Privacy Statement
Journal Otium. Archaeology and Culture of the Ancient World
Privacy Notice pursuant to Articles 13 and 14 of Regulation (EU) 2016/679 (GDPR).
This privacy notice describes how personal data is processed in the context of the activities of the scientific journal Otium. Archaeology and Culture of the Ancient World, published as part of the institutional activities of the University of Perugia and accessible at https://otium.unipg.it.
This policy concerns the processing of personal data relating to authors, reviewers, members of the editorial and scientific bodies, users of the platform and visitors to the website.
1. Data Controller
The Data Controller is the University of Perugia, represented by the Rector pro tempore.
Registered office: Piazza Università, 1 – 06123 Perugia, Italy.
Telephone: +39 075 5851
Email: rettorato@unipg.it
The journal’s academic and editorial activities are carried out by authorised personnel, in accordance with their respective areas of expertise and within the framework of the publication’s organisation.
For information regarding the editorial management of the journal, please contact the editorial team via the institutional email address provided on the website’s contact page.
2. Data Protection Officer
The Data Protection Officer (DPO) of the University of Perugia can be contacted at the following details:
Email: rpd@unipg.it
Telephone: +39 075 5852192
Data subjects may contact the DPO for information regarding the processing of their personal data and to exercise the rights recognised by the GDPR.
3. Categories of personal data processed
The following categories of personal data may be processed in the course of the journal’s activities.
a) Identification and contact details
First name, surname, email address, institutional affiliation, any professional contact details and other information provided by the data subjects.
b) Scientific and professional data
Academic title, affiliated institution, disciplinary field, any scientific identifiers provided, and information relating to scientific output.
c) Data relating to accounts on the publishing platform
Username, email address, assigned role, profile information and technical data necessary for authentication and access management.
d) Data relating to editorial activities
Manuscripts, communications with authors, scientific evaluations, reviewers’ comments, editorial decisions and documentation relating to the publication of contributions.
e) Browsing data
The IT systems used to operate the website may collect technical information, such as IP addresses, the date and time of requests, resources accessed, browser information and any data relating to system errors.
This information is processed to enable the platform to function and to ensure its security.
4. Purposes and legal bases for processing
Personal data is processed for the following purposes:
a) Management of scientific and editorial activities
Receipt of submissions, preliminary screening, organisation of the peer review process, communications with authors and reviewers, adoption of editorial decisions and preparation of materials for publication.
b) Management of the publishing platform
Creation and administration of accounts, assignment of roles, management of authorisations and carrying out the activities necessary for publication.
c) Publication and dissemination of scientific output
Publication of articles, attribution of authorship, dissemination of bibliographic metadata, indexing and preservation of publications.
d) Website operation and security
Technical management of the platform, prevention of unauthorised access, detection of anomalies and protection of the integrity of IT systems.
e) Compliance with regulatory requirements and protection of rights
Compliance with the obligations laid down by applicable legislation, handling of requests from data subjects, and protection of the rights of the University and of those involved in publishing activities.
The main legal basis for the processing is Article 6(1)(e) of the GDPR, as the processing is necessary for the performance of tasks carried out in the public interest in connection with the institutional functions of the University of Perugia.
These functions include the promotion of scientific research, the dissemination of its results and the enhancement of cultural and scientific output, in accordance with the provisions of Law No. 240 of 30 December 2010 and the University’s Statutes.
For processing operations necessary to comply with specific regulatory obligations, Article 6(1)(c) of the GDPR applies.
5. Procedures for managing scientific contributions
Contributions intended for publication are received by the editorial team via the University of Perugia’s institutional email service.
Manuscripts and related correspondence are consulted and stored by authorised members of the editorial team as part of their academic and editorial activities.
Manuscripts and editorial communications are managed primarily via the institutional email system, without using the integrated peer-review system of the Open Journal Systems platform.
The OJS platform is used primarily for managing the publication of contributions and the associated bibliographic metadata.
Personal data contained in the materials received are processed for purposes related to evaluation, editorial management and scientific publication, as well as for any further applicable obligations.
6. Peer review and confidentiality
The journal adopts a double-blind peer review procedure (double-blind peer review).
Manuscripts are initially examined by the scientific and editorial bodies and, if deemed suitable, forwarded to two reviewers selected on the basis of their respective scientific expertise.
The procedure ensures mutual anonymity between authors and reviewers.
Manuscripts and reviews are transmitted and managed via institutional email.
Reviewers are required to comply with the confidentiality obligations set out in the journal’s Code of Ethics and must not disclose or use the information obtained for purposes other than scientific evaluation.
The identities of the reviewers are not disclosed to the authors as part of the standard peer-review process.
Information relating to unpublished manuscripts and scientific evaluations is accessible exclusively to those involved in editorial activities, within the limits of their respective responsibilities.
7. Publication of authors’ personal data
The journal publishes scientific articles under an Open Access model.
Publication entails the disclosure of the identifying and bibliographic data necessary for the correct attribution of scientific authorship.
In particular, published articles and their associated metadata may include:
- the authors’ first name and surname;
- institutional affiliation, where indicated;
- the email address provided by the author for academic correspondence;
- the title and content of the article;
- any scientific identifiers and further bibliographic information.
This data is made publicly available via the journal’s website and may be retrieved by bibliographic catalogues, search engines and scientific indexing services.
Articles are published under the Creative Commons CC BY licence adopted by the journal.
The publication of identifying and bibliographic data is intended to ensure the correct attribution of authorship, the dissemination of research findings and the long-term availability of publications.
8. Account management and access to the platform
The journal uses the Open Journal Systems (OJS) platform to manage its publishing activities.
Self-registration by users is not permitted.
The accounts required for editorial activities are created and administered by those authorised to manage the journal.
Access to restricted functions is granted exclusively to users with the necessary credentials and authorisations.
Accounts that are no longer required may be deactivated, without prejudice to the possible retention of personal data and editorial information in accordance with the applicable criteria.
Accessing articles published under Open Access does not require registration or authentication.
9. Editorial communications
The editorial team uses the University of Perugia’s institutional email service to communicate with authors, reviewers and other parties involved in academic activities.
Such communications include requests for review, the transmission of evaluations, requests for amendments, notifications of editorial decisions and information relating to publication.
The OJS platform is not used to send newsletters or regular promotional communications.
10. Recipients of personal data
Personal data is processed by authorised individuals within the journal’s organisation and the institutional activities of the University of Perugia.
These include members of the scientific and editorial bodies, editors and other individuals involved in publishing activities.
Data strictly necessary for scientific evaluation may be disclosed to the appointed reviewers, in accordance with the double-blind review procedure.
Data may also be processed by IT and telecommunications service providers used by the University to manage the platform and editorial communications, in accordance with their respective roles and the conditions laid down by applicable legislation.
Where the conditions are met, these parties are designated as data processors pursuant to Article 28 of the GDPR.
Authors’ identifying and bibliographic data are made publicly available within the limits and for the purposes set out in this privacy notice.
Data may be disclosed to public authorities and other parties in the cases provided for by law.
11. IT services and international transfers
For the management of the publishing platform and scientific communications, the journal uses the institutional IT and email services provided by the University of Perugia.
For email services, the University uses the Microsoft 365 platform, in accordance with the contractual terms and the personal data protection measures laid down for institutional services.
Any transfers of personal data to countries outside the European Economic Area take place in accordance with the conditions set out in Chapter V of the GDPR, on the basis of adequacy decisions by the European Commission or through other safeguards provided for by the applicable legislation.
Open Access publication also means that academic articles and their public metadata are accessible to users located outside the European Union.
12. Indexing and preservation of academic output
The journal participates in initiatives aimed at the dissemination, identification and preservation of academic output.
These include bibliographic indexing services, permanent identification systems for digital resources and the long-term preservation infrastructures indicated in the journal’s editorial information.
In particular, OTIUM declares its participation in the LOCKSS programme and in initiatives for the archiving and permanent identification of digital publications.
Bibliographic metadata and published articles may also be preserved and made accessible over time via systems external to the publishing platform.
These activities are aimed at the preservation of scientific documentation, the continuity of access and the correct identification of publications.
13. Data retention period
Personal data are retained for the period necessary to fulfil the purposes for which they are processed, in compliance with regulatory obligations and the document retention criteria applicable to the institutional activities of the University of Perugia.
Manuscripts and editorial documentation
Manuscripts received, scientific evaluations and editorial correspondence are retained by the editorial office to document evaluation and publication activities, manage any disputes and ensure the continuity of scientific activities.
The relevant retention periods are determined in relation to the purposes of the processing, the applicable obligations and the University’s document retention criteria.
Account data
Account data is retained for the period necessary to manage editorial activities and, subsequently, in accordance with the criteria applicable to the documentation of activities carried out.
Accounts that are no longer in use may be deactivated, without this necessarily entailing the deletion of the associated data.
Publications and bibliographic metadata
The identifying data of authors associated with published contributions are intended for long-term retention, as they are necessary for the correct attribution of scientific authorship, bibliographic documentation and the preservation of scientific output.
Technical and browsing data
Technical data are retained for the period necessary for the operation, maintenance and security of the systems, in accordance with the applicable technical and organisational policies.
Once the specified retention period has elapsed, the data are deleted, anonymised or retained further only in cases permitted by law.
14. Nature of data provision
The provision of personal data necessary for the management of scientific contributions and the performance of editorial activities is required to enable participation in the relevant procedures.
Failure to provide essential data may prevent the management of the contribution, participation in the scientific review process or the performance of the required editorial activities.
The provision of additional information, not necessary for the purposes indicated, is optional.
Accessing scientific content published under Open Access does not require the creation of a personal account.
15. Automated decision-making and profiling
Decisions regarding the evaluation, acceptance and publication of scientific contributions are taken by the journal’s editorial boards, with the support of scientific reviewers.
No fully automated decision-making processes, including profiling, are used that produce legal effects on data subjects or similarly significantly affect them within the meaning of Article 22 of the GDPR.
16. Rights of data subjects
Data subjects may exercise, in the cases and within the limits provided for by applicable legislation, the rights recognised by Articles 15–22 of the GDPR.
In particular, they may:
- obtain confirmation as to whether their personal data are being processed and access the relevant information;
- request the rectification of inaccurate data and the completion of incomplete data;
- request the erasure of data in the cases provided for in Article 17 of the GDPR;
- obtain the restriction of processing in the cases provided for in Article 18 of the GDPR;
- object to processing in the cases provided for in Article 21 of the GDPR;
- exercise the right to data portability where the conditions are met;
- not be subject to decisions based solely on automated processing in the cases provided for in Article 22 of the GDPR.
The exercise of these rights is assessed taking into account the institutional purposes of the processing, retention obligations and the provisions applicable to scientific and archival documentation.
A request for the erasure of personal data does not automatically entail the removal of scientific contributions already published or the related bibliographic metadata, where there are legal grounds justifying their continued retention.
Requests may be addressed to the Data Protection Officer of the University of Perugia:
Data subjects also have the right to lodge a complaint with the Italian Data Protection Authority, in accordance with the procedures set out on the Authority’s official website:
This is without prejudice to the right to bring proceedings before the competent courts.
17. Cookies and tracking tools
The website uses the Open Journal Systems (OJS) platform, which may use technical cookies necessary for session management, authentication and the proper functioning of the services.
Only the statistical functions integrated into the OJS platform are used to collect usage statistics.
No external traffic analysis services such as Google Analytics or Matomo are used.
For security and maintenance purposes, the OJS platform may periodically send technical information to the Public Knowledge Project (PKP), the developer of the software, in order to check whether a software update is available. This information is limited to a unique identifier of the installation, the public address of the journal's OAI interface and technical details about the version of the software in use. It does not include personal data of authors, reviewers, editors or visitors to the website.
Information regarding the cookies actually used, their respective purposes and duration is set out in the website’s separate Cookie Policy.
18. Updates to this policy
This policy may be updated as a result of regulatory, organisational or technical changes that affect the way in which personal data is processed.
The updated version will be made available on the journal’s website.
Last updated: 6 November 2026.