The EPS Editorial Office for EPL and the Publishing Partners will only use your data for the purposes of publishing and promoting EPL.

The Publishing partners of EPL (and links to their respective privacy notices where available) are: the European Physical Society, in Mulhouse, France: http://www.eps.org/privacy EDP Sciences, in Les Ulis, France : IOP Publishing in Bristol, UK: http://ioppublishing.org/legal-statements/privacy-policy/ and the Società Italiana di Fisica in Bologna Italy: https://www.sif.it/privacy

How we use your personal information

Depending on your relationship with EPL, your personal information may be processed in the following ways:

• To provide EPL’s products and services to you or to facilitate the provision of products, services and content to your employer, university or institution;

• To respond to your requests and enquiries;

• To invite you to submit work for EPL’s content;

• To invite you to peer review and to manage the peer review process;

• To publish your name, institution, country, ORCID ID, and in some cases your email address alongside your work;

• In the course of arranging a press release;

• Administering and managing our relationships with individuals who sit on EPL’s Editorial Board;

• To process payments from you (including, but not limited to, article publication charges, subscriptions or payments for any products or services that you choose to purchase from EPL);

• To process payments to you (including, but not limited to, refunds or reimbursements, or payments to you for services provided to EPL);

• To request your participation in surveys, focus groups, or other initiatives which help EPL to gather personal information used to develop and enhance products and services related to EPL, for example, to measure the effectiveness of EPL’s peer review process, we may analyse and measure user behaviour and performance, trends, demographics and interests;

• From time to time to share the results of surveys, focus groups or other similar initiatives with EPL’s publishing partners but, in this case, information that would allow you to be identified will not be included;

• To keep you updated about EPL’s products and services, latest content, industry news, events and webinars, where you have opted-in to such communications. Where you have told EPL about your research interests, EPL may use this, together with the information gathered about the use of EPL’s products and services, to help you get the most out of EPL’s products and services;

• To provide access to restricted parts of EPL’s websites;

• To produce statistics about the usage levels of EPL’s websites to allow EPL to understand what EPL is doing well and where EPL can improve the online services offered, as well as other internal purposes, such as website and system administration or internal audits and reviews. EPL may share aggregated statistics to third parties that EPL work with, but these statistics will not include information which will allow you to be identified; and

• To comply with applicable law(s) (for example, to comply with a court order) or to carry out professional ethics/conduct investigations.

EPL will process your personal information for the purposes identified above on the following bases:

1. EPL’s legitimate interests, which include, but are not limited to, processing your personal information for the purposes of providing and enhancing the provision of EPL’s products, services and information;

2. Where processing is necessary to perform EPL’s contract with you or to take steps before entering into a contract with you;

3. As necessary to comply with our legal obligations, resolve disputes and enforce EPL’s contractual agreements; and

4. Where you have consented to EPL’s use of your personal information for a specified purpose. Where this is the case, you have the right to withdraw your consent at any time.

Authors

Personal information collected by EPL from author(s) who have submitted manuscripts to EPL will be transferred to EPL publishing partners for the purposes of processing the manuscript from submission to publication.

Referees

Personal information collected by EPL may include field of specialisation and/or competence. Members of the EPL Editorial Board may access this information for the purposes of designating referees for manuscripts submitted to EPL. The EPL Editorial Office may contact such individuals for the purposes of acting as referees for EPL Manuscripts.

Manuscript transfer

EPL has made an agreement of mutual transfer of manuscripts with the journals listed here: http://www.epletters.net/physics-journal/agreement-with-other-journals/

This agreement enables an article submitted to a participating journal (including EPL), which is scientifically acceptable but would be more suitable for submission to a different participating journal, to be transferred.

Personal information regarding referees may be transferred to journals included on EPL’s management transfer service. (http://iopscience.iop.org/journal/0295-5075/page/Transfers)

In the event that the author(s) wish to take advantage of the manuscript transfer service, EPL will also transfer personal information collected to these journals. (http://iopscience.iop.org/journal/0295-5075/page/Transfers)

Promotion and Marketing

The EPS Editorial Office may transmit personal information to the Publication Partners notably to IOP Publishing and to EDP Sciences for the purposes of promoting and marketing EPL and its content. Please refer to their respective Privacy Notices for more information.

You may opt out from these promotional and marketing activities by modifying your profile, or by sending an email to privacy@epletters.net

Except as described above, the EPS Editorial Office for EPL will only forward personal data to third parties within the limits of the statutory provisions. The transmission of personal data to government agencies and authorities shall be carried out only within the framework of mandatory national law, or if the forwarding is required for purposes of legal or criminal prosecution in the event of abuse or fraud. Forwarding for other purposes – in particular address trading – is excluded.