may update this Privacy Policy from time to time to reflect changes in legal requirements, publishing practices, website functionality, or data-processing activities.
The current version will be made available on technicalreport.org, and the “Last updated” date will be revised accordingly. Continued use of the website after publication of an updated policy constitutes acknowledgment of the revised policy.
13. Contact Information
Technical Report Press (TRP)
Address: Al. Tadeusza Kościuszki , 90‑441 Łódź and Via Festa del Perdono 7, Milano, Italy, 20122
Website: technicalreport.org
General contact: info@technicalreport.org
Privacy contact: privacy@technicalreport.org
Data Protection Officer/Representative: Naveed Ahmed
DPO contact: dpo@technicalreport.org