AI-Assisted Moderation and Content Processing Notice

Version: 2.1

Effective Date: September 3, 2026

This Notice supplements the PoemHaven Privacy Policy and is intended to help you understand when and how PoemHaven uses automated rules and third-party AI services to assist with content moderation, generate Cold Moon Notes reviews, and perform equivalent Simplified/Traditional Chinese content conversion. Consent to AI processing is separate from acceptance of the Terms of Service and acknowledgment of the Privacy Policy, and requires your explicit choice.

1. Purposes of Use

1. PoemHaven uses AI-assisted moderation primarily to identify content that may involve unlawful information, real-world threats of violence, sexual content involving minors, targeted harassment, privacy violations, fraud, spam, or other violations of community rules. AI-assisted moderation may also help determine whether content is automatically approved, temporarily restricted from display, or referred for human review.
2. For content types expressly enabled by administrators, PoemHaven may use AI to perform equivalent conversion between Simplified and Traditional Chinese, or to resolve ambiguities produced by local conversion tools, in order to improve readability for users with different Chinese writing preferences. AI may not use this process to polish, expand, shorten, or otherwise alter the intended meaning of the original text.

Decisions regarding whether publication submissions are accepted or rejected, as well as preliminary and final editorial decisions, are made by human editors. AI does not decide whether a submission is accepted or rejected. PoemHaven may separately offer optional AI-generated editorial comments; such features will be clearly identified in the interface and do not replace human editorial judgment.

2. Content That May Be Processed

AI services are called only within the scope expressly enabled by PoemHaven administrators. Moderation may apply to public topics, comments, long-form replies, private messages, usernames, pen names, signatures, profile images, attachments, or similar content.

Simplified/Traditional Chinese conversion may apply to approved and publicly available topics, comments, long-form replies, Cold Moon Notes reviews, publication works, and original works, collection titles, descriptions, and profile signatures that authors voluntarily save to their collections. Usernames and pen names always remain unchanged. Simplified/Traditional Chinese conversion of private messages is always performed locally on PoemHaven’s servers and is not sent to third-party AI services for this purpose.

AI processing of drafts, original text submitted for poetic meter analysis, unpublished submissions, and media moderation is disabled by default. If administrators intend to enable such processing, PoemHaven should publish the applicable rules and assess whether the processing is necessary.

Complete email addresses are not sent to AI services. If semantic checking of email addresses is enabled, PoemHaven will send no more than a de-identified version of the email local-part. PoemHaven will make reasonable efforts to send only the body text, title, and minimum necessary context required to perform moderation, generate comments, or complete equivalent character conversion.

Please do not include government-issued identification documents, financial account information, health information, precise home addresses, or other sensitive personal information that is unrelated to your creative work or communication. You should also not submit another person’s sensitive personal information without authorization.

3. Processing Flow and Results

1. Content first passes through local rules or other necessary security checks. When the applicable moderation policy is triggered, the content may then be sent to an AI service configured by an administrator.
2. The AI service may return a risk category, score, or brief explanation. PoemHaven then applies the current moderation policy to determine whether the content is made public, temporarily withheld from display, returned for revision, or sent for human review.
3. After content passes automated or human moderation, conversion tasks may be placed into an asynchronous queue. Publication and private-message delivery do not wait for conversion to finish. AI-based conversion sends only the text necessary to complete the conversion. A local-first strategy sends only necessary excerpts and the minimum necessary context when it detects ambiguities such as one-to-many Simplified/Traditional mappings, many-to-one mappings, mixed character forms, or inconsistencies after round-trip conversion.
4. PoemHaven’s servers protect code, links, media URLs, numbers, and structural markers, and validate that the model has not expanded, shortened, reordered, or changed the intended meaning of the source. Results that fail validation are not displayed. If conversion fails, PoemHaven continues displaying the original text, and the failure does not affect publication or page access.
5. Automated results may be incorrect. For moderation results that affect content visibility or account rights, you may request human review. For conversion results, authors may stop displaying the derivative version and report an issue; administrators may retry the conversion or make a manual correction.
6. Moderation status may be communicated through in-site notifications or event streams. For auditing and appeals, PoemHaven may retain the content hash, processing policy, provider/model identifier, result, latency, and necessary explanation. By default, PoemHaven does not make an additional full-text copy of the content in AI-call logs.

4. AI Service Providers and Cross-Border Processing

The specific AI service providers, models, priorities, and enabled use cases are configured by authorized administrators and may include OpenAI-compatible services or other model providers operating outside the user’s country or region. Such providers receive only the information necessary to perform the applicable enabled purpose and may process that information in the regions where their services operate.

PoemHaven does not intentionally use your content to train a general-purpose AI model owned by PoemHaven, and does not authorize AI service providers to use your content for advertising profiles or other purposes unrelated to PoemHaven moderation, comments, or content conversion.

A service provider’s own logging, abuse monitoring, and data-retention practices are governed by its contracts, configuration options, and privacy policies. PoemHaven will make reasonable efforts to select configurations that limit retention and training use where available, and will minimize the scope of information sent to providers.

5. Retention and Security

Moderation tasks, conversion tasks, content hashes, moderation decisions, Simplified/Traditional Chinese derivative versions, and human-review records are retained in accordance with PoemHaven’s moderation, content, and security-retention policies.

API keys are stored in encrypted form and are not returned to the public-facing client. Data is transmitted over HTTPS, and PoemHaven uses access controls, separate concurrency and budget limits, auditing, and failure-handling policies to reduce the risk of unauthorized disclosure and abuse.

If source content is modified or deleted, older derivative versions are invalidated or deleted. Derivative-version records may include the target character form, generation method, quality status, provider, and generation time, but they do not overwrite the original text.

6. Your Choices and Withdrawal of Consent

1. During registration, you may choose whether to provide explicit consent to this Notice. If you do not consent, you may not create an account that permits creation or submission of content requiring AI-assisted moderation.
2. After signing in, you may withdraw your consent at any time through your account settings. After withdrawal, your account will be placed in read-only mode. You may continue to read, view, and lawfully manage existing content, but you may not save drafts, modify profile information, send private messages, or submit new content.
3. Withdrawal does not affect processing already completed on the basis of valid consent before withdrawal, and does not prevent PoemHaven from performing limited processing that is necessary to comply with applicable law, protect security, or resolve disputes. Existing derivative versions are handled in accordance with the Privacy Policy, the author’s settings, and the status of the original content.
4. You may restore content-creation privileges by reviewing and explicitly consenting to the then-current version of this Notice.

7. Updates to This Notice

If there is a material change to the purposes of moderation or conversion, the scope of data processed, categories of service providers, or the impact on users, PoemHaven will publish a new version without overwriting prior versions and will provide notice through an in-site notification, pop-up notice, system announcement, or another appropriate method.

Users must explicitly agree to the new version before continuing to create content. Historical versions of this Notice and records of consent will be retained.

8. Contact Us

If you have questions about the scope of AI-assisted moderation, automated results, Simplified/Traditional Chinese conversion, or related data processing, you may contact the “PoemHaven Operator” through the appeal, reporting, or other contact channels provided within PoemHaven and request a human explanation or review.