Privacy and cookie policy 

Effective Date: 19 August 2026

1. Introduction

1.1 Entomological Studies (the “Journal”) is published by Entomological Studies Ltd, a company registered in England and Wales under company number 17357778, with its registered office at 167–169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom (the “Publisher” or “we”).

1.2 The Publisher is the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1.3 This Privacy and Cookies Policy explains how we collect, use, store, and protect your personal data when you use the Journal’s website (the “Site”), and your rights in relation to that data. It also explains our use of cookies.

2. Personal Data We Collect and How We Use It

2.1 We collect and process personal data only for the purposes of operating the Journal, including manuscript submission, peer review, editorial management, publication, dissemination, indexing, archiving, and communication related to the Journal.

2.2 The categories of personal data we may collect include:

● Author Data: names, institutional affiliations, email addresses, ORCID identifiers (where provided), authorship and contribution information, and editorial correspondence.

● Reviewer and Editor Data: names, institutional affiliations, and email addresses, as necessary for the peer‑review process.

● Website Usage Data: limited information about your use of the Site, such as pages visited and files downloaded, which is collected solely through the essential cookies used by the Google Sites platform (see Section 6 below). We do not use any analytics, tracking, or marketing cookies.

2.3 We collect personal data directly from you when you submit a manuscript, register as a reviewer or editor, or otherwise communicate with the editorial office.

2.4 Lawful Basis for Processing: Our lawful basis for processing personal data is the legitimate interest of the Publisher in operating a scholarly journal and, where applicable, the performance of a publishing agreement with the author(s). Publication of authorship information is an integral part of academic communication and does not require separate consent.

2.5 Publication of Author Data: If a manuscript is accepted for publication, the author’s name, affiliation, and email address (as provided) will be published as part of the article and its metadata on the Site. This information becomes part of the permanent scholarly record and is publicly accessible worldwide.

2.6 We do not sell or rent personal data to third parties. Personal data are not used for commercial marketing purposes.

3. Data Sharing and Disclosure

3.1 Personal data may be shared where necessary with:

● editors, reviewers, and editorial board members involved in the peer‑review and publication process;

● the platform provider (Google Sites) and any associated services, to the extent required for hosting and operation;

● indexing and abstracting services, archiving and preservation systems, and DOI registration agencies, in order to ensure publication and dissemination of articles.

3.2 Published articles and associated metadata (including author names, affiliations, and email addresses) are shared with external indexes and databases as part of standard academic publishing practice.

3.3 We do not otherwise disclose your personal data to third parties unless required by law or to protect the rights, property, or safety of the Publisher, our users, or others.

4. Data Retention

4.1 Published articles and associated metadata are retained indefinitely for citation, indexing, and archiving purposes.

4.2 Editorial and peer‑review correspondence may be retained for as long as necessary to ensure publication integrity and compliance with ethical and legal obligations.

4.3 Website usage data collected via essential cookies is not stored by us beyond the duration of your session and is not used for profiling or tracking.

5. Your Rights

5.1 Under the UK GDPR, you have the following rights in relation to your personal data:

● Right of access: you may request a copy of the personal data we hold about you.

● Right to rectification: you may request that we correct inaccurate or incomplete data.

● Right to erasure (“right to be forgotten”): you may request that we delete your personal data, subject to certain exceptions (please note that removal of authorship information from a published PDF of the article is not possible, as publication forms part of the permanent scientific record).

● Right to restriction of processing: you may request that we restrict the processing of your data in certain circumstances.

● Right to object: you may object to our processing of your data where we rely on legitimate interests as the lawful basis.

5.2 To exercise any of these rights, please contact us at: entomologicalstudies@gmail.com.

5.3 If you believe that your personal data have been processed unlawfully, you have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO): https://ico.org.uk.

6. Cookies

6.1 What are cookies? Cookies are small text files that are placed on your device by websites that you visit. They are widely used to enable site functionality and to provide information to site owners.

6.2 Cookies used on this Site:
We do not use any analytics, advertising, or tracking cookies. The only cookies set on the Site are those that are strictly necessary for the operation and security of the platform provided by Google Sites. These essential cookies enable core functionality such as page navigation, access to secure areas (e.g., for editorial tasks), and session management. Without these cookies, the Site would not function properly.

6.3 Because these cookies are strictly necessary, they are exempt from the requirement to obtain your consent under the Privacy and Electronic Communications Regulations (PECR). No cookie consent banner is therefore displayed for these purposes.

6.4 You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies already stored on your device. However, please note that blocking all cookies may affect the functionality of the Site, particularly the ability to use any secure or interactive areas.

6.5 For more information about how Google Sites handles cookies, you may refer to Google’s privacy policy at: https://policies.google.com/privacy.

7. Data Security

7.1 We apply appropriate organisational and technical measures to protect personal data against unauthorised access, disclosure, alteration, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

8. Changes to This Policy

8.1 We may update this Privacy and Cookies Policy from time to time to reflect legal or operational changes. The current version will always be available on the Site. We encourage you to review this policy periodically.

9. Contact Information

If you have any questions about this Privacy and Cookies Policy or our data processing practices, please contact us at:  entomologicalstudies@gmail.com