Privacy Policy

What personal data does The Indexer collect?

We collect the names, addresses, email addresses and telephone numbers of subscribers.

We also collect the names, addresses and email addresses of contributors and potential contributors.

What is this personal data used for?

We use the personal data relating to subscribers for subscription management and distribution purposes.

We use the personal data relating to contributors for communication about their contributions.

Who is your data shared with?

We do not pass any personal data on to any other organisations, apart from data necessary for the fulfilment of printed and online subscriptions.

Where does the data come from?

We use PayPal payments for subscription payments and to collect subscriber information. You can find their privacy policy here.

We collect data relating to contributors direct from contributors when they submit or consider submitting an article or from information available in the public domain.

How is the data stored?

Subscriber information is stored on the servers of 34SP who host The Indexer website.

We use SSL to encrypt all website data in transit and subscriber information is password protected.

We collect the IP address of anyone visiting the website and store it in access logs. For analysis of our website traffic, we use Google Analytics. You can find their privacy policy here. Google will place a cookie on your computer for this purpose.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The Editor, Production Editor, Indexer Web Manager and Subscriptions Manager are responsible for ensuring that The Indexer discharges its obligations under the GDPR.

Who has access to personal data?

The Subscriptions Manager and a limited number of designated members of the editorial and production team with specific responsibilities have access to the personal data of subscribers and contributors in order for them to carry out their legitimate tasks for the Society.

What is the legal basis for collecting the data?

The Indexer collects personal data that is necessary for the purposes of its legitimate and contractual interests as the producer and distributor of a not-for-profit international journal.

How you can check what data we have about you?

If you wish to know what data we have about you should contact the Editor (email editor@theindexer.org).

Does The Indexer collect any ‘special’ data?

The GDPR refers to sensitive personal data as ‘special categories of personal data’. We hold no such data.

How can you ask for data to be removed, limited or corrected?

If you wish to have data about you removed, limited or corrected you should contact the Subscriptions Manager (email subscriptions@theindexer.org) but please bear in mind that this could render your subscription non-viable.

How long do we keep your data, and why?

We normally keep subscribers’ data for two years after their membership lapses in case they wish to re-subscribe. However, we will delete any former subscriber’s contact details entirely on request.

Data relating to copyright matters is kept indefinitely.

What happens if a subscriber or contributor dies?

We do not keep subscribers’ information after they die. A limited amount of information relating to contributors is retained for the historical record. If asked by their next-of-kin to delete such information we will do so.