Legal

Privacy notice

What Archivist keeps about you, why, who helps us run it, how long we keep it, and what you can ask us to do with it.

Last updated 16 October 2026

Who we are

Archivist ("we", "us") runs the website archivist.gg and the Archivist app at app.archivist.gg, including Archivist Inquiry, the app's AI helper, and buying credit for it. We decide how your information is used, so we are responsible for it under the EU's General Data Protection Regulation (GDPR).

For anything about your information, including a copy of it or deleting it, write to [email protected].

What we keep

Your account: your email address, username and display name; your password, stored scrambled so nobody can read it back; if you sign in with Discord or Google, the name, email address and picture that service shares with us (never your password there); a profile picture if you add one; and for each signed-in device, when you signed in, its internet address (IP address) and browser type, to keep your sign-in safe.
What you make: your characters, compendiums, pictures and settings, and your note pages (a player's notes on a character and a DM's campaign notes, and whether each is shared).
Campaigns: the campaigns you run or join, their members, invitations and requests, players a DM removed or blocked, the campaign's log of what changed during play, and the rolls you share.
Archivist Inquiry: your chats, with the pictures and files you add; your imports (the PDFs, web pages and text you give it, its questions and your answers, and what it built for your review); the changes it offered to your sheets and whether you approved them; and your Inquiry settings.
Credit and payments: your credit (purchases, each use with its date, what it was for and what it cost, refunds and welcome credit); for each purchase, what Polar tells us (the pack, amount, tax, date, whether it went through or was refunded, and Polar's reference). You enter your card on Polar's own page; we never see your card number. If you got welcome credit, a scrambled form of your email address, so each address gets it once.
Emails we send: to confirm your address, reset your password or change your email, and confirm a purchase or a withdrawal.
Technical records: what was asked of our server, from which internet address, when and whether it worked; for Inquiry also how much work each answer took and what it cost. These records never hold your questions, Inquiry's answers, your files, your notes or your email address.
Backups: every night we save a backup copy so nothing is lost if something breaks. Each backup is kept for 14 days.

Archivist Inquiry and AI

To answer you, Inquiry sends the AI providers below what your question needs, and nothing else from your account.

Anthropic makes Claude, the AI models that write Inquiry's answers and imports. Inquiry sends it your question and the chat so far, what the page you are on is about, your own notes when your question is about them, the entries it looks up, and the pictures, files, PDFs, web pages and text you give it.
TypeSafe runs small AI checks inside Inquiry, such as whether a question is about D&D or which entry a name means. Each check gets only the short piece it needs.
When a DM asks Inquiry about the campaign, it can use the players' sheets, the rolls they shared and the character notes they share with the DM. When a player asks, it can use the DM's pages marked "Shared with players" and that player's own notes, never another player's.
Never sent: your email address, your password, your payment details, or anything of another person beyond what you can see in the app.
We do not use your things, your questions or Inquiry's answers to train AI models.

When Archivist reads a web page

When you ask Inquiry to import from a web address, Archivist's server visits that page for you. It names itself "ArchivistInquiry" on every visit, so the people who run the site can recognise it.

It reads the page you gave it and the pages it links to on the same site, up to 50, so you can tick the ones to import. A PDF linked there is read only if you tick it.
It follows each site's rules for automatic readers (the site's robots.txt file). A page those rules ask it to skip is listed for you but never read. If a site's rules can't be read at that moment, it reads nothing from that site.
It visits one page at a time, at least a second apart, or slower when the site asks for it, and it skips pages too large to read.
It reads only public pages: it never signs in anywhere and never leaves the site you gave it.

The text of the pages it reads is kept with your import and removed 30 days after the import ends. If you run a site and have a question about these visits, write to [email protected].

Companies that help us

These companies run parts of Archivist for us. They may use your information only to do that work.

Hetzner: Runs our server in the European Union, where your account and everything you make in Archivist are kept.
Cloudflare: Delivers the website and the app, runs our web addresses, and stores pictures, the files you give Inquiry and our nightly backups, in the European Union.
Resend: Sends our emails. Gets your email address and the email's text.
Anthropic: The Claude AI models that write Inquiry's answers and imports. Gets what Inquiry sends, as described above.
TypeSafe: Small AI checks inside Inquiry. Gets short pieces of what Inquiry sends.
Sentry: Reports errors and slow pages, and records each Inquiry answer or import step by step so we can improve it. Names, emails and other personal details are removed first; kept up to 90 days, in the EU.
Polar: Our reseller for credit packs: takes the payment, works out and pays the tax, sends receipts and refunds. Gets your email address, and the card and billing details you enter on Polar's own page (Polar uses Stripe to process cards). Polar's own privacy notice applies to the payment.
Discord and Google: Sign-in, only if you choose to sign in with them. Their own privacy notices apply on their pages.

Some of these companies may handle information outside the European Economic Area. Where they do, they rely on approved safeguards, such as the European Commission's standard contractual clauses or the EU-U.S. Data Privacy Framework. You can ask us for a copy.

Why we may use it

To give you what you asked for (a contract with you): your account, your things on all your devices, campaigns, Inquiry, credit and purchases, and the emails about them.
Because the law requires it: records of payments and tax, and handling withdrawals and refunds.
Because we have a fair reason that does not outweigh your rights: keeping Archivist safe and working (technical records, limits on repeated tries, backups), giving welcome credit once per email address, and dealing with payment disputes.

How long we keep it

Your account and what you make: Until your account is deleted. Something you delete in the app is removed from our server at once; a small marker with its name stays, so your other devices remove it too.
Chats with Inquiry: Until you delete them. Deleting a chat removes its messages, its change cards and its files at once.
Imports: The files and pages behind an import, its questions and its drafts: 30 days after the import ends. Files you add but never use: 24 hours.
Shared rolls: 180 days.
A campaign's log: As long as the campaign exists.
Sign-ins: Until you sign out, or until the sign-in ends 30 days after the device was last used.
Credit and purchase records: Kept as long as the law asks us to keep payment records. If your account is deleted, they no longer say what each use was for. The scrambled form of your email address that stops a second welcome credit is kept too.
Technical records: A limited time, only to keep Archivist running and safe.
Backups: 14 days.

Your rights

You can ask us to tell you what we keep about you and give you a copy, correct what is wrong, delete your information, give it to you in a form you can take elsewhere, or stop or limit some uses of it.

In the app, you can change your email, username and display name on the Account page, export a character as an Archivist file, and export a compendium as a zip file.
For anything else, including a copy of everything or deleting your account, write to [email protected] from your account's email address. The app has no button to delete your account: we delete it when you ask. We answer within one month.
Deleting your account removes your account, characters, compendiums, pictures, notes, the campaigns you run, and your chats, imports, rolls and settings. We keep the credit and purchase records, without what each use was for, and the scrambled form of your email address that stops a second welcome credit. Copies in our backups are gone within 14 days.
You can complain to the data protection authority where you live or work. We would like the chance to help first, so please write to us too.

Cookies and your browser

The app uses a cookie that keeps you signed in. The app can't work without it, so we don't ask for it.
The app keeps a copy of your things in your browser, so it keeps working when you are offline and catches up when you are back. Signing out removes that copy, after your changes are saved.
We use no advertising or tracking cookies.
Polar's checkout page and the Discord and Google sign-in pages are run by those companies, with their own cookies and privacy notices.

Children

You must be at least 16 to have an Archivist account. If you think a younger child has an account, write to [email protected] and we will delete it.

Keeping it safe

Connections to Archivist are encrypted and passwords are stored scrambled. In the app, your things reach only you and the people you share them with, and Inquiry follows the same rules. No system is perfectly safe, but we keep the number of people who can reach our server and records as small as possible.

Changes to this notice

When we change this notice, we change the date at the top. Before an important change applies, we tell you in the app or by email.

Contact

Email: [email protected]