Privacy Policy

1. Introduction

GuideWriter ("we," "our," or "us") operates the GuideWriter platform, an AI-powered document generation service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services. By using GuideWriter, you agree to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide

• Account information: Name, email address, and password when you create an account.
• Interview content: Text responses you provide during the AI interview process, including project descriptions, requirements, and related details.
• Generated documents: Documents produced by our AI based on your interview inputs.
• Communications: Messages you send us for support or feedback.

2.2 Information Collected Automatically

• Usage data: Pages visited, features used, timestamps, and interaction patterns.
• Device information: Browser type, operating system, screen resolution, and language preferences.
• Log data: IP address, referring URLs, and server access logs.
• Cookies: Session cookies for authentication and preference storage. See Section 6 for details.

3. How We Use Your Information

We use collected information for the following purposes:

• To provide, operate, and maintain the GuideWriter platform.
• To process your interview responses and generate documents using AI.
• To store and manage your documents so you can access, edit, and export them.
• To improve our AI models, interview processes, and document templates.
• To respond to your inquiries and provide customer support.
• To send service-related notifications (e.g., account verification, security alerts).
• To detect, investigate, and prevent fraudulent or unauthorized activity.
• To comply with legal obligations.

4. AI Processing & Third-Party Services

GuideWriter uses the OpenAI API to power its interview and document generation features. When you interact with our AI:

• Your interview text is sent to OpenAI's API for processing.
• OpenAI processes this data according to their Privacy Policy and Terms of Use.
• We use the OpenAI API with data usage controls that prevent your inputs from being used to train OpenAI's models.

5. Data Storage & Security

We take reasonable technical and organizational measures to protect your data:

• Data is stored in PostgreSQL databases hosted on secure cloud infrastructure.
• All data in transit is encrypted using TLS/HTTPS.
• Access to production systems is restricted to authorized personnel.
• Interview state and document content are stored as structured data in our database. Local interview progress may also be stored in your browser's localStorage for session continuity.

While we strive to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

6. Cookies & Local Storage

We use the following client-side storage mechanisms:

• Session cookies: Essential cookies for authentication and maintaining your login session.
• Theme preference: Your light/dark mode preference is stored in localStorage.
• Interview state: In-progress interview data is stored in localStorage to preserve your progress if you navigate away or refresh the page.

We do not use third-party tracking cookies or advertising cookies.

7. Data Sharing & Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• Service providers: With third-party services that help us operate the platform (e.g., OpenAI for AI processing, cloud hosting providers).
• Legal compliance: When required by law, regulation, subpoena, or court order.
• Safety: To protect the rights, safety, or property of GuideWriter, our users, or the public.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data and generated documents.
• Data portability: Export your documents in multiple formats (PDF, DOCX, Markdown, plain text).
• Withdrawal of consent: Withdraw consent for data processing at any time by deleting your account.

To exercise any of these rights, please contact us at [email protected].

9. Data Retention

We retain your account information and generated documents for as long as your account is active. If you delete your account, we will delete your personal data and documents within 30 days, except where retention is required by law. Anonymized or aggregated data that cannot identify you may be retained indefinitely for analytics and service improvement.

10. Children's Privacy

GuideWriter is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 16, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy on this page and updating the "Last updated" date. Your continued use of GuideWriter after any changes constitutes acceptance of the revised policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at:

[email protected]