Confidentiality Protocols

Maintaining strict confidentiality throughout the editorial and peer review process is essential to uphold the integrity, fairness, and credibility of the Journal of Language, Literature & Social Affairs (JLLSA). The following protocols are designed to protect the privacy of authors, reviewers, and manuscript content at every stage of submission, review, and publication. All editors, reviewers, and journal staff are expected to adhere to these protocols rigorously.

1. Confidentiality of Manuscripts

• Editors
  Submitted manuscripts are treated as confidential documents. Editors must not disclose, discuss, or share manuscript content including data, findings, and supplementary materials with anyone outside the editorial team and designated reviewers. Unpublished content must not be used for personal research or any other purpose.
• Reviewers
  Manuscripts sent for review must be handled as strictly confidential. Reviewers must not copy, share, or discuss manuscript content with others, including colleagues, unless explicitly authorized by the editorial office. All formats digital or print must be securely stored and destroyed after the review is complete.
• Journal Staff
  Staff involved in manuscript handling must ensure that access to the submission system is restricted to authorized personnel. Manuscript content must not be accessed, disclosed, or discussed without proper editorial authorization.

2. Confidentiality of the Review Process

• Double-Blind Review
  JLLSA follows a double-blind peer review process. Editors must ensure that manuscripts are fully anonymized before sharing with reviewers, removing all identifying details such as author names, affiliations, and acknowledgments.
• Reviewer Anonymity
  Reviewer identities must remain confidential and must not be disclosed to authors or other reviewers—during or after the review process. Editors are responsible for preventing any unintentional disclosures through correspondence or submission system settings.

3. Confidential Correspondence

• Communication with Authors
  All communications between the editorial office and authors including reviewer reports, editorial decisions, and revision instructions must be treated as confidential. Only authorized editorial personnel may access and manage this correspondence. Forwarding emails or sharing documents without permission is strictly prohibited.
• Communication with Reviewers
  Correspondence with reviewers, including manuscript details and editorial instructions, must also remain confidential. Reviewer reports may only be shared with the authors through anonymized feedback and must not reveal any reviewer identity.

4. Data Protection and Secure Storage

• System Access
  JLLSA’s submission and review system must be accessed only by authorized users. Editors, staff, and reviewers are responsible for protecting their login credentials and regularly updating passwords to prevent unauthorized access.
• Secure Document Handling
  All manuscript-related documents handled outside the system must be stored securely. Use password-protected or encrypted devices and avoid saving files in unsecured or public locations. Sharing of documents with unauthorized persons is not permitted.

5. Post-Decision Confidentiality

• Rejected Manuscripts
  Manuscripts that are rejected must remain confidential. Neither the content nor the reviews may be used or disclosed. Any locally stored copies should be securely deleted or archived per journal policy.
• Published Manuscripts
  Once a manuscript is published, its content becomes public. However, all information related to the peer review process including reviewer identities and internal discussions must remain confidential indefinitely.

6. Handling Breaches of Confidentiality

• Addressing Violations
  Any breach of confidentiality, intentional or accidental, must be investigated promptly. Editors must assess the situation, inform affected parties, and implement corrective measures to prevent recurrence.
• Consequences
  Breaches of confidentiality may result in disciplinary actions, including removal from the reviewer pool, loss of editorial privileges, or other appropriate sanctions. All participants in the editorial process must be made aware of these consequences.

These protocols form a foundational part of JLLSA’s commitment to ethical publishing practices. Full compliance is expected from all contributors involved in the editorial workflow.