Private by design, clear by policy.

1. Who we are and the scope of this policy

BitArc is operated by Domatic, Inc., a Florida corporation (“BitArc,” “we,” “us,” or “our”). This policy applies to bitarc.com, my.bitarc.com, our communications, and the preservation services we provide. Domatic, Inc. is the controller of personal information described here.

We may need to verify your identity before completing a privacy request.

2. Information we collect

Information you provide

• Account information: name, email address, password hash, email-verification status, and account settings.
• Archive content: photographs, videos, audio, letters, documents, and other files you choose to preserve, together with transcripts generated from eligible audio and private photo thumbnails and their processing status.
• Memory context: titles, stories, dates, people, locations, coordinates, country codes, privacy settings, file metadata, detected or source language, transcription status, and other descriptions you add or that accompany a file.
• Legacy information: a trusted person’s name, email, relationship, intended role, invitation status, and your access instructions. Please obtain permission before giving us another person’s information.
• Transactions: plan, preservation term, gift and recipient details, amounts, currency, transaction status, and identifiers received from our payment provider. BitArc does not receive full payment-card numbers.
• Communications: invitation requests, feedback, support messages, service emails, delivery events, and suppression choices.

Information collected automatically

We collect security and operational data such as IP address, browser and device information, session identifiers, request timestamps, authentication events, error logs, and service-health records. If you allow optional analytics, Google Analytics also receives a client identifier, approximate location, browser and device information, referrer, pages viewed, and session activity. We do not load Google Analytics until you choose “Allow analytics.”

3. Why we use information

We use personal information to:

• create, authenticate, secure, and recover accounts;
• store, copy, verify, repair, export, and preserve archive content;
• after policy-bundle acceptance, normally queue eligible audio for automatic transcription in its detected source language approximately one second after the attachment is verified;
• maintain integrity records, funded preservation horizons, and portable archives;
• after policy-bundle acceptance, automatically frame a face or another clear subject in eligible photo thumbnails, without identifying people or creating biometric templates;
• invite and authenticate legacy contacts and enforce owner-directed access;
• process subscriptions, gifts, refunds, and preservation funding;
• deliver security, preservation, billing, and service communications;
• prevent fraud and abuse, investigate incidents, and keep the service reliable;
• improve BitArc using feedback and, only with permission, analytics; and
• comply with law and protect users, BitArc, and others.

Where applicable law requires a legal basis, we rely on performance of our contract, our legitimate interests in operating and securing BitArc, compliance with legal obligations, protection of vital interests in exceptional circumstances, and consent for optional analytics or other processing where consent is required. You may withdraw consent at any time without affecting earlier lawful use.

4. When information is disclosed

We do not sell personal information. We do not share it for cross-context behavioral advertising, and we do not use archive content to train generative-AI models.

We disclose information only as needed to:

• Service providers: Cloudflare for edge security, traffic delivery, and private administration; Vultr for application, database, queue, and primary-object infrastructure; Amazon Web Services for deep archive, backups, and transactional email; Stripe for payments; Google for consented analytics; and email/support providers, including Proton, for messages you send us.
• Speech-to-text providers: after you accept policy bundle version 2026-09-13.2, attaching eligible audio automatically instructs transcription. BitArc normally queues the audio for automatic transcription approximately one second after attachment verification. Provider submission and transcript completion may occur later or fail because of system load, audio format, the catalog condition described below, or model or provider availability. There is no separate transcription setting or per-file transcription toggle. OpenRouter routes the request to one or more downstream speech-to-text providers. The provider detects the spoken language and returns a transcript in the detected source language; this feature does not cross-translate the transcript into another language.
• Photo-analysis providers: after you accept policy bundle version 2026-09-13.2, BitArc creates smart thumbnails automatically for eligible newly uploaded photo Memories after original-file verification, as part of background processing. Viewing a page reuses a saved thumbnail and does not request new photo analysis. Existing photos are processed or regenerated only when you explicitly request it, including through support. There is no separate thumbnail setting. BitArc sends a small, metadata-free image to OpenRouter and a downstream vision provider to locate a face or another clear subject. We do not send the original file, filename, Memory story, account details, or a private download link as part of that request. Image pixels can still contain personal information. BitArc crops the thumbnail locally; the preserved original is never changed. This is subject framing, not identification of people or creation of biometric templates. If no suitable subject is found, the format is unsupported, or processing is unavailable, the default placeholder remains.
• People you direct: legacy contacts, Vault members, gift recipients, or another person you expressly authorize, subject to the access controls you select and the feature’s status.
• Legal and safety needs: comply with valid legal process, respond to emergencies, investigate abuse, enforce our terms, or protect rights and safety. We evaluate requests and disclose only what we reasonably believe is required.
• Business changes: support a financing, reorganization, acquisition, or transfer, subject to confidentiality protections and continued handling consistent with this policy.

Our providers process information under their own terms and our instructions where applicable. They may operate in the United States and other countries.

Before submitting audio, BitArc checks OpenRouter's current model-endpoint and Zero Data Retention (“ZDR”) catalogs. BitArc submits audio only when every endpoint currently listed by OpenRouter for the selected speech-to-text model is also currently listed by OpenRouter as ZDR. OpenRouter's STT endpoint does not apply per-request provider or data-policy routing controls, and OpenRouter automatically selects the provider. This point-in-time check does not bind the later request or guarantee which provider, endpoint, or data policy applies. If the catalog condition is not met, BitArc may pause or delay transcription.

Available models, downstream providers, and endpoints may change between requests. OpenRouter and downstream providers may process and retain non-content operational metadata, such as request time, usage, latency, model, provider and endpoint identifiers, diagnostics, and abuse or security records. Their terms, legal obligations, or security and abuse-prevention needs may also permit or require processing or retention of audio, transcripts, or related metadata in exceptional circumstances. The runtime eligibility check does not override those terms or obligations.

BitArc may automatically retry a transcription after a transient network, provider, policy-catalog, timeout, or response failure. BitArc normally makes up to four bounded attempts for each queued dispatch. Crash recovery or choosing to try a failed transcription again can create another dispatch, so the same audio may be submitted again and may reach a different downstream provider that satisfies the catalog condition at that time.

For photo analysis, BitArc checks the selected endpoint against OpenRouter's current ZDR catalog and restricts requests to a reviewed model and provider, with ZDR and no-training routing controls, no provider fallbacks, and response caching disabled. These controls differ from the speech-to-text catalog check above. Providers may retain non-content operational metadata, including usage, timing, model and provider identifiers, diagnostics, and security records. Their terms, legal obligations, or security and abuse-prevention needs may permit or require exceptional processing or retention of images or related information. BitArc may retry temporary failures a limited number of times; a retry may send the same small image again.

5. Retention, immutable copies, and deletion

BitArc is designed for long-term preservation. We retain account and archive information while an account is active and as needed to provide the preservation service. Archive objects may be versioned, duplicated across independent providers, and protected by immutable retention controls through the funded preservation horizon. Those controls block ordinary deletion or shortened retention on a locked copy. Current governance-mode controls permit only specially authorized override actions; BitArc restricts that authority, and the circumstances for any override require approved legal and operational policy.

A deletion or account-closure request therefore does not necessarily remove every copy immediately. We will remove information from active systems when legally and technically permitted, restrict access where appropriate, and allow locked copies and backups to expire according to their retention schedules. We may retain transaction, consent, security, integrity, suppression, and audit records when necessary for legal compliance, dispute resolution, fraud prevention, and proof of preservation actions. We will explain material limits when responding to a verified request.

A completed transcript becomes persistent archive context for its memory. BitArc displays it with the attached audio, includes it in a Portable Archive export, and may retain and present it in read-only access provided to an authorized heir or legacy contact under the owner's instructions. Removing an attachment from the active interface can hide it, but the retained audio and transcript may remain in immutable copies, backups, exports, audit records, or legacy views under the retention process described above.

Smart thumbnails are private, regenerable display copies, not preserved originals or evidence of preservation. They may be retained while the associated Memory is retained, including in Trash, and may be replaced or removed separately from the original. Moving a Memory to Trash hides its thumbnail and prevents new analysis where possible; it cannot recall a provider request already underway. Restoring a Memory may reuse its completed thumbnail. You are responsible for having the rights and lawful authority, including required notices or permissions for people depicted, for this photo processing.

6. Your choices and privacy rights

Depending on where you live, you may ask us to access, correct, delete, restrict, or provide a portable copy of personal information; object to or withdraw consent for certain processing; or appeal a decision on a privacy request. You may also manage archive context and legacy access in BitArc, download a Portable Archive, unsubscribe from optional preservation messages, and change analytics consent through “Cookie settings.” Security, billing, and essential preservation notices are not marketing and may continue while you use BitArc.

Deleting an attachment prevents queued transcription work where possible. Once a provider request has begun, removing or deleting the attachment cannot recall that request or stop processing already underway. Transcripts are machine-generated and may be inaccurate, incomplete, omit words, mishear speech, or misidentify a language or speaker. Use the preserved audio as the source record when reviewing a transcript; BitArc does not warrant that an uploaded recording is authentic or complete.

Submit a request through the legal and privacy contact listed below. Authorized agents may submit requests where permitted by law. We will not discriminate against you for exercising a privacy right. Because BitArc does not sell personal information or use it for targeted advertising, there is no sale or targeted-advertising opt-out to process. If we deny a request, you may reply and ask us to appeal the decision.

7. Security and incident response

BitArc uses layered safeguards, including encrypted transport, provider encryption at rest, password hashing, key-only private administration, least-privilege service access, integrity checks, redundant storage, retained backups, and monitored infrastructure. No system is perfectly secure. If an incident creates a legally reportable risk, we will investigate and notify affected people and authorities as required.

8. Children and information about other people

BitArc accounts are not offered to children under 18, and we do not knowingly collect account information directly from children under 13. An adult account owner may preserve family content that depicts or concerns a child only when the owner has the right and authority to do so. If you believe a child created an account or information was provided without proper authority, contact us promptly.

Before recording, uploading, attaching, or transcribing audio that contains another person's voice or communications, you must have the necessary rights and lawful authority and provide required notices or obtain required consent from speakers, participants, and other rights holders. Privacy and recording-consent laws vary by location.

9. International use

BitArc is operated from the United States, and information is primarily stored and processed in the United States. If you access BitArc from another country, your information may be transferred to a jurisdiction with different privacy laws. BitArc’s initial public offering is intended for United States residents unless we expressly approve another region. Before offering the service where a recognized international-transfer mechanism is required, we will implement the applicable safeguards.

10. Changes to this policy

We may update this policy as BitArc evolves. We will post the revised version and change the date above. If a change materially affects how we use existing personal information, we will provide additional notice and seek consent when required by law.