Privacy Policy

1. Who we are

Archivez is a tenant-scoped AI assistant operated by Open Kinetix doo Kragujevac ("Open Kinetix", "we", "us"), a company registered in the Republic of Serbia. Open Kinetix is the data controller for personal data processed through Archivez.

• Registered address: Kazimira Veljkovica 45, 34000 Kragujevac, Serbia
• Contact for privacy and data protection: privacy@archivez.io
• Website: https://archivez.io

2. What this policy covers

This policy explains what personal data Archivez processes, why, where it is stored, how long it is kept, who it is shared with, and what rights you have as a data subject under the EU General Data Protection Regulation (GDPR) and comparable laws.

3. What data we collect

3.1 Account data

When your tenant organisation provisions an Archivez account for you, we process:

• Your email address and name (from your organisation's single sign-on provider)
• Role and permission metadata needed to enforce access control

3.2 Email data (only if you connect a mailbox)

If you choose to connect an email mailbox, Archivez connects to it over IMAP using an app password that you generate with your email provider (for example, a Gmail, Fastmail, or iCloud app password). Archivez indexes only the messages exchanged with the tracked contacts you explicitly designate inside Archivez. This means:

• We index correspondence in both directions — messages you received from and messages you sent to a tracked contact — so Archivez reads both your Inbox and your Sent folder for those contacts. Mail with anyone you have not designated as a tracked contact is not fetched, stored, or processed.
• For those messages we read the subject, body, and metadata (sender, recipients, timestamps, thread ID).
• Archivez only reads your mail — it never sends, modifies, or deletes messages.
• You control which contacts are tracked, and you can disconnect the mailbox or revoke its app password at any time, which immediately stops indexing.
• You can optionally trigger a one-time history pull for a tracked contact. Before anything is stored, Archivez shows you a preview — how many messages and roughly how much data — for you to confirm.

3.3 Uploaded documents

Files (PDF, DOCX, TXT, and similar) that you or a colleague upload into your Archivez tenant are indexed and stored in the tenant's private storage scope. Uploaded content may contain special categories of personal data (for example health, or data revealing other sensitive matters). Archivez processes this content on your organisation's behalf as its processor; your organisation, as the controller, is responsible for having a lawful basis and, where applicable, an Article 9 condition for any special-category data it submits.

3.4 Usage data

To run the service we process:

• Chat questions and answers (used to render source citations and maintain conversation history)
• Operational (service) logs used to run and troubleshoot the service (request timestamps, error traces, rate-limit counters)
• Security logs (sign-in and access records, including IP address) used to detect and investigate security incidents and unauthorised access
• A tamper-evident audit trail of administrative and document actions, kept as an integrity and accountability record and to establish, exercise, or defend legal claims
• Aggregate usage metrics (chunk counts, token counts, cost attribution)
• Crash diagnostics from the Archivez mobile and web applications: stack traces, breadcrumbs of preceding actions, and device or browser metadata. Email addresses, OAuth tokens, and JWT-shaped strings are stripped from messages and breadcrumbs before they leave your device or our servers.

4. How we use your data

• To provide the core product: retrieving relevant passages from your own content library and generating cited answers
• To enforce tenant isolation: every row of every database table is scoped by tenant_id, and access is filtered at both the application and query layers
• To operate, maintain, and troubleshoot the service
• To comply with legal obligations

We do not sell your data. We do not use your data to train third-party AI models. Prompts sent to AWS Bedrock are not retained by Anthropic or Cohere for model training.

4.1 AI processing and your permission

Archivez uses a third-party AI service for two things: answering your questions, and reading the documents and mail you add so that they can be searched and answered from. This applies to the Archivez mobile app and the web application alike.

• What is sent: the question you ask, together with the passages from your workspace that are needed to answer it; and the text of any document or email message you add to the archive, so that it can be indexed.
• Who it is sent to: Amazon Web Services, Inc., through its AWS Bedrock service, which runs the Claude language models from Anthropic and the embedding model from Cohere on our behalf.
• Where it is processed: entirely within the European Union, on the AWS Bedrock EU inference profile (see §5).
• How it is used: only to produce your answer and to index your content for search. It is not used to train AI models, and prompts are not retained by Anthropic or Cohere for training.

We ask before your content is sent. Before your first question or your first upload, the Archivez app shows you the information above and asks for your permission. Nothing you ask or upload is sent to the AI service until you agree. Your answer is recorded on our servers: if you decline, or later withdraw, our servers refuse to send your content to the AI service, not only the app.

If you decline, everything already in your archive stays available to read, search, and filter. You will not be able to ask questions or add new documents, because both use the AI service.

You can change your mind at any time. In the mobile app, go to Settings > AI processing; in the web application, open your Profile page. Both show your decision and let you withdraw it. Withdrawing stops any further sending immediately, including processing that was already queued. You can also ask us to stop at privacy@archivez.io.

5. How we store your data

• Encryption at rest:
  • Document storage (uploaded files and indexed email content) is held in private S3 buckets with AWS server-side encryption (SSE-S3, AES-256).
  • The application database (PostgreSQL on AWS RDS) is encrypted at rest with AES-256 using AWS RDS-managed encryption.
  • Mailbox credentials — the IMAP app password for each connected mailbox — receive an additional layer of protection: they are envelope-encrypted with AWS KMS, with a distinct Data Encryption Key (DEK) per connection wrapped by a KMS-managed master key.
• Encryption in transit: TLS 1.2 or higher for all connections.
• Tenant isolation: database rows are scoped to tenant_id; application-layer and query-layer checks both enforce the boundary.
• Location: data is stored in the European Union. Primary region is eu-central-1 (Frankfurt, Germany). Large language model calls route through the AWS Bedrock EU cross-region inference profile, which is guaranteed by AWS to stay within EU data-residency boundaries (Frankfurt, Stockholm, Milan, Spain, Ireland, Paris).

6. How long we retain your data

Disconnecting vs. removing a mailbox. Disconnecting a mailbox (or un-indexing a tracked contact) immediately stops any further indexing from that source, but it does not by itself delete content already indexed — your existing archive and search results stay intact until you remove it. Removing the mailbox data is a separate, explicit action; once you trigger it, the derived content (extracted text, chunks, embeddings, and metadata) is taken out of active use and permanently erased within 7 days.

When your tenant account is closed, we delete tenant content and the derived index within 30 days, except for the limited categories we are permitted or required to keep for longer: accounting and billing records (up to 10 years, as required by applicable accounting and tax law — for example, in Serbia the Law on Accounting and the Law on Tax Procedure and Tax Administration; comparable rules apply in other jurisdictions) on the basis of our legal obligations (GDPR Art 6(1)(c); erasure exception Art 17(3)(b)), and the tamper-evident audit trail (a record of administrative and document actions), which we keep as an integrity and accountability record and for the establishment, exercise, or defence of legal claims (GDPR Art 6(1)(f); Recital 49; erasure exception Art 17(3)(e)); security logs age out on their normal schedule (up to 12 months). These retained records are access-restricted, kept out of active processing, and deleted once their period expires.

7. Who we share your data with

Archivez does not sell, rent, or share your personal data with third parties for their own purposes.

We use the following sub-processors to operate the service:

Every sub-processor is bound by a written data processing agreement that requires it to protect your personal data to the same standard as this policy and the GDPR (Article 28): it may process the data only on our instructions and only for the purpose listed above, must keep it confidential and secure, and may not use it for its own purposes.

The AI service in particular. Amazon Web Services processes this data as our processor under the AWS GDPR Data Processing Addendum. The Anthropic and Cohere models run inside AWS Bedrock; AWS does not share your prompts or the models' responses with Anthropic or Cohere, and does not use them to train any model. See §4.1 for what is sent and how to withdraw your permission.

A current sub-processor list can be requested at privacy@archivez.io.

Payments. Paddle is our merchant of record — the seller of record to your organisation. For buyers in the EU/UK this is Paddle.com Market Limited (30 Old Bailey, London EC4M 7AU; England & Wales no. 08172165); Paddle contracts through its local entities for buyers elsewhere (Paddle.com Inc. in the United States; Paddle.com (Canada) Ltd in Canada). In its merchant-of-record role Paddle sets the applicable taxes, issues the invoice in its own name, and is an independent controller for the payment data you provide to it. Separately, Paddle.com Market Limited also acts as our processor for the billing and subscription data we send it, under Paddle's Data Processing Addendum (listed in the sub-processor table above). The applicable terms are Paddle's Seller Terms and DPA, accepted at account registration.

8. Your rights under GDPR

If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have the following rights:

• Access — request a copy of personal data we process about you
• Rectification — correct inaccurate personal data
• Erasure ("right to be forgotten") — request deletion of your personal data
• Portability — receive your personal data in a structured, machine-readable format
• Restriction — request that we limit processing in specified circumstances
• Objection — object to processing based on legitimate interests
• Withdraw consent — for processing based on consent (e.g., a connected mailbox, or AI processing under §4.1), you can withdraw at any time

To exercise any of these rights, email privacy@archivez.io. We respond within 30 days.

You also have the right to lodge a complaint with a data protection authority — for example the Commissioner for Information of Public Importance and Personal Data Protection (Poverenik) in Serbia, or your national supervisory authority in the EU.

9. Cookies and similar technologies

This website (archivez.io) sets no cookies at all. It carries no analytics, no tracking pixels, and no requests to any third party. The only script on the page is a one-line handler that opens the translated version when you use the language selector; it stores nothing and contacts no third party. There is nothing for a consent banner to disclose.

The Archivez application sets no cookies of its own. It keeps data in your browser's local and session storage instead: your sign-in session, which workspace you are viewing, and interface preferences such as language, sidebar state, table layout, and notices you have dismissed. None of it is used for advertising, analytics, or tracking. You can clear it at any time through your browser; doing so signs you out.

Signing in is handled by our identity provider at kc.archivez.io, which sets strictly necessary session cookies (such as AUTH_SESSION_ID) for the duration of the sign-in flow and your session. They are used only to authenticate you and to keep you signed in.

We use no advertising cookies, no analytics cookies, and no third-party trackers on any of these properties.

10. International transfers

Your documents, indexed email content, chat history, account data, and AI processing all stay in the European Union: primary hosting is AWS eu-central-1 (Frankfurt) and large-language-model inference runs through the AWS Bedrock EU cross-region inference profile, which AWS guarantees stays within EU data-residency boundaries. Anthropic and Cohere are reached only through Bedrock's EU region; error diagnostics go to Sentry's EU region (Frankfurt).

A limited set of transfers to the United States can occur for specific features, each under an appropriate safeguard (Standard Contractual Clauses and/or the EU–US Data Privacy Framework):

• Mobile push notifications — if you use the mobile app and enable push, the notification title and body (which may reference a document or deadline) are delivered via Expo's push service and Apple/Google push infrastructure in the United States.
• Payments — where paid billing is enabled, billing contact details and payment tokens are processed by our payment provider, which may process them outside the EU.
• Gmail connection (optional, off by default) — if your tenant enables the Gmail API connection instead of a standard IMAP mailbox, the connected mailbox content is processed by Google.

We do not otherwise transfer personal data outside the EU in the course of normal operations.

11. Connected mailbox data and use limitation

When you connect an email mailbox, Archivez accesses it over IMAP using an app password and indexes only the messages exchanged with the tracked contacts you designate (see §3.2). We apply the following limits to that data:

• Use limitation. Mailbox data is used exclusively to provide and improve the user-facing features of Archivez — namely, retrieving relevant passages from your tracked-contact emails and generating cited answers to your questions. We do not use this data for any unrelated purpose.
• No advertising. We do not use mailbox data for advertising, ad targeting, ad measurement, or any form of ad personalisation.
• No transfer except as needed. We do not transfer mailbox data to third parties except as necessary to provide or improve the user-facing features above, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to users.
• No human access. We do not allow humans to read your mailbox data unless (a) we have your explicit consent for specific messages, (b) access is necessary for security purposes such as investigating abuse, (c) access is necessary to comply with applicable law, or (d) the data has been aggregated and anonymised and is used only for internal operations.

Archivez processes connected-mailbox data exclusively within the European Union (AWS eu-central-1, Frankfurt). Message content is stored encrypted at rest and is isolated per tenant. You can disconnect the mailbox or revoke its app password at any time, which immediately stops any further indexing; disconnecting does not by itself delete content already indexed. To delete indexed email-derived data, use the in-app mailbox-data removal action or email privacy@archivez.io; once removal is triggered, the data is taken out of active use and permanently erased within 7 days.

12. Security and breach notification

We maintain administrative, technical, and organisational measures appropriate to the nature of the data we process, including encryption, access controls, logging, and least-privilege IAM. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the affected tenant admins without undue delay and, where required by law, the competent data protection authority within 72 hours.

13. Children

Archivez is a business product and is not intended for children under 16. We do not knowingly collect personal data from children.

14. Changes to this policy

We may update this policy to reflect changes to the service or to legal requirements. Material changes will be announced to tenant admins by email at least 30 days before they take effect. The "Last updated" date at the top of this page is always current.

15. Contact us

• Privacy and data protection: privacy@archivez.io
• General support: support@archivez.io
• Abuse reports: abuse@archivez.io
• Legal entity: Open Kinetix doo Kragujevac (Open Kinetix d.o.o.), Kazimira Veljkovića 45, 34000 Kragujevac, Republic of Serbia — company no. (matični broj) 21614602, tax ID (PIB) 112140379