Publication Lab Policy

Purpose

This policy describes how the Publication Lab collects and handles your data, how AI processing works, and what is expected of you as a user of the IDEA-AI bot and related features. It should be read alongside our Terms & Conditions.

Data We Collect

We collect and store the following information when you use the platform:

• Account details — name, email address, university, faculty, and student ID
• Chat history — your conversations with the AI bot
• Uploaded documents — files you submit for processing
• Usage records — token consumption and session activity

We collect only what is necessary to operate the service.

AI Processing

Messages and files you submit may be transmitted to third-party AI providers to generate responses. By using the platform, you acknowledge this and agree not to upload content that is confidential, personally sensitive, or that you are not authorised to share. You should treat AI-generated outputs as drafts requiring your review, not as authoritative or final work.

Data Retention

Conversation history and usage data are retained for as long as necessary to operate the service, enforce usage limits, and support institutional administrators. Where your institution has specific data retention requirements, we will endeavour to align with those. You may request deletion of your data by contacting your institution administrator or IDEA-AI support.

Data Sharing

We do not sell your data. Data may be shared with third-party AI providers solely for the purpose of generating responses, and with your institution's administrators for account and usage management. We do not use your uploaded content to train AI models.

Security

We apply reasonable technical and organisational measures to protect your account and data. You are responsible for maintaining a strong, unique password and for reporting any suspected unauthorised access to your account promptly.

Your Responsibilities

When using the Publication Lab, you agree to:

• Comply with your university's research integrity, ethics, and publication guidelines
• Verify the accuracy of citations, facts, and formatting in all AI-generated outputs before use
• Disclose AI assistance in your work where required by your institution, journal, or publisher
• Refrain from using the platform to generate misleading, plagiarised, or harmful content
• Not upload third-party confidential information, patient data, or personally identifiable information belonging to others

Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email or in-platform notice at least 7 days before taking effect, consistent with our Terms & Conditions.