Introduction
Archiva ("we", "our", "us") operates the Archiva web application, mobile applications, and website (archiva.info). This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service.
Information We Collect
Account Information. When you create an account, we collect your name, email address, and password (stored securely as a hash, never in plaintext).
User Content. Files you upload (documents, images, audio, video), stories and projects you create, and chat conversations with the AI assistant are stored on our servers.
Collaboration Data. When you create or join a Group, we store the Group's name, the email addresses of people you invite, the membership list, and any content shared into the Group. When you co-author a story, we record which user authored which chapter so collaborators can identify each other's contributions.
Usage Data. We may collect information about how you access and use the application — for example, anonymous error logs, feature usage, and version information used to deliver service updates.
How We Use Your Information
We use your information to:
- Provide and maintain the Service
- Process and store your uploaded files
- Generate AI-powered tags, search results, and chat responses
- Enable Groups and collaboration features with members you invite
- Notify invited members of pending invitations to your Groups
- Send you important service updates
AI Data Processing and Third-Party AI Services
Archiva uses artificial intelligence to provide core features of the application. To deliver these AI-powered features, certain user data is sent to third-party AI service providers for processing. This data sharing only occurs after you provide explicit consent within the application. You can withdraw consent at any time in Settings.
What Data Is Shared with AI Services
| Feature | Data Sent | Purpose |
|---|---|---|
| File Tagging | Extracted text and images from uploaded files | Automatic categorization and tagging of your files |
| AI Chat / AI Archivist | Your chat messages and relevant document text | Answering your questions about your files |
| Search | Your search queries and document text | Finding relevant content across your files |
| Text-to-Speech | Text content from your files or stories | Converting text to audio narration |
| Story Writing Assistance | Story content and your instructions | AI-assisted writing, editing, and co-authorship suggestions |
| Speech-to-Text | Audio recordings you create in the app | Converting your voice to text |
| Web Search Augmentation | Your AI Archivist queries | Optional web context retrieval (when you enable web search) |
Who Receives Your Data
OpenAI (San Francisco, CA, USA) — Provides the AI models that power Archiva's intelligent features. Your data is sent to OpenAI's API for processing. OpenAI's data usage policy for API users states that API data is not used to train their models. For more information, see OpenAI's API Data Usage Policies.
How Your Data Is Protected During AI Processing
- All data is transmitted over encrypted connections (HTTPS/TLS)
- OpenAI does not use API data to train their AI models
- Data is processed in real-time and subject to OpenAI's standard API data retention policy (typically 30 days for abuse monitoring, then deleted)
- We only send the minimum data necessary for each AI feature to function
Your Consent and Control
- AI data processing only begins after you explicitly consent within the app
- You can withdraw your consent at any time in the app's Settings page
- Withdrawing consent will disable AI-powered features but will not affect your stored files or account
- You can re-enable AI features at any time by consenting again
Collaboration and Shared Content
When you invite someone to a Group, share a story or project with collaborators, or accept an invitation:
- Invited members can see content shared into the Group based on your visibility settings
- You can remove members from a Group at any time, which immediately revokes their access to Group content
- When a collaborator co-authors a story, their chapters are attributed to them and remain readable by other Group members
- We never sell or share Group membership or content with third parties for advertising or marketing
- Invitation emails are sent only to addresses you explicitly provide
Other Third-Party Services
In addition to AI services, we use the following third-party services for infrastructure:
- MongoDB Atlas — for secure database storage of account information and file metadata
- Railway — for application hosting
- Resend — for transactional email delivery (account verification, password reset, Group invitations)
These infrastructure services do not process your content for AI purposes.
Data Security
We implement appropriate security measures to protect your personal data. Passwords are hashed using industry-standard algorithms; authentication uses short-lived JWT tokens; all data in transit is encrypted using HTTPS. However, no method of transmission over the Internet is 100% secure.
Data Retention
We retain your data as long as your account is active. You may delete individual files, stories, projects, and Group memberships at any time through the application. You can also delete your entire account in the Settings page, which permanently removes all your data including all uploaded files, stories, projects, Group memberships, and AI conversation history.
Your Rights
You have the right to:
- Access your personal information
- Update or correct your personal information
- Delete your files, content, Groups, and account
- Consent to or withdraw consent for AI data processing
- Request information about what data we hold about you
Children's Privacy
Our Service is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at support@archiva.info.