1. Overview
Arxivia OÜ ("Arxivia", "we", "us") operates the platform at arxivia.ai. This Privacy Policy describes what personal data we collect, why we collect it, how long we keep it, and what rights you have over it.
Arxivia is registered in Estonia and operates under the European Union General Data Protection Regulation (GDPR). By using our platform, you agree to the practices described in this policy.
2. Data we collect
We collect only what's necessary to provide the service. Here's a breakdown by category:
Account & identity data
| Data point | Why we collect it | Required? |
|---|---|---|
| Email address | Account identification, report delivery, transactional emails | Yes |
| Full name | Personalisation, editorial reports | Optional |
| Country | Regional analytics, Global South focus | Optional |
| Role | Routing to correct product flow (author / editor) | Yes |
Product input data
| Data point | Why we collect it | Retention |
|---|---|---|
| Article abstract | AI analysis for Journal Matcher & Article Readiness | 1 year |
| Uploaded article file (DOCX/PDF) | Article Readiness analysis only | Deleted after processing |
| Journal name / ISSN / URL | Risk Analyzer & Journal Matcher lookup | 1 year |
| Invitation email text | Email Checker analysis | Deleted after processing |
Payment data
Payments are processed by Stripe. We do not store your card number, CVV, or full payment details. We only store a Stripe customer ID and transaction records for accounting purposes.
Technical data
| Data point | Why we collect it |
|---|---|
| IP address | Security, fraud prevention |
| Browser / device type | Platform compatibility |
| Pages visited, time on site | Product improvement analytics |
3. How we use your data
- To deliver AI-generated reports to your email address
- To process payments and maintain transaction records
- To send transactional emails (report delivery, credit balance notifications)
- To send marketing emails if you have opted in — you can unsubscribe at any time
- To detect and prevent fraud or abuse
- To comply with legal obligations under Estonian and EU law
- To improve product quality using aggregated, anonymised analytics
4. Third-party services
We share data with the following trusted service providers only to the extent necessary to operate our platform. All providers process data under GDPR-compliant agreements.
stripe.com/privacy →
resend.com/privacy →
sendpulse.com/legal/privacy →
hetzner.com/legal/privacy-policy →
anthropic.com/legal/privacy →
policies.google.com/privacy →
5. AI processing & your content
When you use Arxivia's AI tools, the text you submit (abstracts, journal URLs, email text) is sent to the Claude API operated by Anthropic for analysis. This is necessary to generate your report.
Uploaded article files (DOCX/PDF) are processed on our servers and deleted immediately after the report is generated. We do not store the full content of your uploaded files beyond the processing window.
What we do store after processing
- Your article abstract — retained for up to 1 year to support your account history
- Journal name / ISSN / URL you queried — retained for up to 1 year
- Your report result (score, recommendations) — retained for up to 1 year
- Full article file — deleted immediately after processing
- Invitation email text — deleted immediately after processing
6. Data retention
We keep your data only as long as necessary for the stated purpose or as required by law.
| Data category | Retention period | Reason |
|---|---|---|
| Account data (email, name, country) | Until account deletion | Account management |
| Article abstracts & journal queries | 1 year | Support, account history |
| Report results & PDFs | 1 year | Re-delivery, support |
| Uploaded article files | Deleted after processing | Not needed after analysis |
| Transaction records | 5 years | Estonian accounting law |
| Marketing email preferences | Until unsubscribe | GDPR consent management |
| Technical logs (IP, browser) | 90 days | Security & fraud prevention |
When the retention period expires, data is permanently deleted from our systems and any backups within 30 days.
7. Your rights under GDPR
As an EU resident (or user of an EU-registered service), you have the following rights. To exercise any of them, email support@arxivia.ai. We respond within 30 days.
8. Cookies
We use a minimal set of cookies necessary to operate the platform.
| Cookie type | Purpose | Can you opt out? |
|---|---|---|
| Essential cookies | Session management, authentication, security | No — required for the platform to work |
| Analytics cookies | Anonymous usage statistics via Google Analytics | Yes — via cookie banner |
| Marketing cookies | Not used on arxivia.ai | N/A |
When you first visit arxivia.ai, a cookie consent banner will appear. You can accept all cookies or essential cookies only. You can change your preference at any time via the cookie settings in the site footer.
9. Children's privacy
Arxivia is designed for academic researchers, journal editors, and university staff. Our services are not directed at children under the age of 16. We do not knowingly collect personal data from anyone under 16.
If you believe a child has provided us with personal data, please contact us at support@arxivia.ai and we will delete it promptly.
10. Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the "Last updated" date at the top of this page. Continued use of Arxivia after the effective date constitutes acceptance of the updated policy.
Privacy questions?
We're a small team and we respond personally. Usually within 24 hours.
support@arxivia.ai