Privacy Policy

This policy explains how The Ulutas Medical Journal (UMJ) collects, uses and protects personal data on this website and in the journal's online submission and peer-review system. The journal processes personal data in line with the Turkish Personal Data Protection Law No. 6698 (KVKK) and, where applicable, the EU General Data Protection Regulation (GDPR).

Who is responsible

The data controller is The Ulutas Medical Journal, represented by its Editor-in-Chief; the publisher is Hayriye Zehra Ulutaş. Questions can be sent to editor-in-chief@ulutasmedicaljournal.com.

Where the data is processed

This website is run by the journal on a server rented from Oracle Cloud Infrastructure in the Netherlands (European Union).
The online submission and peer-review system is provided by the journal's publishing platform, eJManager, which processes data on the journal's behalf.

What data we collect

Authors, reviewers and editors: name, e-mail address, institution, department, country, academic title, ORCID iD and, for submissions, the information in the manuscript and its files. This is entered in the online submission system.
Peer review: reviewer reports, editorial decisions and correspondence about a manuscript.
Website visitors: the website counts visits without cookies and without storing any IP address, browser string or other identifier: only daily totals per page are kept (for example, "article X was viewed 12 times today"), together with the name of the website that linked to us (for example, "scholar.google.com", never the full address). To protect forms from abuse, your IP address is used for a few minutes in a hashed, non-reversible form and is not stored. If you accept analytics cookies, Google Analytics also collects usage statistics (see the Cookie Policy).
Newsletter: if you subscribe, your e-mail address, your language, the exact consent wording you agreed to, the time of your consent and a shortened IP address (the last part removed) as proof of consent. The address is stored encrypted.

Why we use it

to receive, assess, peer review, edit and publish manuscripts, and to communicate about them;
to publish article metadata and register it with indexing and archiving services;
to keep the website and the submission system secure and working, and to understand which pages are read;
to send the newsletter, only to those who have subscribed and confirmed their address.

The legal grounds are the performance of the publishing service you request, the journal's legitimate interest in running a scholarly journal, compliance with legal obligations, and your consent where consent is required (analytics cookies and the newsletter). The journal does not sell personal data and does not use it for advertising.

What is published

When an article is published, the authors' names, affiliations, ORCID iDs and the corresponding author's e-mail address appear with the article. Reviewer identities are not published; the journal uses double-blind peer review and keeps reviewer reports confidential.

Who we share it with

Oracle Cloud Infrastructure (Netherlands), which hosts this website;
eJManager, which hosts the submission and peer-review system;
Crossref, for DOI registration, and indexing and abstracting services, which receive the metadata of published articles;
Portico, which receives published content for long-term preservation;
Google Analytics, only if you accept analytics cookies;
Amazon Web Services (Simple Email Service), which delivers the newsletter to subscribers;
Google Cloud Translation, which receives the titles and abstracts of published articles (not personal data about visitors) to prepare draft translations;
public authorities, only where the law requires it.

Some of these providers are located outside Türkiye. Data is transferred to them only as needed for the purposes above.

How long we keep it

Published articles and their metadata are kept permanently as part of the scholarly record. Submission and peer-review records are kept for as long as needed to manage the journal and to answer questions about published work (including ethics and correction requests). Newsletter data: when you unsubscribe, you are no longer mailed; on request, your address and consent data are erased and only an anonymous marker remains so that you are never mailed by mistake. Visit statistics contain no personal data.

Your rights

You may ask to know whether your data is processed, to receive a copy of it, to have it corrected or deleted, to object to its processing, and to withdraw consent at any time (Article 11 of KVKK; Articles 15–21 of GDPR). Every newsletter contains a one-click unsubscribe link. Data that forms part of a published article cannot normally be deleted, but it can be corrected. Requests can be sent to editor-in-chief@ulutasmedicaljournal.com. You also have the right to complain to the Turkish Personal Data Protection Authority (KVKK) or to the data protection authority in your country.

Security

The website is served only over encrypted (HTTPS) connections with strict security headers. Editorial accounts use strong passwords and two-factor authentication, and every change made in the editorial panel is recorded. No method of transmission over the internet is completely secure, but the journal takes reasonable measures to protect personal data.

Changes to this policy

Changes will be posted on this page with a new date.

Last updated: 9 October 2026.