Privacy Notice

Privacy Notice

The Open Institutional Publishing Association (OIPA) was established with the goal of fostering open access and connecting small to medium-sized university presses and university-affiliated publishing operations. OIPA owns and operates the website oiap.org. This privacy notice explains the ways OIPA collects and uses your personal data.

This privacy notice was last updated in July 2023.

What data do we collect?

OIPA collects personal data about you when you apply to become a member, during our relationship with you as a member, if you attend events and when you visit our website. The personal data we process about you consists of:

• Names and contact details of members and people who apply to become members
• Details of your organisation’s publishing activities
• Website analytics for visitors to the OIPA website

How and why do we collect your data?

You directly provide OIPA with most of the data we collect when you visit our website or apply to become a member. We also collect your data via

• Surveys and questionnaires you complete
• In-person meetings
• Third-party social networking platforms such as Twitter and LinkedIn

We use your data to:

• Keep an accurate record of our member organisations including membership of our Committee
• Keep a record of membership and participation of OIPA member organisations
• Assess visitor trends to our website
• Run surveys to provide research and expertise to the Association
• Use or view our website via your browser’s cookies
• Correspond with you by post, email and other online communication tools

We process this data in the legitimate interests of the OIPA as well as in your own legitimate interests. These purposes will never override your personal interests, fundamental rights and freedoms in relation to your personal data. We also process this data where we have your consent to send you communications and where we have your consent to use website data for analytics.

Cookies and analytics

OIPA uses cookies to track your website usage patterns which helps us understand how you navigate the site. This information allows us to improve our website, products, and services to better meet your needs.

Cookies are small pieces of information stored on your device to collect information about your website navigation and preferences. They allow our website to offer personalised options based on your previous visits. We also use Cookies for traffic analysis, advertising and marketing purposes. OIPA uses a mix of first party and third-party cookies.

You can set your browser to not accept non-essential cookies, however this might limit access to certain parts of our site. Essential cookies help our site to run effectively.

OIPA also uses the MonsterInsights plugin on our website to anonymise IP addresses and disable UserID tracking for GoogleAnalytics hits. This plugin also captures your explicit consent for analytics tracking.

How do we store your data?

OIPA stores your data securely within Microsoft applications hosted in the UK and supported by the University of London. Data collected via surveys is hosted by Jisc on Online Surveys.

We retain records relating to communications for 12 months. Information relating to member organizations or individuals with whom we collaborate professionally at OIPA, such as Advisory Board or Committee members, is retained for the duration of membership or professional affiliation with OIPA, and for 12 months after this relationship ceases.

Data Subject Rights

As an individual whose data we process you have certain rights in relation to the use of your personal data. You have the right to:

• Withdraw your consent for us to process your personal data where are relying on your consent to process your data.
• Ask us to confirm that your personal data is being processed and to gain access (i.e., have a copy) of that data as well as to be provided with supplemental information about the processing.
• Request that we rectify any inaccuracies where the data we hold about you are inaccurate or incomplete.
• Have your data erased by us, although in certain circumstances we may not be able to do this.
• Restrict the processing of your personal data in certain ways.
• Obtain your personal data for reuse.
• Object to certain processing of your personal data.

Contact Information

If you have any inquiries or questions about this Privacy Statement, or if you would like to exercise one of your data protection rights, please feel free to reach out to us at oipa.contact@gmail.com. We are available to assist you at any time.