GDPR – Privacy Notice on Personal Data Processing

Pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (“GDPR”), this notice explains how personal data are processed in connection with the operation of the journal “Systemy Logistyczne Wojsk” / “Military Logistics Systems” (SLW), in particular the use of the journal website, newsletter subscription, communication with the Editorial Office, manuscript submission and processing, peer review, article publication, archiving and indexing of scholarly content.

1. Data Controller
The controller of your personal data is Wojskowa Akademia Techniczna im. Jarosława Dąbrowskiego (Military University of Technology), ul. gen. Sylwestra Kaliskiego 2, 00-908 Warsaw, Poland.

2. Data Protection Officer
The Controller has appointed a Data Protection Officer, who may be contacted at: iod@wat.edu.pl.
For matters related to the journal “Systemy Logistyczne Wojsk” / “Military Logistics Systems”, you may also contact the Editorial Office at: redakcjaslw@wat.edu.pl.

3. Categories of Personal Data
Depending on how you use the journal website and services, SLW may process the following categories of personal data:
1. website user data, including technical data related to the use of the website, cookies and analytics tools;
2. newsletter subscriber data, in particular email address and information on granting, changing or withdrawing consent;
3. data of persons contacting the Editorial Office, in particular name, surname, email address, affiliation, correspondence content and other data voluntarily provided in the message;
4. data of authors, co-authors and corresponding authors, in particular name, surname, affiliation, country, email address, scholarly identifiers such as ORCID, manuscript submission data, author declarations, conflict of interest information, funding information, author contribution information and editorial correspondence;
5. reviewer data, in particular name, surname, affiliation, email address, field of expertise, review content, conflict of interest declarations and information necessary to document the peer review process;
6. data of members of the Editorial Office, Scientific Council and other journal bodies, in particular name, surname, affiliation, country, role, scholarly identifiers and contact details;
7. data published in articles and article metadata, in particular authors’ names and surnames, affiliations, countries, ORCID identifiers, corresponding author information, DOI, bibliographic data and other information necessary to identify the publication;
8. data related to publication fees, where applicable, in particular data necessary for invoicing, accounting and payment handling.
When submitting a manuscript, the corresponding author should inform all co-authors that their data have been provided to the Editorial Office and that this privacy notice applies.

4. Purposes and Legal Bases of Processing
Personal data are processed for the following purposes:
1. handling SLW newsletter subscription and sending email alerts, including information on new issues, articles, calls for papers, announcements and other editorial communications — the legal basis is Article 6(1)(a) GDPR, i.e. consent of the data subject;
2. conducting correspondence with users, authors, reviewers, readers and other persons contacting the Editorial Office — the legal basis is Article 6(1)(e) GDPR, i.e. performance of a task carried out in the public interest, and, where required by law, Article 6(1)(c) GDPR;
3. handling manuscript submissions and conducting the editorial, peer review and publication process — the legal basis is Article 6(1)(e) GDPR, i.e. tasks related to scholarly publishing, research activity and dissemination of research results, and, where a publication agreement is concluded or performed, Article 6(1)(b) GDPR;
4. documenting the peer review process, ensuring publication integrity, preventing misconduct, handling complaints, appeals and ethics cases — the legal basis is Article 6(1)(e) GDPR and, where legal obligations apply, Article 6(1)(c) GDPR;
5. publishing articles, metadata, DOI identifiers, bibliographic information, author affiliations and data necessary for indexing and archiving publications — the legal basis is Article 6(1)(e) GDPR and, where resulting from a publication agreement or licence, Article 6(1)(b) GDPR;
6. publishing information on members of the Editorial Office, Scientific Council, reviewers and persons holding journal roles — the legal basis is Article 6(1)(e) GDPR, i.e. ensuring transparency of the scholarly publishing process and journal operation;
7. handling publication fees, invoices, accounting and tax settlements, where applicable — the legal basis is Article 6(1)(c) GDPR, i.e. compliance with a legal obligation to which the Controller is subject;
8. ensuring the proper operation of the website, website security, cookies and traffic analytics, in accordance with user settings and applicable law — the legal basis may be Article 6(1)(a) GDPR for consent-based analytics tools or other applicable legal bases depending on the nature of the processing;
9. establishing, pursuing or defending claims and archiving documentation related to journal activities — the legal basis is the appropriate legal basis resulting from the primary purpose of processing and applicable law.

5. Newsletter / Email Alerts
Providing an email address for newsletter purposes is voluntary but necessary to receive journal communications.

Personal data consisting of your email address and information on granting, changing or withdrawing consent will be processed until you withdraw your consent, unsubscribe from the newsletter or until the newsletter service is discontinued. Data necessary to demonstrate that consent was validly obtained may be stored for the period necessary to defend against possible claims.

You may withdraw your consent at any time by using the unsubscribe function or by contacting the Editorial Office or the Data Protection Officer. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

6. Recipients of Personal Data
Recipients of personal data may include:
1. providers of IT, hosting, website maintenance, publishing platform maintenance, email, web analytics and technical support services;
2. providers of systems used for manuscript submission and editorial processing;
3. editors, reviewers, members of journal bodies and persons involved in the editorial, peer review, ethics and publication process;
4. providers of DOI, metadata, indexing, digital archiving, scholarly repository, bibliographic database and digital library services;
5. providers of accounting, legal, administrative and archiving services, where necessary;
6. public authorities and other entities authorised under applicable law.
Author and publication data that form part of a published article or its metadata are made publicly available for the purposes of identification, citation, indexing, archiving and dissemination of scholarly output.

7. Transfers Outside the European Economic Area
Due to the open nature of scholarly publishing, data included in published articles and metadata may be accessible globally.

Where the operation of the website, analytics, indexing, archiving, repositories, DOI services or other technical services involves transfers of personal data outside the European Economic Area, such transfers are carried out in accordance with the mechanisms provided for in the GDPR, in particular on the basis of an adequacy decision, standard contractual clauses or other appropriate safeguards.

8. Data Retention
Personal data are stored for the period necessary to fulfil the purposes for which they were collected and thereafter for the period required by law, archiving rules, documentation of the publication process or the need to protect the integrity of the scholarly record.
In particular:
1. newsletter data are stored until consent is withdrawn, the subscription is cancelled or the newsletter service is discontinued;
2. correspondence data are stored for the period necessary to handle the matter and for the period required for archiving or defending against claims;
3. data related to manuscript submission, peer review, editorial decisions, complaints, appeals and ethics cases may be stored for the period necessary to document the integrity of the publication process;
4. data included in published articles, metadata, DOI records, indexes, repositories and scholarly archives may be stored indefinitely as part of the public scholarly record;
5. accounting and tax data are stored for the period required by applicable law;
6. data related to cookies and web analytics are stored in accordance with the applicable privacy/cookie policy and user settings.

9. Data Subject Rights
You have the right to:
1. access your data;
2. rectify your data;
3. erase your data, in cases provided for by law;
4. restrict processing;
5. data portability, where applicable;
6. object to processing, where applicable;
7. withdraw consent at any time, where processing is based on consent;
8. lodge a complaint with the President of the Personal Data Protection Office.
These rights may be subject to limitations resulting from applicable law, the nature of the publication process, archiving obligations, the need to protect the integrity of the scholarly record or the need to establish, pursue or defend claims.

10. Automated Decision-Making
Personal data will not be used for automated decision-making concerning data subjects, including profiling.

11. Voluntary Provision of Data
Providing personal data is voluntary; however, depending on the purpose, it may be necessary to use specific journal functions or services, in particular to receive the newsletter, contact the Editorial Office, submit a manuscript, participate in peer review, publish an article or settle a publication fee.

12. Cookies and Web Analytics
The journal website may use cookies and analytics tools to ensure the proper functioning of the website, improve the user experience and monitor website traffic. Detailed information on cookies and website user privacy is available in the platform privacy policy and in the cookie notice displayed on the website.

Users may change cookie settings in their browser or use available consent settings where provided by the website. Restricting cookies may affect some website functionalities.

13. Related Policies
Rules on publication ethics, publication originality, peer review, Open Access, copyright, licensing, publication fees and archiving are described on separate journal policy pages.

Last updated: 6th May 2026.