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Journal privacy notice · effective 28 October 2026 (Asia/Singapore)
Version: jol-privacy-2026-10-28-v2
Version note: This prospective update replaces the planned-email-service disclosure with the configured SendGrid workflow-mail disclosure. Earlier notice versions and recorded assent snapshots are retained unchanged. The adopted retention schedule remains version 1.
This notice applies to the Journal of Learnomics submission, peer-review and publishing service. Its publisher is IAIED, Singapore UEN 53487769M, 60 Paya Lebar Road, #07-54 Paya Lebar Square, Singapore 409051. Contact editor@mylearnomics.com about personal information, access, correction, optional-consent withdrawal or retention.
What we process and why
The journal processes account and contact information, author names and affiliations, manuscripts and declarations, reviewer expertise and conflicts, review reports, decisions, correspondence, fee/waiver records, publication permissions and necessary operational records. These support account access, submission handling, independent review, communications, authorised publication, integrity enquiries and service security. Authors should not include unnecessary personal or participant-identifying information in review materials.
Private author details and reviewer identities are restricted to authorised participants. External human reviewers receive an anonymised manuscript, and authors receive released anonymous reports. The publisher verifies reviewers and handles conflicts, appeals and publication. Public preprints can make authors discoverable despite double-anonymous procedures.
Hosting and confidential AI processing
HostGator hosts the WordPress journal and the editorial mailbox. Permitted workflow notification delivery is configured through SendGrid as described below. Private manuscript files are held outside the public document root and accessed through authorised download checks; journal roles restrict editorial access. Hosting, email and backups are separate from AI job-result storage.
Journal email: the mail service processes recipient addresses and message content. Necessary workflow notifications can include the manuscript identifier, status and editorial decision letter; an appeal-reopening reason; a proof-ready notice; or a reminder for an accepted reviewer assignment with its due date. Messages link to the portal and identify the journal and saved APC terms. Proof-ready email does not include the full proof. Reviewer invitations, author invitations and reminders for unaccepted reviewer invitations are separate outreach categories; they are not treated as consent to ongoing workflow notifications. Preprint outreach is currently prepared as drafts for publisher review.
SendGrid workflow email: Twilio SendGrid is configured for the permitted journal workflow notifications described above. It processes recipient email addresses, message headers, subjects and notification content for delivery. The configured route is the United States; no European regional route has been selected. Processing is not represented as Singapore-only or EU-only. Workflow messages do not attach manuscript PDFs or the full proof. Outreach, unclassified messages and unrecognised notification contexts are blocked from this transport. The publisher completes operational checks before sending; this notice does not claim that a message has already been sent or delivered. The correspondence address remains editor@mylearnomics.com.
Google Cloud provides the journal’s Cloud Run service and Firestore database in Singapore. The three-model Gemini council uses a global model endpoint; model processing is not represented as Singapore-only. Its variants share a provider and family, so they are not independent human experts.
Author AI processing requires a separate recorded opt-in. Requests contain the supplied anonymised title, abstract, keywords and manuscript plain text; they exclude uploaded PDFs, private author fields and confidential comments to the editor. Authors must remove identifying details from the text itself. Reviewers separately opt in before their anonymous author-facing comments are used for AI-assisted synthesis. Their confidential editor comments are excluded. Declining optional AI processing holds the automated route for publisher attention and possible alternative handling.
These access and data-minimisation measures are safeguards, not a guarantee that every identifying detail has been removed or that external processing stays in Singapore. Provider processing and retention are separate from the journal’s records. Contact the publisher for relevant processor or transfer details before consent where further information is needed. Publication assent is not AI-processing consent.
Public metadata and publishing services
Once the required publication permissions and service arrangements are in place, public article metadata and rights-cleared published material may be distributed to indexing, DOI and preservation services. Public metadata can include names, affiliations, supplied public identifiers, titles, abstracts, references, citation details and licences. Where Crossref registration is used, the relevant public metadata is processed in the United States and distributed publicly. This does not claim that current Crossref registration or preservation deposits have been completed.
Private reviewer information, confidential correspondence, unpublished files and participant-level private data are not included in public metadata or preservation deposits. All affected authors must receive the applicable notice; a corresponding author must not silently agree for an uninformed co-author.
Retention and requests
The adopted editorial-record retention schedule, version jol-retention-2026-10-28-v1, specifies seven years for accepted-article editorial files after publication or final appeal closure, whichever is later; two years for rejected or withdrawn submissions after final decision or appeal closure; annual reviewer-roster review; and 90-day operational-log retention and backup rotation, with documented holds and exceptions. Public scholarly records and necessary rights evidence can remain longer.
Cloud job results have a 30-day expiry; Firestore deletion is asynchronous. WordPress copies do not inherit cloud expiry. The schedule is publisher-administered and does not assert that all hosting backups and private records already undergo automatic deletion. See the full schedule for scope, expiry and disposal details.
Send requests to editor@mylearnomics.com, identifying the manuscript or record concerned. The publisher may verify identity and authority, and will explain relevant limits and the action taken. Withdrawal or deletion requests are assessed against completed processing, necessary records and documented applicable obligations or holds. The publisher cannot guarantee removal of lawful copies or metadata already held by independent recipients or revoke an existing CC BY grant from compliant users.
See the prospective publication terms and editorial workflow. This notice does not relicense legacy articles or establish any author’s assent.