Last Updated: September 5, 2026
This Privacy Policy explains how POLE (“we,” “us,” or “our”) collects, uses, stores, and protects personal information when you use POLE.
We have prepared this Privacy Policy to explain, in clear and simple language, what happens to your information when you use our writing platform with AI-powered features.
The entity responsible for processing your personal information is:
POLE
Contact: [email protected]
When you create an account, we may collect your name, email address, password or authentication information, account settings, and profile information.
When you use the Platform, we may process manuscripts, chapters, drafts, notes, plans, prompts, character descriptions, worldbuilding information, research results, AI conversations, AI-generated outputs, and other files or materials that you choose to upload.
We refer to this as “User Content.”
When you purchase a subscription, payment information may be processed by our third-party payment provider. As a general rule, we do not store your full payment card number in our own systems.
We may receive information such as a transaction identifier, subscription type, payment status, billing country, and limited payment card information, if provided by the payment provider.
We may automatically collect your IP address, browser type, device type, operating system, language, approximate location determined from your IP address, timestamps, log information, and information about how you use the Platform.
We may use cookies and similar technologies for authentication, security, saving preferences, analytics, improving the Platform, and marketing, where permitted and applicable.
We use your information to create and manage your account, store your books, synchronize content, provide writing and editing tools, process AI responses, provide user support, and process subscriptions.
We may use technical information and usage information to monitor performance, identify errors, improve usability, analyze product usage, maintain security, and prevent abuse and fraud.
We may use your email address to send account notifications, security alerts, payment-related information, important Service notices, and support communications.
Where required by law, we will obtain your consent before sending marketing communications.
We may process information when necessary to comply with applicable law, respond to lawful requests, enforce our Terms, protect our rights, prevent fraud or abuse, and protect users and the Platform.
Your books and other creative materials are a central part of the Platform, so we treat them differently from ordinary analytics data.
We use your User Content primarily to provide the features you request.
We do not sell your books.
We do not sell your manuscripts, books, characters, or other private User Content to third parties.
We do not use private books to train AI models.
Unless we clearly inform you otherwise and obtain any consent required by applicable law, we do not use your private User Content to train our own or third-party general-purpose AI models.
This does not prevent us from using limited technical, aggregated, or de-identified information for purposes such as security, analytics, debugging, and improving the Platform, where permitted by law.
Some AI features may rely on third-party AI providers.
When you use such features, relevant information may be transmitted to the applicable provider so that it can perform the requested AI operation.
Depending on the feature, this may include:
We require applicable service providers to process information in accordance with applicable contractual and legal requirements.
The specific AI providers we use may change over time.
Where the GDPR applies, we process personal data on one or more of the following legal bases:
We process information necessary to provide the Platform and perform our agreement with you.
We may process information where necessary for our legitimate interests, such as maintaining the security of the Platform, preventing fraud, improving our services, understanding product usage, and protecting our legal rights.
We balance these interests against your rights and freedoms.
Where required, we rely on your consent, including for certain marketing communications or optional processing activities.
You may withdraw your consent at any time.
We may process information where necessary to comply with applicable law.
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.
For as long as your account remains active, and for a reasonable period after its deletion where necessary for legal, security, or accounting purposes.
For as long as your account remains active and until you delete it, subject to backups and legal obligations.
For the period required by applicable tax and accounting laws.
For a limited period necessary to maintain security and prevent fraud.
When information is no longer needed, we will delete, de-identify, or securely isolate it, depending on the circumstances.
Depending on your jurisdiction, you may have, among others, the following rights:
You may exercise your rights by contacting us at: [email protected]
Before fulfilling certain requests, we may need to verify your identity.
You may delete books or other User Content through the Platform where the applicable functionality is available.
When you delete User Content, we will remove it from our active systems.
Copies may temporarily remain in encrypted backups and will be deleted or overwritten in accordance with our backup retention cycle.
Deletion may not be immediate if information must be retained to comply with applicable law, resolve disputes, prevent fraud, or protect our rights.
We implement appropriate technical and organizational measures designed to protect personal information against unauthorized access, accidental loss, destruction, alteration, or disclosure.
Depending on the architecture of the Service, these measures may include:
However, no internet service can guarantee absolute security.
We may disclose information to service providers that help us operate the Platform.
These may include providers of:
We may also disclose information where required by law, to respond to lawful requests from government authorities, protect our users or the Platform, prevent fraud or abuse, or in connection with a merger, acquisition, financing, restructuring, or sale of assets.
We do not sell your private manuscripts or books.
Some of our service providers may process information outside your country or outside the European Economic Area.
Where required by applicable law, we implement appropriate safeguards for international data transfers, which may include adequacy decisions, Standard Contractual Clauses, or other legally recognized transfer mechanisms.
Our AI-powered writing features generate suggestions and content based on your instructions.
They are not intended to make decisions regarding your eligibility for:
We do not use our AI-powered writing features to make legally significant decisions about users.
Some Platform features use artificial intelligence.
When you directly interact with an AI feature, the Platform may identify such interaction as being AI-assisted or AI-generated.
AI-generated content may be accompanied by appropriate metadata or other technical indicators where required by applicable law.
We may update our AI transparency practices as relevant regulatory requirements develop.
Note
POLE does not create books, stories, scenes, characters, or other creative content on behalf of the user. The Platform is not intended to generate new original creative content. Its features are designed to analyze User Content that an author voluntarily shares with the Platform and provide recommendations regarding that content.
Such analysis may address, among other things, structure, plot, characters, dialogue, style, logic, consistency, pacing, and other characteristics of the text, depending on the selected feature.
POLE’s recommendations are an additional source of analysis and information that may help an author better understand their own work, identify potential issues, and independently make decisions regarding further work on the text. Such recommendations are not a substitute for the author, editor, writer, or other professional specialist, and they do not determine what the final result of the creative work should be.
POLE does not intend to reproduce, copy, or replace User Content. We also do not recommend that users copy or reproduce verbatim any text that may be obtained as a result of an AI feature, if such text is contained in the output of the relevant feature.
The Platform may contain links to third-party websites or services.
We are not responsible for the privacy practices of such third parties.
We recommend reviewing their privacy policies before providing any personal information.
We may use cookies and similar technologies for:
You can manage cookies through your browser and available cookie management tools.
Where required by law, we will obtain your consent before using non-essential cookies.
We may update this Privacy Policy from time to time.
In the event of material changes, we will provide appropriate notice, including by publishing the updated policy on the Platform or contacting you where required by law.
The “Last Updated” date at the top of this Privacy Policy indicates when the most recent changes were made.
If you are located in the European Union or European Economic Area, you may also have the right to lodge a complaint with your local data protection authority.