Privacy Statement
The Royal Danish Library collects and uses personal data that users provide on Open Books.
The Open Books platform is operated by The Royal Danish Library, which is the data controller.
This statement describes how The Royal Danish Library (hereinafter referred to as "The Royal Danish Library" or "we") acquire and process the personal data that you leave and/or provide when you visit Open Books (including the individual publishers' pages on Open Books) and use the various services and functions that we offer on the website.
When you visit Open Books and its subpages, information is acquired in cookies. This involves the following information which appears in the electronic footprint that you leave on the website: which pages you are visiting, which browser you are using, the IP address you are using, and the username, if applicable, with which you have logged on to Open Books. For more information, please refer to The Royal Danish Library's cookie policy.
On Open Books, you can have a user account with different roles depending on the tasks and functions you wish to use. The collection of information, its use, and storage for the different roles will be elaborated in the following sections.
Personal Data for All Users
If you choose to register as a user on Open Books or with one or more of the institutions on Open Books, we collect personal data that you enter yourself. This will as a minimum include:
- First name and family name
- Affiliation
- Country
- Username
Additionally, you may optionally provide the following information:
- Reviewer interests
- Roles at different institutions
- Profile text (e.g., title and/or affiliation)
- ORCID
This information is collected to provide the services that Open Books encompasses, including submitting and publishing books online, reviewing books, and editorial work related to the publication of the books. The information is not used for other purposes and is not shared with other parties unless stated in the following sections.
Reader
To read a book published on Open Books, it is not necessary to register as a user. However, you may choose to register as a user with the role of "Reader" to show your interest in an institution and receive news from it.
If you choose to register as a user with the role of "Reader" at one or more of the institutions on Open Books, we collect personal data that you enter yourself, as explained above.
The personal data is retained as long as your user account is active. If your user has not been active for a year, you will be contacted via email. If you do not respond to this email, the user account and your personal data will be deleted after one month.
If you later add additional roles to your user account, other deletion conditions will apply. These conditions are elaborated in the sections regarding the role you add.
Author/Volume Editor/Chapter Author/Translator
If you choose to add the roles of "Author," "Volume Editor," "Chapter Author," or "Translator" to your user account, and you submit a manuscript to an institution on Open Books, we will collect the personal data mentioned above as well as information regarding the manuscript that you provide.
If your manuscript is published by an institution on Open Books, as a minimum, your name will be published as the author/volume editor/translator of the publication. Additionally, the following information may also be published:
- Affiliation
- ORCID
- Optional profile text
Your user data is retained as long as your user account is active, but at least for three years after your last submission. If your user has not been active for a year, you will be contacted via email. If you do not respond to this email, the user account and your information will be deleted after one month, unless less than three years have passed since your last submission.
The published information about you as an author/volume editor/translator of a publication will not be deleted.
If you later add additional roles to your user account, other deletion conditions will apply. These conditions are elaborated in the sections regarding the role you add.
Internal/External Reviewer
If you choose to register as a user with the role of "Internal Reviewer" or "External Reviewer" and review a manuscript through the submission system on Open Books, we will collect the personal data mentioned above as well as information about which publication you have reviewed.
Your identity as a reviewer will in some cases be kept hidden from the authors of the publication; in other cases, it will be shared with the authors. In some cases, your identity as a reviewer will be publicly shared on the website. The individual publisher can inform you of the applicable conditions for the publication you are reviewing.
If your identity as a reviewer is publicly shared on the website, it will at a minimum include your name, but it may also include your affiliation, ORCID, and optional profile text.
Your user data is retained as long as your user account is active, but at least for three years after your last review. If your user has not been active for a year, you will be contacted via email. If you do not respond to this email, the user account and your information will be deleted after one month, unless less than three years have passed since your last review.
If your identity as a reviewer has been publicly shared on the website, this information will remain public even if your user account is deleted.
If you later add additional roles to your user account, other deletion conditions will apply. These conditions are elaborated in the sections regarding the role you add.
Press editor, Series editor, and Other Editorial Roles
If you choose to register as a user and receive the role of "Press Editor," "Series editor," or other roles associated with the editorial team of a publisher, we will collect the personal data mentioned above as well as information about which submissions you have been involved in editorially.
Your association with the publisher will in many cases be publicly shared on the publisher's page on Open Books. This will include your name, and often also your affiliation, ORCID, and possibly an optional profile text.
Your user data is retained as long as your user account is active, but at least for three years after your last editorial task. If your user has not been active for a year, you will be contacted via email. If you do not respond to this email, the user account and your information will be deleted after one month, unless less than three years have passed since your last editorial task.
If your association with the institution has been publicly shared on the website, this information will remain public even if your user account is deleted.
If you later add additional roles to your user account, other deletion conditions will apply. These conditions are elaborated in the sections regarding the role you add.
Additional Information
If you wish to delete your user account and associated user data, you can contact us via email: openbooks@kb.dk. However, we cannot delete your user account if you have submitted a manuscript or been involved in a review or editorial task within the last three years.
For further information, please refer to The Royal Danish Library's Privacy and Personal Data Protection Policy.