Africa Online & Publications Library (AOPL) is committed to protecting the privacy and personal data of all users, authors, reviewers, editors, and visitors to our platform. This Privacy Policy explains how we collect, use, store and protect our information in accordance with applicable data protection laws, including the African Union Data Policy Framework.

By using our website or services, you agree to the terms of this Privacy Policy.

1. Who We Are

Africa Online & Publications Library (AOPL) 📍 Nyarugenge – Rubangura House 3325+28X, Kigali, Rwanda 📧 info@africaopl.org 📞 +250 788 861 433

2. What Information We Collect

We may collect the following types of personal and non-personal information:

1. Information You Provide Directly

• Name, email address, institutional affiliation and country (e.g., during registration or submission)
• ORCID iD or other researcher identifiers
• Manuscript files, author bios and reviewer comments
• Communication records (e.g., emails, support requests)

1. Information Collected Automatically

• IP address and browser type
• Device information and operating system
• Pages visited and time spent on the site
• Cookies and usage data (see Section 6)

3. How We Use Your Information

We use your information to:

• Manage submissions, peer review and publication processes
• Communicate with authors, reviewers, and editors
• Sends newsletters, calls for papers and updates (with your consent)
• Improve website functionality and user experience
• Comply with legal obligations and publishing ethics

We do not sell or rent your personal data to third parties.

4. Legal Basis for Processing

We process your data based on:

• Your consent (e.g., newsletter subscription)
• Contractual necessity (e.g., publishing agreement)
• Legitimate interests (e.g., improving services, academic communication)
• Legal obligations (e.g., tax, copyright or ethical compliance)

5. Data Storage and Security

We take appropriate technical and organisational measures to protect your data from unauthorised access, loss or misuse. These include:

• Secure servers and encrypted connections (HTTPS)
• Role-based access control for editorial staff
• Regular data backups and monitoring

Your data is stored on servers located in secure data centers. We retain personal data only as long as necessary for the purposes outlined in this policy.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Enable core site functionality (e.g., login, submissions)
• Analyse website traffic and usage patterns
• Remember user preferences

You can manage or disable cookies through your browser settings. However, some features may not function properly without them.

7. Data Sharing and Third Parties

We may share limited data with trusted third parties for the following purposes:

• DOI registration and metadata indexing (e.g., Crossref)
• Email communications (e.g., Mailchimp or similar services)
• Website analytics (e.g., Google Analytics)

All third-party providers are required to comply with data protection regulations and confidentiality agreements.

8. International Data Transfers

As a global platform, your data may be transferred to and processed in countries outside your own. We ensure that such transfers are protected by appropriate safeguards, including standard contractual clauses and secure data handling protocols.

9. Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction or deletion of your data
• Withdraw consent at any time (where applicable)
• Object to or restrict certain types of processing
• Lodge a complaint with a data protection authority

10. Communications and Opt-Out

If you subscribe to our newsletter or register with AOPL, you may receive occasional emails about:

• New journal issues and articles
• Calls for papers and conferences
• Platform updates and opportunities

You can unsubscribe at any time by clicking the link in the email or contacting us directly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a revised “Last updated” date. We encourage you to review this policy periodically.

12. Contact Us

For questions, concerns or data requests, please contact: info@africaopl.org