Privacy Policy

1. Introduction

Alexandria ("we," "us," or "our") operates a cloud-based documentation and knowledge management platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. By accessing or using Alexandria, you agree to this Privacy Policy.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• First and last name
• Email address
• Password (stored securely using one-way cryptographic hashing — we never store or can view your plaintext password)
• Organization membership and role within your organization

2.2 Content You Create

We store the content you create and upload through the Service, including:

• Documents, their titles, descriptions, and version history
• Folders and organizational structures
• Diagrams generated from your documents
• Chat conversations with AI agents (Alexandria, Aleous)
• Feedback you submit through the platform

2.3 Usage Data

We automatically collect certain information when you use the Service:

• Search queries performed within the platform
• Session information (for authentication and security purposes)
• Document view counts

2.4 Third-Party Integrations

If you connect third-party services (such as Google, Microsoft, GitHub, Slack, or Confluence), we store encrypted OAuth tokens necessary to maintain the integration. We do not store your passwords for these services.

2.5 API Keys

If you or your organization provide API keys (e.g., for AI model providers), these are stored using strong encryption and are only used to facilitate the features you have enabled.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Authenticate your identity and manage your account
• Process and store your documents and content
• Enable AI-powered features (search, chat agents, document analysis) using your organization's configured API keys
• Facilitate document sharing within your organization
• Operate public help sites that your organization chooses to enable
• Send transactional emails (verification codes, password resets)
• Respond to your feedback and support requests
• Monitor and improve the reliability and security of the Service

4. Multi-Tenant Data Isolation

Alexandria is a multi-tenant platform. Each organization's data is logically isolated. Documents, conversations, search history, API keys, integrations, and other content belonging to one organization are not accessible to users of another organization. We enforce organization-level access controls at the database query layer across all API endpoints.

5. Data Sharing and Disclosure

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

• Within your organization: Documents you set to "open" visibility are accessible to other members of your organization. Documents set to "external" may be displayed on your organization's public help site.
• AI service providers: When you use AI-powered features, your content is sent to the AI model provider configured by your organization (via OpenRouter or similar). This processing is governed by the provider's own terms and privacy policies.
• Legal requirements: We may disclose information if required to do so by law or in response to valid legal process.
• Safety: We may disclose information if we believe it is necessary to prevent harm to any person or to protect our rights.

6. Data Security

We implement industry-standard security measures to protect your data:

• Passwords are hashed using bcrypt with salting
• API keys and integration tokens are encrypted at rest
• All data in transit is encrypted via HTTPS/TLS
• Session tokens are managed with secure, HTTP-only cookies
• Organization data is isolated at the application layer with enforced access controls

While we take reasonable steps to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your account information and content for as long as your account is active or as needed to provide the Service. Document version history is maintained to support the version control feature. If you delete a document, it and its associated data (chunks, versions, shares, favorites) are permanently removed. If you wish to delete your account, please contact us.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Object to or restrict processing of your information
• Request portability of your data

To exercise any of these rights, please contact us using the information provided below.

9. Cookies and Sessions

We use session cookies to maintain your authenticated state. These are essential for the Service to function and cannot be opted out of while using the platform. We do not use third-party tracking cookies or advertising cookies.

10. Children's Privacy

The Service is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected information 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. We will notify users of material changes by posting the updated policy with a revised "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

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

Alexandria
Email: support@alexandria-agent.com