Privacy Policy

1. Scope and Controller Information

This Privacy Policy applies to personal data processed through the AAFT Journal of Media and Arts website and related digital publishing services operated by or on behalf of Malhotra Publishing House.

Depending on the context, Malhotra Publishing House may act as the data controller, or may determine processing jointly with editorial, journal, platform, or service partners involved in publishing, communication, hosting, or infrastructure functions.

2. Categories of Personal Data We May Collect

We may collect personal data necessary for publishing operations, editorial administration, communications, user support, analytics, platform security, and legitimate business or compliance functions.

• Name, title, institutional affiliation, role, and professional profile details
• Email address, telephone number, mailing or business contact information where provided
• Account identifiers, login-related information, and user preferences
• Submission, editorial, reviewer, author, and publication metadata
• Communications sent to or from editorial, support, or publisher contacts
• Technical data such as IP address, browser type, device information, usage logs, and timestamps
• Newsletter preferences, consent records, and unsubscribe records where applicable

3. Sources of Personal Data

We may collect personal data directly from you, from your institution, through author or reviewer workflows, from account registration or support interactions, from website usage, from cookies or similar technologies where permitted, and from trusted service providers or publishing infrastructure partners.

4. Purposes of Processing

We process personal data only where reasonably necessary for legitimate publishing, editorial, administrative, security, technical, legal, or communications purposes.

• Operating journal websites, article pages, archives, and platform services
• Managing editorial workflows, peer review, and publication administration
• Communicating with authors, editors, reviewers, readers, institutions, and subscribers
• Maintaining publication records, identifiers, and metadata integrity
• Providing customer support and responding to enquiries
• Improving website usability, performance, accessibility, and service reliability
• Protecting security, preventing misuse, and enforcing policies
• Sending newsletters or service communications where permitted
• Meeting contractual, legal, regulatory, and recordkeeping obligations

5. Legal Bases for Processing

Where applicable under relevant data protection laws, we may rely on legal bases including performance of a contract, legitimate interests, compliance with legal obligations, protection of rights or security, and consent where required.

Where processing is based on consent, you may withdraw consent at any time for future processing.

6. Cookies, Analytics, and Similar Technologies

We may use cookies, server logs, analytics tools, and related technologies to maintain functionality, understand usage, improve performance, support accessibility, prevent abuse, and enhance service quality.

Where required by law, non-essential cookies are used only after obtaining consent. Additional details may be provided in a Cookie Policy.

7. How We Share Information

We do not sell personal data. Information may be shared where necessary for publishing operations or legal obligations.

• Editorial teams and authorized publishing personnel
• Hosting, infrastructure, and technical service providers
• Indexing, DOI registration, archiving, and discoverability services
• Professional advisers, auditors, regulators, courts, or law enforcement where required
• Successors or counterparties in case of lawful organizational restructuring

8. International Data Transfers

Scholarly publishing may involve international services; therefore, personal data may be processed across jurisdictions. Appropriate safeguards are applied where required.

9. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this Policy, including editorial recordkeeping, legal compliance, dispute resolution, and security.

Publication-related data may be retained longer to preserve the scholarly record and ensure citation integrity.

10. Security Measures

We implement reasonable technical, organizational, and administrative safeguards to protect personal data.

However, no online system can guarantee absolute security, and users are responsible for safeguarding their account credentials.

11. Your Rights

Subject to applicable law, you may have rights to:

• Access, correct, or update your personal data
• Request deletion or restriction of processing
• Object to certain types of processing
• Request data portability
• Withdraw consent where applicable
• Lodge complaints with a regulatory authority

12. Marketing Communications and Newsletter Preferences

Users may manage subscription preferences or unsubscribe using links provided in communications.

Essential service-related communications may still be sent where necessary.

13. Children’s Privacy

This journal is intended for academic and professional audiences. We do not knowingly collect personal data from children in a manner requiring parental consent unless permitted by law.

14. Third-Party Services and External Links

Our website may contain links to external platforms or services. These operate under their own privacy policies, and we are not responsible for their practices.

15. Changes to This Policy

We may update this Privacy Policy periodically. Revised versions will be posted with an updated effective date.