Confidentiality and Ethics

The Annals of Biomedical Science and Engineering (ABSE) maintains strict ethical and confidentiality standards for editors involved in handling manuscripts. Editors are responsible for safeguarding all unpublished material, ensuring fairness in decision-making, and upholding trust between authors, reviewers, and the journal. This policy draws from COPE Core Practices, ICMJE Recommendations, WAME Guidelines, and international data protection frameworks such as the General Data Protection Regulation (GDPR).

1. Purpose and Scope

This policy defines the obligations of editors regarding the confidentiality of submissions, personal data protection, and ethical decision-making. It applies to all editorial roles, including the Editor-in-Chief, Associate Editors, Section Editors, and Editorial Board Members.

2. Principle of Confidentiality

  • Editors must treat all manuscripts as confidential documents until publication.
  • Manuscripts and review details must not be discussed with or disclosed to anyone outside the authorized editorial team and assigned reviewers.
  • Unpublished material or ideas obtained during editorial evaluation must never be used for personal advantage or shared with others.

3. Handling of Manuscript Data

All data associated with manuscript submissions—including author details, reviewer comments, and editorial correspondence—must be securely stored within the Open Journal Systems (OJS) platform. Editors must:

  • Ensure secure login credentials are used at all times.
  • Not download, print, or store manuscripts on unprotected personal devices.
  • Delete any downloaded copies immediately after use.
  • Report any suspected data breach to the Ethics Committee within 24 hours.

4. Data Protection and GDPR Compliance

Editors are required to comply with the General Data Protection Regulation (GDPR) when processing personal data of authors and reviewers. This includes:

  • Using personal data strictly for editorial purposes.
  • Not transferring data to unauthorized parties or platforms.
  • Ensuring consent for storing author and reviewer information is obtained through OJS.
  • Adhering to the retention limits defined in ABSE’s Privacy Statement.

5. Reviewer Anonymity and Confidentiality

Editors must maintain the integrity of the double-blind review process. Reviewer identities must not be revealed to authors, and authors’ identities should not be disclosed to reviewers. Editors must:

  • Refrain from revealing reviewer names unless explicit consent is obtained.
  • Instruct reviewers to handle manuscripts as confidential documents.
  • Ensure reviewers destroy all files related to a review upon submission.

6. Conflict of Interest Management

Editors must not handle manuscripts where they have a conflict of interest, including:

  • Personal, professional, or financial relationships with the authors.
  • Affiliation with the same institution as the authors.
  • Involvement in competing research projects or rival publications.

In such cases, editors must immediately inform the Editor-in-Chief, who will reassign the manuscript to another editor.

7. Ethical Conduct and Professional Behavior

  • Editors must communicate respectfully and avoid bias or discriminatory behavior.
  • Editorial decisions must be based solely on academic merit, not personal opinions or external pressures.
  • Editors must not attempt to influence citations, funding, or publication outcomes for personal gain.

8. Sharing Information with Third Parties

Information about a submitted manuscript may only be shared with:

  • Assigned reviewers for evaluation purposes.
  • Publisher staff directly involved in publication workflow.
  • Ethics Committee members if misconduct investigation is required.

Sharing manuscript data with any external entity without authorization constitutes a serious breach of confidentiality.

9. Handling Ethical Misconduct

When ethical issues arise, editors must act with transparency and diligence. They should:

  • Follow COPE flowcharts to investigate ethical breaches.
  • Maintain complete confidentiality during the investigation.
  • Preserve all communications and evidence securely within OJS.
  • Involve the Ethics Committee when necessary for impartial review.

10. Retention and Disposal of Data

Editorial data (correspondence, decision letters, and reports) must be retained for a minimum of five years to ensure accountability. After the retention period, data must be deleted securely following ABSE’s archiving and privacy procedures.

11. Communication Ethics

Editors should maintain professionalism and courtesy in all communications. They must:

  • Use official ABSE e-mail addresses for correspondence.
  • Avoid sharing sensitive discussions through personal or unsecured channels.
  • Respond to author queries promptly and transparently.

12. Transparency in Editorial Decision-Making

All editorial actions, including reviewer assignments, decisions, and correspondence, should be documented within OJS. Editors must provide clear and traceable reasoning for each decision to ensure transparency and accountability.

13. Training and Ethical Awareness

Editors are expected to participate in periodic training on editorial ethics, confidentiality handling, and data protection. The publisher organizes annual workshops in collaboration with COPE and other professional associations.

14. Consequences of Breach

Any breach of confidentiality or ethical misconduct may result in disciplinary actions such as suspension, removal from the editorial board, or formal reporting to professional associations. Serious violations may lead to institutional or legal proceedings.

15. Ethical Statement

“Editors are the custodians of trust in the scholarly ecosystem. Confidentiality, impartiality, and respect for data privacy are not optional—they are fundamental to ethical publishing.”

16. Contact Information

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