Privacy policy
Last updated: April 2026
Archively.AI is built for institutions that hold sensitive historical material. We treat our customers' data and their users' personal information with the seriousness the work requires.
1. Who this applies to
This policy covers visitors to archively.ai, tenants using the Archively.AI application, and end-users of portals built on Archively.AI. Your institution may have its own privacy policy that supplements or supersedes ours for your tenancy.
2. What we collect
Account data: name, email address, organization, role. Provided by you or your institution administrator at sign-up.
Usage data: feature activations, error events, and aggregate performance metrics. Used to keep the product stable and to prioritize work.
Content: the archival records, files, and metadata you upload. Treated as strictly confidential; never used to train shared models.
3. How we use it
To operate and secure the service you're paying for.
To contact designated tenant administrators about incidents, updates, and security.
To improve product reliability and performance based on aggregate (non-personal) usage patterns.
4. How AI processing works
When you run AI features (OCR, transcription, entity extraction, summaries), the relevant file content is sent to the AI provider configured for your tenancy.
Your content is processed only to generate the requested output. It is not used to train foundation models.
AI provider and region are configurable per tenancy, including options for on-premises models on the Consortium tier.
5. Sub-processors
We use a minimal set of sub-processors (cloud hosting, email delivery, analytics, AI inference). The current list and their purpose is available on request and is kept up to date.
6. Data retention and deletion
Content is retained for the life of your tenancy plus a configurable grace period. On termination, you receive a full export (CSV, JSON, EAD, and original files) and the data is deleted within thirty days unless you ask us to accelerate.
7. Your rights
Depending on where you live, you may have the right to access, correct, export, or delete personal data we hold about you. Reach us at privacy@archively.ai and we will respond inside thirty days.
8. Security
We encrypt data in transit and at rest, scope access with role-based permissions, and log every action. Our security practices are reviewed annually. Report vulnerabilities to security@archively.ai.
9. Contact
Data controller contact details, DPO contact, and your institution's own privacy contact live here. Update before publication.