Communications & Newsletter Policy

Last Updated: October 30, 2025

1. Introduction

This Communications & Newsletter Policy (“Policy”) outlines how The AI Journal Ltd (“we,” “us,” “our,” or “Company”) uses email communications, newsletters, and other direct communication methods with subscribers and users.

This policy governs:

Email newsletters and content digests
Transactional emails (account confirmations, password resets)
Marketing and promotional emails
Alerts and notifications
SMS and mobile push notifications (if applicable)
Communications through other channels (direct mail, phone, social media)

The AI Journal is committed to transparent communication, respecting user preferences, and complying with email marketing regulations including:

UK PECR (Privacy and Electronic Communications Regulations)
GDPR (General Data Protection Regulation)
CAN-SPAM Act (US)
Email marketing best practices

2. Company Information

Legal Name: The AI Journal Ltd
Business Registration: UK VAT registered and HMRC registered business
Incorporation Date: May 2020
Registered Address: 49 High Street, Stourbridge, UK, DY8 1DE
Email: [email protected]
Website: https://aijourn.com/
Newsletter Manager: [Insert name/title if applicable]
Jurisdiction: English law

3.1 Subscription Methods

You may subscribe to The AI Journal newsletters by:

Website Signup: Completing the newsletter signup form on our website
Account Registration: Opting in during account creation
Landing Pages: Subscribing through promotional or sign-up landing pages
Social Media: Subscribing through social media platforms
Events: Subscribing at conferences, webinars, or in-person events
Third-Party Forms: Subscribing through partner forms or integrations
Double Opt-In: Some newsletters require confirmation via email verification link

3.2 Newsletter Categories

The AI Journal offers multiple newsletter options:

Daily Digest: Latest articles and news (daily)
Weekly Roundup: Top articles and insights (weekly)
Topic-Specific: Newsletters focused on specific topics (AI, technology, business, etc.)
Expert Column: Thought leadership and expert commentary (as published)
Event Announcements: Webinars, conferences, and special events
Product Updates: Updates about The AI Journal products or services
Promotional: Special offers, partnerships, or promotional content

You may subscribe to any combination of newsletters based on your interests.

3.3 Consent & Legal Basis

By subscribing to our newsletters, you:

Consent to receive emails from The AI Journal
Consent to The AI Journal processing your email address and communication preferences
Acknowledge you have read this policy
Grant permission to contact you at the email address provided
Accept that communications may include promotional content

Legal Basis for Processing:

Explicit Consent: You have voluntarily subscribed
Legitimate Interest: Marketing communications to existing subscribers
Contract: Transactional emails to fulfill service agreements

4. Email List Management & Data

4.1 Email Address Collection

We collect email addresses through:

Website signup forms
Account registration
Checkout or service requests
Third-party partnerships or integrations
Event registrations
Import from existing subscriber databases

4.2 List Verification

We maintain email list quality through:

Bounce Management: Removing hard bounces (invalid addresses)
Engagement Monitoring: Removing consistently unresponsive subscribers
List Cleaning: Regular removal of invalid or obsolete addresses
Complaint Handling: Removing subscribers who mark emails as spam

4.3 Data Retention

Email addresses are retained:

While subscribed: As long as you remain an active subscriber
Post-unsubscribe: 12 months after unsubscribe (for suppression list)
Legal Hold: Longer if required by law or in litigation
Backup: Up to 30-90 days in backup systems after deletion

4.4 Data Protection

Your email and communication data is:

Encrypted in transit (TLS/SSL)
Stored securely on email service provider servers
Protected by access controls and authentication
Not shared with third parties (except email service providers)
Never sold or rented to marketers

4.5 Email Service Providers

We use third-party email service providers for sending and managing newsletters:

Providers: [List email service providers used, e.g., Mailchimp, ConvertKit, etc.]
Data Processing Agreement: Providers sign data processing agreements compliant with GDPR
Data Location: Data may be stored in the US, UK, or EU (see Privacy Policy for details)
Compliance: Providers maintain security and privacy compliance

5. Types of Communications

5.1 Marketing & Promotional Emails

Frequency & Content:

Typically sent 2-4 times per week
Include The AI Journal articles, insights, and analysis
May include sponsored content or partner promotions
Include special offers, promotions, or events
May include affiliate links or partnerships

Opt-In Requirement:

Marketing emails require explicit consent under PECR and GDPR
Subscribers must have actively subscribed (not auto-enrolled)
Clear indication of newsletter content before subscription
Prominent unsubscribe option on every email

5.2 Transactional Emails

Types of Transactional Emails:

Account creation confirmation
Password reset or account recovery
Order confirmation and receipt
Billing and invoice information
Service notifications (important changes, outages)
Customer support responses
Account termination or deletion confirmation

Opt-Out:

Transactional emails cannot be opted out of because they are necessary for service provision
However, you may control some notification preferences (e.g., notification frequency)
To stop all transactional emails, you must close your account

5.3 Legal & Compliance Notifications

Types:

Policy updates (Terms of Service, Privacy Policy, etc.)
Security alerts (unauthorized access attempts, password changes)
Account status changes (suspension, termination)
Legal notices (copyright claims, court orders)
Regulatory compliance notifications

Opt-Out:

Legal and compliance notifications cannot be opted out because they are legally required
Failure to provide notice may result in legal liability

5.4 Event & Webinar Communications

Content:

Webinar announcements and registrations
Event reminders and updates
Post-event summaries and recordings
Speaker bios and presentation materials
Future event announcements

Opt-In:

Typically sent to registered attendees
Subscribers who opt in receive regular updates
May be sent to broader subscriber list for new event announcements

6. Email Unsubscribe & Opt-Out

6.1 Unsubscribe Methods

You may unsubscribe from newsletters by:

Unsubscribe Link: Clicking the “Unsubscribe” link at the bottom of every email
Email Preference Center: Managing preferences through your account dashboard
Email Contact: Emailing [email protected] with “Unsubscribe” in subject line
Phone: Calling [Insert phone if applicable]
Account Settings: Adjusting preferences in your user account

6.2 Unsubscribe Processing

Unsubscribe requests are processed immediately
You will be removed from the list within 24 hours
No further marketing emails will be sent
Transactional emails will continue (unless you close your account)
You may re-subscribe at any time

6.3 Preference Center

If available, you may use the email preference center to:

Manage which newsletter types you receive
Update email address
Change email frequency (daily, weekly, etc.)
Control notification settings
Provide communication preferences

6.4 Frequency of Emails

You may adjust email frequency:

Unsubscribe from specific newsletters: Receive only selected newsletters
Digest options: Choose daily, weekly, or monthly frequency
Frequency cap: Request not to receive more than X emails per week

6.5 Re-Subscription

If you unsubscribe and later wish to re-subscribe:

You may resubscribe through the website signup form
You may email [email protected] requesting re-subscription
Re-subscription requires explicit consent again

7. Email Content & Standards

7.1 Email Format & Accessibility

Our emails include:

Plain Text & HTML: Available in both formats for compatibility
Mobile Responsive: Designed for mobile devices and tablets
Accessibility: Alt text for images; readable by screen readers
Clear Layout: Easy to scan and navigate

7.2 From Address & Identification

Our emails come from:

From Name: “The AI Journal” or team member name (clearly identified)
From Address: [email protected]
Reply-To: [email protected]
Clear Identification: Immediately obvious email is from The AI Journal

7.3 Subject Lines

Our subject lines:

Are clear, accurate, and non-deceptive
Do not use misleading or false information
Include preview text or subject indication of content
Do not impersonate other organizations
Include “Newsletter,” “Update,” or similar indicator (when applicable)

7.4 Prohibited Email Content

We do not send emails containing:

Misleading subject lines or sender information
Misleading claims or false advertising
NSFW, adult, or explicit content
Malware, phishing attempts, or fraudulent requests
Unsolicited attachments or suspicious links
Copyrighted content without permission
Content violating the Prohibited Content Policy

7.5 Unsubscribe Compliance

Every email includes:

Clear Unsubscribe Option: “Unsubscribe” or “Manage Preferences” link
Unsubscribe Link: Functional, one-click unsubscribe (for marketing emails)
Contact Information: Email address or mailing address for contact
Identification: Clear company name and address

8. Compliance with Regulations

8.1 PECR (Privacy & Electronic Communications Regulations)

The AI Journal complies with UK PECR:

Marketing emails are sent only to opted-in subscribers
Electronic communications include clear identification
Unsubscribe option is provided and honored
Complaints are handled within 1 month
Personal data is processed lawfully

8.2 GDPR (General Data Protection Regulation)

Email communications comply with GDPR:

Explicit consent obtained before sending marketing emails
Lawful basis documented (consent, legitimate interest, contract, etc.)
Data subject rights respected (access, deletion, portability, etc.)
Data only retained as long as necessary
Data processing agreements with third parties
Data security measures in place

8.3 CAN-SPAM Act (US)

While The AI Journal is UK-based, we comply with CAN-SPAM for US subscribers:

Emails are identified accurately (not deceptive)
Subject lines are not misleading
From address is valid and accurate
Physical address is included
Clear unsubscribe mechanism provided
Unsubscribe requests honored within 10 business days

8.4 CASL (Canada’s Anti-Spam Legislation)

For Canadian subscribers, we comply with CASL:

Implied consent or express consent obtained
Clear identification and contact information
Easy unsubscribe mechanism provided
Unsubscribe requests honored within 10 business days

9. Sponsored Content & Partnerships

9.1 Disclosure of Sponsored Content

Newsletters may include sponsored content or partnerships:

Clear Labeling: Marked as “Sponsored,” “Partner,” or “Advertisement”
Disclosures: Any conflicts of interest clearly identified
Placement: Separated from editorial content
Transparency: Readers understand what is editorial vs. sponsored

9.2 Affiliate Links & Partnerships

Newsletters may include:

Affiliate Links: Links where we receive commission if you click/purchase
Referral Links: Links to partner services
Disclosure: Affiliate relationships clearly disclosed
Transparency: Readers understand financial relationships

9.3 Partner Communications

If you receive communications from partners through The AI Journal:

Partners agree to follow this policy and PECR/GDPR
Partners are limited to the scope of agreed partnership
Partners may not misuse your data
The AI Journal is not responsible for partner emails (except where we authorize)

10. SMS & Push Notifications

10.1 SMS Text Messages

If you opt in to SMS communications:

You consent to receive text messages from The AI Journal
Text messages are limited to urgent updates or promotional offers
Frequency will be disclosed before opt-in
Standard message rates apply (carrier rates)

10.2 Opt-In Requirements

SMS communications require:

Explicit written consent
Confirmation of phone number and agreement
Clear disclosure of message frequency
Easy opt-out mechanism

10.3 SMS Opt-Out

You may opt out of SMS by:

Replying “STOP” to any text message
Emailing [email protected] requesting SMS opt-out
Calling [Insert phone if applicable]
Adjusting account preferences

10.4 Mobile Push Notifications

Push notifications (if offered through an app):

Require explicit opt-in through app settings
Can be managed through device settings
May be disabled or managed through app preferences
Are covered by this policy

11. Data Security & Privacy

11.1 Email Encryption

Your email communications are:

In Transit: Encrypted using TLS/SSL protocol
At Rest: Stored encrypted on secure servers
Protected: Behind firewalls and access controls

11.2 Link Tracking

Some emails include:

Click Tracking: We track which links are clicked (to measure engagement)
Open Tracking: We track email opens (using tracking pixels)
Purpose: To understand subscriber interests and improve content
Transparency: Disclosed in this policy; you can opt out if preferred

11.3 Data Breach Notification

If your email address is compromised:

You will be notified within 72 hours (GDPR requirement)
Details of the breach will be provided
Recommended actions will be explained
Incident will be reported to authorities if required

11.4 Third-Party Email Providers

Email service providers may:

View email content and subscriber data (for service provision)
Use aggregated data for analytics and reporting
Assist in spam and security monitoring
Cannot use your data for their own marketing

12. Complaints & Dispute Resolution

12.1 Email Complaints

If you believe an email:

Was sent without consent
Contains spam or inappropriate content
Contains misleading information
Violates this policy or regulations

You may report it by:

Emailing [email protected] with “Email Complaint”
Providing the email header and content
Describing the concern in detail

12.2 Complaint Processing

We will:

Acknowledge your complaint within 2 business days
Investigate within 5-10 business days
Take corrective action if needed
Notify you of the outcome

12.3 Escalation

If you are dissatisfied with our response:

You may escalate to [Insert escalation contact]
You may file a complaint with the Information Commissioner’s Office (ICO)
You may pursue mediation or arbitration under our Terms of Service

12.4 ICO Complaint

You may file a complaint with the UK Information Commissioner’s Office:

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113
Email: [email protected]
Website: https://ico.org.uk

13. Contact Information

For questions about this Communications & Newsletter Policy:

The AI Journal Ltd – Newsletter & Communications

Address: 49 High Street, Stourbridge, UK, DY8 1DE
Email: [email protected]
Website: https://aijourn.com/
Phone: [Insert phone if applicable]
Response Time: We aim to respond to inquiries within 5-10 business days

This Communications & Newsletter Policy should be read in conjunction with:

Terms of Service – General website terms and user conduct
Privacy Policy – Data protection and personal information handling
Contributor Agreement – Terms for contributors and guest writers
Prohibited Content Policy – Content standards and restrictions
Copyright Policy – Copyright ownership and content usage
Advertiser & Partner Policy – Advertising and partnership standards

15. Policy Updates

15.1 Changes to This Policy

We may update this policy to:

Comply with new regulations (PECR, GDPR, CAN-SPAM updates)
Improve communication practices
Address new technologies (e.g., AI-driven personalization)
Respond to user feedback
Clarify terms and procedures

15.2 Notification of Changes

Changes will be announced on our website
Last updated date at top of policy shows most recent revision
Significant changes will be communicated via email
Continued use constitutes acceptance of updated policy

15.3 Effective Date

Changes take effect:

On the date indicated in the policy update
Upon posting to the website (unless stated otherwise)
You will receive at least 30 days’ notice of material changes

Communications & Newsletter Policy Last Updated: October 30, 2025

By subscribing to The AI Journal newsletters, you confirm your acceptance of this Communications & Newsletter Policy.