Last reviewed: 23 September 2026
Information collected
The resource form collects the requester’s name, position, institution, country, professional email address, telephone number, acceptance of the resource terms and any optional marketing preference. Technical security information may also be processed to prevent misuse.
How the information is used
SPECS uses the information to authenticate the request, provide the selected resource, protect its intellectual property, maintain an access record and, where permission has been given, send occasional relevant insights or service information.
Authentication and security
A time-limited authentication code is sent to the submitted email address. The database stores a cryptographic representation of that code rather than the code itself. Authentication codes and download links expire automatically.
SPECS may record transactional delivery events—including sent, delayed, delivered, bounced, failed, suppressed or complained—to diagnose delivery problems, protect sender reputation and support access administration. These events do not confirm that a message was opened or read.
Retention
Resource-request records, including the marketing preference recorded with the request, may be retained for up to 12 months for access administration, security and proportionate business follow-up. Records may be removed earlier when they are no longer required. Any marketing contact record maintained separately will be reviewed periodically and marketing permission can be withdrawn at any time.
Service providers
OpenAI hosts and operates the ChatGPT Sites service on SPECS’ behalf and may engage infrastructure and web-hosting subprocessors, including Cloudflare. SPECS also uses Resend to send authentication emails and record transactional delivery events. These providers process information only as required to provide their services under the applicable data-protection terms.
ChatGPT Sites does not currently provide a selectable data-residency location for deployed Sites, D1 database records, stored files, artifacts or related logs. Information may therefore be processed internationally, subject to the contractual transfer safeguards applicable to the service and the requester’s jurisdiction.
Administrative access
Access to identifiable request records is restricted to authorised SPECS administrators. Administrative access and exports are recorded for accountability. Authentication codes, cryptographic hashes and download tokens are not presented through the administrative interface.
Your choices
Marketing permission is optional and is not a condition of receiving the resource. You may ask SPECS to correct or delete your information, or withdraw marketing permission, by contacting info@specs-edu.com.
Policy review
SPECS will review this notice and its records-management arrangements when the service, its providers or the applicable legal requirements materially change.