Keep the Archive ("Keep the Archive," "we," "us," or "our") is a private digital keepsake service designed to help adults collect and preserve notes, drawings, cards, artwork, and other meaningful paper-based memories for teachers.
This Privacy Policy explains what information we collect, how we use and protect it, and the choices available to you when you use Keep the Archive.
1. Who Keep the Archive Is For
Keep the Archive is intended for use by adults, including parents, guardians, room parents, teachers, and other adult organizers.
Keep the Archive is not designed for children to create accounts or independently provide personal information to us.
If you believe a child has independently provided personal information to Keep the Archive, please contact us at hello@keepthearchive.com so we can review and, where appropriate, remove the information.
2. Information We Collect
Depending on how you use Keep the Archive, we may collect:
Account Information
When a Host or Recipient creates an account, we may collect information such as:
- name
- email address
- login and authentication information; and
- account role or relationship to an Archive.
Archive Information
When an Archive is created, we may collect:
- recipient/teacher name
- recipient email address
- class or group name, if provided
- school year, if provided
- reveal date
- Archive ownership and access information; and
- information necessary to manage the Archive.
Contributions and Keepsakes
Adults invited to contribute to an Archive may provide:
- contributor name or attribution
- typed messages
- photographs or scans of handwritten notes
- cards
- drawings
- artwork
- doodles; and
- similar paper-based keepsakes.
For the current version of Keep the Archive, users should not upload photographs depicting students or other children.
Uploaded keepsakes may nevertheless contain names, handwriting, or other information selected by the person submitting them.
Payment Information
When paid services are enabled, payments are processed by a third-party payment processor such as Stripe.
Keep the Archive does not directly store complete payment card numbers. Our payment processor may collect payment and billing information according to its own privacy practices.
Technical Information
When you use Keep the Archive, we and our service providers may automatically receive limited technical information such as:
- IP address
- browser and device type
- operating system
- authentication and security information
- timestamps
- error and diagnostic information; and
- information reasonably necessary to operate and secure the service.
We do not intentionally collect precise location information from uploaded keepsakes. Where technically feasible, unnecessary image metadata, including embedded geolocation information, is removed from processed uploaded images.
3. How We Use Information
We use information to:
- create and operate Archives
- authenticate Hosts and Recipients
- allow invited adults to contribute keepsakes
- keep Archive contents private from unauthorized users
- enforce reveal dates and Archive permissions
- allow Recipients to access and preserve their Archives
- process purchases
- send transactional communications
- provide customer support
- investigate abuse or security issues
- maintain, troubleshoot, and improve the service; and
- comply with applicable legal obligations.
We do not use the contents of private Archives for public advertising.
We do not sell private Archive contents.
4. Who Can See Archive Contents
Archive contents are private.
Contributors may submit content through a valid private contribution link but are not permitted to browse or read other contributions.
Before an Archive's reveal date, the intended Recipient cannot access submitted keepsakes.
A Host may access contributions associated with an Archive they created for purposes such as managing and moderating the Archive.
After the reveal date and successful claim of the Archive, the Recipient may access the Archive and its contents and may add additional memories to it.
Keep the Archive may access information when reasonably necessary to provide support, maintain security, investigate abuse, comply with law, or protect the service and its users.
5. How We Share Information
We may provide information to service providers that help us operate Keep the Archive, such as providers of:
- cloud hosting and database services
- authentication
- private file storage
- payment processing
- transactional email
- security and fraud prevention; and
- technical infrastructure.
These providers may process information as necessary to provide their services to us and subject to their applicable contractual and privacy obligations.
We may also disclose information when reasonably necessary to:
- comply with applicable law or valid legal process
- investigate fraud, abuse, or security incidents
- protect the rights and safety of Keep the Archive, our users, or others; or
- complete a merger, acquisition, financing, sale, or similar business transaction, subject to applicable law.
6. Uploaded Content
The person submitting content is responsible for ensuring they have the right or appropriate permission to submit it.
Keep the Archive is currently intended for paper-based keepsakes such as notes, cards, drawings, and artwork.
Users should not upload photographs depicting students or other children.
If prohibited or inappropriate content is reported to us, we may remove it or restrict access to it.
7. Data Retention
Keep the Archive is intended to provide long-term preservation of keepsakes. Accordingly, Archive content may remain stored for as long as the applicable Archive or Recipient account remains active, unless deletion is requested or otherwise required.
We may retain limited information when reasonably necessary for legal, security, fraud-prevention, accounting, or dispute-resolution purposes.
Specific retention periods may vary depending on the type of information and reason it is maintained.
8. Your Choices and Requests
Depending on your relationship to an Archive and applicable law, you may request that we:
- provide information about personal information associated with you
- correct inaccurate account information
- delete eligible information
- remove a contribution
- delete an account; or
- address a privacy concern.
Requests may be sent to hello@keepthearchive.com.
We may need to verify your identity or relationship to the applicable Archive before completing certain requests.
9. Security
We use administrative, technical, and organizational safeguards intended to protect information, including access controls and private storage for Archive content.
No online service can guarantee absolute security. Users should protect their account credentials and private Archive contribution links and should not share them publicly.
10. Children's Privacy
Keep the Archive is intended for adults and is not designed for children to create accounts or independently submit personal information.
Parents, guardians, teachers, and other adults may submit paper-based keepsakes that were created by children.
If we learn that a child has independently submitted personal information through the service in circumstances requiring its removal, we will take appropriate steps to review and delete the information.
If you believe this has occurred, contact us at hello@keepthearchive.com.
11. Analytics and Online Tracking
Keep the Archive may use limited analytics and technical information to understand how the service is used, maintain security, diagnose errors, and improve the product.
12. Changes to This Policy
We may update this Privacy Policy as Keep the Archive changes.
When we make material changes, we will update the Effective Date and provide additional notice where appropriate or required.
13. Contact Us
Questions or privacy requests may be sent to:
Keep the Archive
Keep the Archive