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Publisher-adopted journal privacy and retention notice · effective 28 October 2026 (Asia/Singapore)
Version: jol-retention-2026-10-28-v1

This notice covers Journal of Learnomics submission, peer-review and publication records. The publisher is IAIED, Singapore UEN 53487769M, 60 Paya Lebar Road, #07-54 Paya Lebar Square, Singapore 409051. Contact editor@mylearnomics.com for privacy, retention, access, correction or deletion enquiries.

Information and purposes

The journal uses account and contact details, author names and affiliations, manuscript versions and declarations, reviewer expertise and conflict information, review reports, decision records, publication permissions, fee/waiver records, correspondence and operational records to administer submissions and independent review, communicate decisions, publish authorised material, maintain the scholarly record, investigate integrity concerns and protect the service. Do not submit unnecessary participant-identifying data or other confidential information in a manuscript intended for review.

Reviewer identities and private author fields are restricted to authorised journal participants. Human reviewers receive the anonymised review copy. The publisher verifies and assigns reviewers and handles exceptions, appeals and publication. Public preprints may make authors discoverable despite double-anonymous procedures. Reviewers must disclose any resulting conflict.

Services, processing and safeguards

  • WordPress and hosting: the journal’s WordPress service and domain email use HostGator hosting. Private manuscript files are stored outside the public document root and accessed through authorised download checks. Journal roles limit access to submission and review information. Hosting, email and backup copies are separate from cloud AI-result storage.
  • Google Cloud: the journal’s Cloud Run service and Firestore database are hosted in Singapore. Consented model processing uses a global endpoint; Singapore hosting does not mean Singapore-only model processing. The council consists of three Google Gemini variants from the same provider and model family, which can share errors and limitations.
  • Author AI processing: only with a separate recorded opt-in, the journal sends the supplied anonymised title, abstract, keywords and manuscript plain text for council processing. The request excludes the uploaded PDF, private author fields and confidential editor comments. Authors must also remove identities from the text itself. Declining optional AI processing holds the automated route for publisher attention and possible alternative handling.
  • Reviewer AI processing: reviewers separately choose whether their anonymous comments for authors may be processed for AI-assisted synthesis. Confidential comments to the editorial office are excluded. Human reviewers remain responsible for their own assessments and must not upload confidential material to public or unapproved AI services.
  • Public scholarly services: where authorised publication and service arrangements permit, public article metadata and rights-cleared published material may be supplied to indexing, DOI and preservation services. Crossref metadata, when registered, is processed in the United States and distributed publicly. No current participation or deposit with a preservation provider is implied. Private reviews, participant information and confidential submission records are excluded from these public deposits.

These measures minimise disclosure and restrict access; they do not guarantee that an author has removed every identifying detail or that external processing remains in Singapore. External service processing and retention are governed separately by the applicable provider arrangements. Contact the publisher for relevant processor or transfer information before consenting if further details are needed. Agreeing to the publication terms or a public article licence does not itself provide unpublished-material AI consent.

Adopted retention schedule

The following periods are the publisher’s operational policy choices, not claims of universal legally mandated periods. The publisher administers the schedule, reviews continuing necessity and holds at least annually, and documents any justified exception. This adoption does not claim that every hosting backup, log or private file is already covered by an automatic purge. Automatic deletion and restore behaviour must be verified separately; until then, the publisher manages the required review and disposal steps.

Record Retention and disposal
Published articles, notices and core citation metadata Preserve as the scholarly record. Retain public licence notices and the minimum evidence necessary to establish publishing rights. Exclude private correspondence and unnecessary contact information from the public archive.
Accepted-article editorial files and confidential reports Retain for 7 years after publication or final appeal closure, whichever is later. Afterward, delete or anonymise private material when no longer necessary; retain a minimal decision and rights record only where still needed.
Rejected or withdrawn submissions Retain for 2 years after the final decision or appeal closure, using the later event where there is an appeal. Then delete or anonymise, retaining only necessary minimal suppression or audit information.
Reviewer roster Review annually. Remove inactive profiles after 2 years without engagement unless the person renews participation. Retain only justified opt-out suppression information. Required evidence in an article’s review record follows that record’s schedule.
Operational logs and backups 90-day log retention and 90-day backup rotation, with documented exceptions. Routine operational logs are distinct from the minimum editorial decision and rights evidence above. Backup expiry, deletion and restore handling require operational verification; this notice does not assert instantaneous deletion from all copies.
Google Cloud generated job results The existing service assigns a 30-day job-result expiry; nonce hashes expire after 1 day and budget records after 2 days. Firestore TTL deletion is asynchronous and may occur after expiry. Provider retention is separate. Copies saved in WordPress do not inherit these cloud expiries.
Investigations and legal or integrity holds Suspend routine deletion only for specifically relevant records, restrict access, document the basis and review the hold. A hold does not justify blanket permanent retention. Reassess disposal when the hold ends.

Existing private records must be assessed against their original collection terms, continuing purpose, rights evidence and any documented hold before disposal. Adoption of this schedule does not itself delete records, grant publication rights or change the licence of a previously published article. Necessary signed publication permissions may outlast the detailed private review file.

Requests, withdrawal and the public record

Contact editor@mylearnomics.com with the manuscript identifier and the request. The publisher may need to verify the requester’s identity and authority before granting access, correcting a record or removing information. Requests to withdraw optional consent or delete private material are assessed against the processing already completed, the retained scholarly record and documented applicable obligations or holds. The publisher will explain relevant limits and the action taken.

Published citation records, correction or retraction notices and necessary rights evidence may remain. The publisher cannot guarantee deletion of lawful copies or public metadata already distributed by independent recipients, and cannot revoke an already granted CC BY licence from compliant users.

See the journal privacy notice, editorial workflow and AI-processing policy and prospective publication terms. At least two independent human reviews in the current round remain mandatory for acceptance; supplementary AI reports never replace them. The standard APC remains SGD1,500, with the recorded full launch-phase waiver preserved for covered submissions.