Draft for review · Effective date: [[OWNER-CONFIRM: effective date at launch]]
Who we are and our role
AI Age Press operates the sites at aiagepress.com, journals.aiagepress.com, and news.aiagepress.com. For personal data processed through these sites, the data fiduciary is [[OWNER-CONFIRM: registered entity name & type]], registered office [[OWNER-CONFIRM: registered address]].
This policy explains how we handle personal data and is written to align with India's Digital Personal Data Protection Act, 2023 (the "DPDP Act").
What we collect
We collect only what we need to run the press:
- Account and submission data on OJS — name, email, affiliation, ORCID or biographical details, and the manuscripts, metadata, and correspondence you provide as an author, reviewer, or editor;
- Opportunity submissions and newsletter data on the news site — the details you send when posting an opportunity, and the email address you provide to subscribe;
- Correspondence — emails and messages you send to our editorial or grievance contacts;
- Server logs — IP address, browser and device type, and pages requested, retained for security and diagnostics;
- Approximate analytics — aggregate usage measurement, described under Cookies below.
Why we process it, and our lawful basis
We process personal data to register and authenticate users, run peer review and publish articles, respond to enquiries and grievances, send newsletters you have subscribed to, secure and maintain the sites, and meet legal obligations.
Our lawful bases under the DPDP Act are your consent (for example, newsletter subscription and optional analytics) and certain legitimate uses permitted by the Act (for example, responding to a request you initiate and maintaining site security).
Cookies and similar technologies
The sites use essential cookies needed for login, sessions, and security. These cannot be switched off without breaking core functions.
The news site may use analytics — [[OWNER-CONFIRM: analytics product & ID — Google Site Kit / GA4 present on news site]] — to understand aggregate usage. A Complianz consent banner on the news site lets you accept or decline non-essential cookies, and we default to the most privacy-preserving option until you choose.
Processors and sharing
We do not sell personal data. We share it only with service providers who process it on our behalf, under contract:
- Hostinger — hosting of the sites and stored data;
- Cloudflare — DNS services;
- Google Fonts — serving web typography;
- GTranslate / Google Translate — when a reader activates on-page translation, the page text is sent to Google to be translated; translation is optional and reader-initiated;
- Razorpay — payment processing once paid services are live; the press never sees, handles, or stores your card or bank credentials;
- MailPoet — delivery of the newsletter on the news site.
We may also disclose data where required by law or to protect the rights and safety of the press and its users.
Peer-review confidentiality
Manuscripts and review materials are confidential. Reviewer and editor identities in a double-anonymous process are protected, and review data is used only to conduct and record the editorial process — never for marketing.
Retention
We keep personal data only as long as needed for the purpose it was collected, to maintain the scholarly record, and to meet legal and accounting obligations. Published articles and their author metadata form part of the permanent scholarly record. When data is no longer needed, we delete or anonymise it.
Your rights under the DPDP Act
As a data principal you have the right to:
- access a summary of the personal data we process about you;
- request correction of inaccurate or incomplete data, and completion or updating;
- request erasure of your data where it is no longer needed and retention is not legally required;
- raise a grievance about our handling of your data;
- nominate another individual to exercise your rights in the event of death or incapacity.
To exercise any of these rights, contact our grievance officer (below) or use the Contact & grievance page. We may need to verify your identity before acting.
Grievance officer
For any concern about your personal data, contact our Grievance Officer: [[OWNER-CONFIRM: grievance officer name & email — suggestion: grievance@aiagepress.com]]. Full grievance timelines and escalation are set out on our Contact & grievance page.
Cross-border processing
Our hosting is provided from [[OWNER-CONFIRM: Hostinger data-centre region — India per project notes]]. Some processors (for example, font and translation services) may process limited data outside India. Where that happens, we rely on the transfer conditions permitted under the DPDP Act.
Children
Our services are intended for adult researchers, scholars, and professionals. We do not knowingly collect personal data from children. If you believe a child has provided data, contact us and we will remove it.
Changes to this policy
We may update this policy from time to time. The current version is always the one published here, and material changes take effect from the stated effective date.