Confidentiality Protocols

EcoBiotics: Journal of Animal & Plant Sciences

EcoBiotics is dedicated to publishing high-quality research in the fields of animal and plant sciences, and protecting the confidentiality of submitted manuscripts is a cornerstone of its editorial and peer review process. To uphold integrity, fairness, and trust, EcoBiotics enforces strict confidentiality protocols that guide the actions of editors, reviewers, and journal staff throughout the publication lifecycle.

1. Confidentiality of Manuscripts

For Editors

  • All manuscripts submitted to EcoBiotics are regarded as privileged scientific documents.

  • Editors must not use, disclose, or distribute manuscript content for purposes beyond editorial assessment.

  • Unpublished data, experimental results, or methodologies may not be used for personal or institutional research.

For Reviewers

  • Reviewers are required to treat all manuscripts as confidential intellectual property.

  • Sharing, discussing, or presenting manuscript content to unauthorized colleagues, students, or external parties is strictly prohibited.

  • Any physical or digital copies must be securely stored during review and permanently deleted or destroyed once the process is complete.

For Journal Staff

  • Access to manuscripts is limited to authorized staff and assigned editors.

  • Staff members must use secure systems to manage files and may not share manuscript materials without explicit editorial approval.

  • Any breach of confidentiality is subject to strict disciplinary action.

2. Confidentiality of the Peer Review Process

Double-Blind Peer Review

  • EcoBiotics follows a double-blind peer review system.

  • Author identities are anonymized prior to reviewer assignment.

  • Reviewer identities are kept strictly confidential and never revealed to authors or other reviewers.

  • Editors must ensure that review reports are free from identifying information.

Reviewer Identity Protection

  • Reviewer details are not disclosed outside the editorial board.

  • Any system settings, email correspondence, or documentation must avoid revealing reviewer identities.

3. Confidential Correspondence

With Authors

  • Editorial decisions, reviewer reports, and revision guidance are confidential.

  • Authors may not share reviewer comments or editorial letters without permission from the editorial office.

  • Communications must remain within the official EcoBiotics submission system.

With Reviewers

  • Reviewer correspondence, including manuscript files and editorial notes, must be handled with discretion.

  • Reviewer comments shared with authors are anonymized.

  • No language in editorial communication should allow indirect identification of reviewers.

4. Data Protection and Secure Storage

System Access

  • EcoBiotics’ submission system is password-protected and limited to registered editors, reviewers, and staff.

  • Login credentials must be kept private and not stored on public or shared devices.

File Handling

  • Manuscript files may only be stored temporarily on secure, access-controlled devices.

  • Use of unsecured or public cloud services for manuscript files is not allowed unless encrypted and authorized.

  • After the editorial process concludes, locally stored files must be deleted.

5. Post-Decision Confidentiality

Rejected Manuscripts

  • Rejected submissions remain confidential and may not be cited, distributed, or used in any form.

  • Editors, reviewers, and staff are prohibited from retaining rejected materials.

Accepted Manuscripts

  • Upon publication, manuscripts are publicly available as final articles.

  • However, all review documents, editorial deliberations, and decision rationales remain confidential indefinitely.

6. Handling Breaches of Confidentiality

Reporting Violations

  • Any suspected breach of confidentiality must be reported immediately to the EcoBiotics editorial board.

  • The board will conduct a thorough investigation and notify affected parties.

Consequences of Breach

  • Removal of the reviewer/editor from EcoBiotics roles

  • Revocation of system access privileges

  • Notification to the individual’s affiliated institution

  • Reporting to the Committee on Publication Ethics (COPE) or other governing bodies

7. Commitment to Ethical Standards

EcoBiotics adheres to the ethical publishing standards outlined by the Committee on Publication Ethics (COPE) and other recognized organizations. By upholding confidentiality protocols, EcoBiotics ensures that authors’ scientific contributions remain protected and that the peer review process is conducted with fairness, respect, and integrity.