Confidentiality and Ethics

The Archives of Clinical and Experimental Orthopaedics (ACEO) expects all editors to uphold confidentiality, fairness, and ethical conduct throughout the editorial process. Editors must protect the integrity of submitted work, ensuring that sensitive information is handled with discretion and professionalism in accordance with COPE and WAME ethical guidelines.

“Editorial confidentiality is not merely procedural — it is a moral commitment to safeguard the trust of authors and reviewers.”

1. Editorial Confidentiality Principles

• Editors must treat all submitted manuscripts as confidential documents.
• No part of a submission should be disclosed to anyone outside the editorial workflow without explicit consent.
• Only assigned reviewers, editorial staff, and the Editor-in-Chief should access submission materials.
• Information about a submitted paper must not be used for personal research or shared externally.

2. Data and Privacy Protection

• Author and reviewer personal data are confidential and must comply with GDPR standards.
• Submissions and review reports should be stored securely in the journal’s OJS system with restricted access.
• Editors must ensure that published articles redact patient identifiers or sensitive institutional data.

3. Confidential Peer Review

ACEO employs a double-blind peer review system. Editors must ensure the anonymity of both authors and reviewers during all communications and decisions.

• Reviewer identities must never be disclosed to authors without prior permission.
• Editors should avoid any behavior that could reveal author identity to reviewers.
• All reviewer comments should be conveyed verbatim and respectfully to authors.

4. Editorial Conflicts of Interest

• Editors must recuse themselves from handling manuscripts where they have a financial, academic, or personal interest.
• Any manuscript authored by an editor must be handled by an independent guest editor.
• Conflicts must be declared transparently and documented in editorial logs.

5. Ethical Handling of Manuscripts

Editors are ethically obligated to treat all manuscripts with respect, objectivity, and impartiality. They must not:

• Share manuscripts for personal study or teaching purposes.
• Delay reviews or decisions intentionally.
• Exploit ideas or data presented in confidential submissions.

6. Misconduct and Breach of Confidentiality

Any breach of confidentiality by an editor is considered serious ethical misconduct. Consequences include:

• Formal investigation by the Editorial Board.
• Possible suspension or removal from the editorial position.
• Notification to affiliated institutions if the breach is severe.

7. Handling Sensitive and Clinical Data

• Editors must ensure that patient information complies with ethical guidelines and anonymization standards.
• Clinical case reports must include a statement confirming patient consent for publication.
• Editors should consult COPE and ICMJE guidance for handling sensitive medical or genetic data.

8. Editorial Communication Ethics

• Editors should communicate with authors and reviewers using professional and respectful language.
• All correspondence must be archived within the editorial system for accountability.
• Editors should never solicit or accept gifts, favors, or incentives that could influence editorial judgment.

9. Security and Record Retention

Editorial records must be securely stored for at least five years post-publication. These records include manuscript files, correspondence, reviewer reports, and decision logs, ensuring traceability for audits or COPE investigations.

10. Appeals, Complaints, and Transparency

• Editors must handle complaints and appeals objectively, maintaining confidentiality throughout.
• Confidentiality should not be used to conceal editorial errors or misconduct.
• Authors have the right to request independent review if confidentiality is breached.

11. Training and Ethical Awareness

Editors are encouraged to participate in annual ethics training provided by COPE, WAME, or ACEO’s internal editorial ethics workshops. Continuous awareness ensures compliance with evolving global publication ethics standards.

12. Contact and Reporting

13. Conclusion

The Confidentiality and Ethics for Editors Policy safeguards the trust between authors, reviewers, and editors at ACEO. Upholding these principles ensures that the editorial process remains ethical, secure, and transparent — strengthening the journal’s global reputation for credibility.