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    Privacy Policy

    Privacy and Data Protection

    Aberdeen University Press recognises the importance of personal privacy and ensures that all personal data is held in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

    Aberdeen University Press is a member of the Ubiquity Partner Network coordinated by Ubiquity Press. The University of Aberdeen is the data controller who decide the means and purposes of the processing of the personal data, and Ubiquity Press are the service providers and data processors. Ubiquity Press provide the technical platform and some publishing services to Aberdeen University Press and undertake any processing of personal data only based on AUP instructions.  AUP operate under the principle of data minimisation where only the minimal amount of personal data that is required to carry out a task is obtained. AUP will collect and use names, institutional affiliation, emails, Orcid iDs for authors and reviewers for reviewing proposals, submissions and complaints procedures

    Why we process your information and our lawful basis

    We collect and use your personal information for the purposes of managing AUP, dealing with any requests and retaining appropriate records.

    Our lawful basis is Article 6 (1) (e) of UK GDPR - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

    Your Rights Under UK GDPR, you have a number of rights that you can exercise concerning your personal data.  These are: right of access, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent where your personal data is being processed with consent as the lawful basis. If you would like to exercise these rights, or if you have any concerns or questions relating to Data Protection, you can contact Sandra Hynes, the Aberdeen University Press administrator at aup@abdn.ac.uk and/or the Data Protection Officer by email at dpa@abdn.ac.uk.  

    Please contact Ubiquity Press if you have any concerns or questions relating to their use of your personal data. The Ubiquity Press privacy policy can be found on their website.

    If you are dissatisfied with the way that the University of Aberdeen/Aberdeen University Press has handled your personal information or dealt with your data protection issue, you have the right to lodge a complaint with the Information Commissioner. The Information Commissioner’s Office can be contacted via their website at www.ico.org.uk/concerns/

    Emails and Contact Form

    If you email the aup@abdn.ac.uk email address or contact us via the form on the Contact page, this will seen by a member of Aberdeen University Press staff. Our IT department and administrators of our IT system have the capability to see the content of any communications you send to Aberdeen University Press.  However, all staff are aware that they should only access such data for a legitimate work purpose.  Third party suppliers we use for IT support will also have access to any information you share in order to provide these services to the University.

    Aberdeen University Press will retain emails indefinitely from the last exchange in the conversation, in case further correspondence follows. If the email is forwarded on to Ubiquity Press, this will then fall under their UK GDPR policies and retention schedules which can be found on their website.


    Aberdeen University Press, through Ubiquity Press, maintains logs of its servers’ activities. The server log files include the IP address of each computer which accesses the website. The logs are used to support essential maintenance of the site including analysing how the site is used. 

    Where possible, Ubiquity Press anonymises the IP address in server logs. Where data needs to be retained (e.g. to confirm if past bugs have returned), it is retained indefinitely.


    “A cookie is created at the request of the website a user is viewing. The website requests the web browser create a small text file with a small amount of information, which it can access whilst you are viewing the website. The information is usually to provide some functionality... to enhance the users experience on the site."


    How to Manage Cookies

    Please be aware that restricting cookies may impact on the functionality of certain parts of the Aberdeen University Press Open Access portal website.

    Most standard web browsers may be configured to refuse cookies: consult your browser's help pages for instructions on how to do this. You may wish to visit aboutcookies.org.uk which contains comprehensive information on how to manage cookies on a wide variety of browsers.

    Back Catalogue Online Store

    The following cookies are set by the third-party company WPM Education for the operation of the University's Online Store which is linked to AUP’s back catalogue.

    Cookie Identifier




    Session ID
    Used to maintain the security of your browsing session

    When you close your browser


    Used to maintain the security of your browsing session



    Used to maintain the security of your browsing session


    Google Analytics

    Aberdeen University Press and Ubiquity Press use Google Analytics which generates cookies to produce statistics on website usage. The information about pages accessed is stored purely for statistical purposes. Google Analytics Demographics and Interest Reporting has also been enabled, but this does not contain personally identifiable information. For further information, please see Google's statement on Analytics and cookies.

    You can opt out of being tracked by Google Analytics which will prevent Google Analytics from gathering data across all websites. Data gathered through Google Analytics is retained for up to 24 months by Aberdeen University Press. After the data has been used to generate statistical reports, it is deleted. 

    For further details about cookies on the University of Aberdeen online store and the University's use of Google Analytics, see the University of Aberdeen website