Legal
Privacy Policy
This Privacy Policy explains how Archivo collects, uses, stores and protects information when you use our website, application and related services.
Last updated: October 13, 2026
Archivo is a document and file productivity platform operated by UrsimusAI. This Privacy Policy applies to Archivo's website, web application, desktop application, AI-assisted tools, file management features, document generation tools and related services.
This Policy applies when you access Archivo, create an account, upload files, process documents, use AI-assisted features, subscribe to a plan, contact support or otherwise interact with us. It does not apply to third-party websites, applications or services that we do not control.
We may collect account information such as name, email address, password credentials, company or workspace name, role, profile settings and contact details. We may also collect billing details, subscription records, invoices and payment status through our payment provider.
Archivo may process files, folders, documents, PDFs, spreadsheets, images, prompts, instructions, generated outputs, metadata, comments, reports and other content that you upload, create, store or process through the service. Your files remain your content.
We may collect technical and usage information such as device type, browser, operating system, IP address, approximate location, pages viewed, features used, file activity, error logs, crash reports, login records, security events and performance data.
Crash reports. Archivo sends a crash report when the app fails. Crash reports are on by default. You can turn them off in Settings, under Privacy, with the switch “Send crash reports to Archivo”. The switch belongs to each device, because many crashes happen before you sign in. When it is off, nothing leaves the device, and any unsent reports on the device are deleted.
What a report holds. A report holds the error message and stack trace (file names and line numbers of Archivo’s own code), the app version, whether you use desktop or web, your operating system (and browser name on the web), which Archivo app was open, a random install ID made once for each install or browser, the time, how many times the same error repeated, and the last 100 lines of Archivo’s own log. A report never holds the text of your documents. A native crash on desktop records only the reason, such as “out of memory”, and never a memory dump.
Cleaning. Before a report leaves your device, and again on our server, we remove email addresses, sign-in tokens, secret keys and passwords in web addresses, and your user name in folder paths (for example C:\Users\<name>\).
Your account and how long we keep reports. If you are signed in, the report stores your account ID only. Archivo staff see your account’s current email and plan beside the report when they look at it. The report itself does not store them. We keep reports for 90 days and then erase them automatically. Deleting your account erases its reports. After a serious crash, the next start of Archivo shows one notice with links to the switch and to this policy.
Reports from our servers. Some work runs on our servers, not on your device, for example a scheduled automation in an app you built. When that work fails, our server files a report of its own. It holds the error and where in our code it happened, the Archivo version, the IDs of the rule, app and workspace involved, and the steps the server took, described by names and sizes only (for example “sent 12 rows, 4 columns”). The steps never include the values in your records or sheets, the text your rule wrote, or your rule’s name. The error message is the one our code raised, cleaned as below. It stores the account ID of the person the work ran for. The device switch does not cover these reports, because they describe a fault in our servers rather than on your device. They are cleaned, kept and erased like every other report.
Reports from apps built in Archivo. An app someone built in Archivo can fail while you use it, in Archivo, on its public web page, or in the Archivo phone app. Archivo then sends a report about that app. It holds the error, which part of the app failed (for example a button or a block), the app’s ID, and the technical details listed above. It never holds the values in the app, what you typed, the app’s link or its access code. A message the app shows you on purpose, such as “Fill in the name first”, is not a fault, and no report is sent. On the public app page and in the phone app, the report holds no account, because you use the app without signing in to Archivo. Those pages have no switch. Inside Archivo, the device switch covers these reports. They are cleaned, kept and erased like every other report.
We may use cookies, local storage and similar technologies to keep you signed in, remember preferences, secure accounts, understand usage, improve performance and support analytics. You can manage some cookie settings through your browser, but disabling cookies may affect certain features.
We use information to provide Archivo, operate accounts and workspaces, store and process files, deliver AI-assisted features, synchronize documents, provide customer support, process payments, prevent abuse, improve reliability, develop features and comply with legal obligations.
When you use AI-assisted features, Archivo may process your prompts, uploaded files, extracted text, metadata and generated outputs to provide summaries, classifications, searches, document drafts, spreadsheet assistance and other requested results. You are responsible for reviewing AI outputs before relying on them. If you enable the optional Codex integration in the Archivo desktop application, the prompt, selected file content, relevant metadata and resulting conversation or tool output may be transmitted directly to OpenAI through the Codex account you authorize. The sign-in flow may also share the identity information described in OpenAI's authorization screen, such as your name, email address or profile information. Archivo does not receive your ChatGPT password, but OpenAI processes the information shared through Codex under the terms and privacy policy applicable to your OpenAI account. Do not use Codex with confidential, personal, regulated or company-controlled information unless you have the required authority and your organization permits that processing.
Where applicable, we process personal information based on consent, contract necessity, legitimate business interests, legal obligations, security needs and other lawful grounds available under applicable data protection laws.
We do not sell your personal information. We may share information with service providers that help us operate Archivo, including hosting providers, cloud storage providers, AI processing providers, analytics providers, payment processors, customer support tools, email delivery providers and security services. When you separately enable Codex, selected content is sent to OpenAI by the Codex client using the OpenAI account you authorize; this is a third-party service interaction and is governed by OpenAI's Codex terms guidance and the OpenAI Privacy Policy applicable to your account. Archivo does not pool ChatGPT accounts or use one user's account to provide Codex access to another user.
If you use Archivo through a company, team or workspace, workspace owners and administrators may access, manage, export, delete or control certain account information, files, permissions, usage records and settings connected to that workspace.
We may disclose information if required by law, court order, government request, regulatory obligation, legal process or when necessary to protect Archivo, our users, the public, our rights, our systems or the security of the service. This includes our obligations under the data protection, cybercrime and other laws that apply to us and to you where you use Archivo. We disclose the content of your files or conversations to law enforcement only when a valid court warrant or equivalent legal order requires it.
We keep personal information and user content only for as long as necessary to provide Archivo, maintain records, comply with legal obligations, resolve disputes, enforce agreements, prevent abuse and support backups. Retention periods may vary depending on account status, plan type, workspace settings and legal requirements.
Deleting your account. You can delete your account yourself in Settings, under Account. You can also ask us by writing to privacy@archiv-o.com. Your account is not erased at once. It is scheduled for deletion and erased after a recovery period of 14 days. During that period, Archivo shows the date it will be erased, and you can cancel with one click. If you own a shared workspace, you choose the member who takes it over before you delete your account. When the period ends, we erase your sign-in, your profile, your files, your private workspaces and your settings. An active paid plan is cancelled when you ask. Cancelling the deletion does not restart a cancelled plan.
Inactive accounts. If an account is not used for a long period, we may schedule it for deletion. We never do this to an account with an active paid plan. We first send an email to the account address. The same recovery period then applies, and you can keep the account by signing in and choosing to keep it.
What we keep. We keep payment receipts because tax and accounting law requires it. We remove your name and email address from them. We keep usage and cost records that no longer name you. Some information may also remain in backups, security logs or legal archives for a limited period where necessary or required by law.
Deleted Archivo Pilot conversations. When you delete an Archivo Pilot conversation, it is removed from your account at once and you can no longer see it. We keep a restricted copy of the conversation text and the actions Archivo Pilot took for 30 days after deletion, and then erase it permanently. Attachments and generated images are erased immediately and are not kept. We keep this copy to protect the security of Archivo and its users, to investigate abuse, fraud and misuse of the service, to investigate problems you report to us, and to meet our legal obligations. Only a small number of authorized Archivo staff can access it, for those purposes only. We do not use it to train AI models or for advertising. If a lawful preservation order or court warrant covers the conversation, we may keep it longer, only for as long as that order requires.
We use reasonable administrative, technical and physical safeguards designed to protect personal information and user content. However, no online service, storage system or internet transmission is completely secure. You should keep your password safe and maintain your own backups of important files.
If we become aware of a personal data breach that requires notification, we will take reasonable steps to investigate, contain the issue and notify affected users and regulators where required by applicable law.
Depending on your location and applicable law, you may have rights to access, correct, update, object to, restrict, export or delete your personal information. You may exercise these rights by contacting us at privacy@archiv-o.com.
Archivo is not intended for children. We do not knowingly collect personal information from children without appropriate consent. If you believe a child has provided personal information to Archivo, contact us so we can review and take appropriate action.
Archivo may use service providers located in other countries. By using Archivo, you understand that your information may be processed and stored outside your country, subject to appropriate safeguards where required by law. Codex may also transmit selected content to OpenAI infrastructure outside your country under the account and service terms you accept with OpenAI. Review your organization's data-residency, retention and transfer requirements before enabling the integration.
We may update this Privacy Policy from time to time. If changes are material, we will provide reasonable notice through Archivo, email, website notice or other appropriate means. Your continued use of Archivo after the updated Policy takes effect means you accept the updated Policy.
For privacy questions, requests or complaints, contact UrsimusAI at privacy@archiv-o.com.