PoemHaven Privacy Policy

Version: 1.1.1

Effective Date: September 3, 2026

The “PoemHaven Operator” values your personal information and privacy. This Privacy Policy explains how PoemHaven collects, uses, stores, shares, and protects personal information when providing its website, account services, creative tools, community features, publication submission services, security protections, content moderation, and Simplified/Traditional Chinese content conversion services, as well as how you may exercise your related rights.

1. Information We Process

Depending on the features you use, PoemHaven may process the following information:

1. Account and identity information: Username, pen name, email address, password hash, email verification status, third-party account provider, and stable third-party account identifiers. PoemHaven does not store passwords for third-party accounts. Third-party access tokens are used only as necessary to complete the applicable authorization process and are not retained long-term unless a particular feature expressly requires such retention.
2. Profile information: Profile picture, bio or signature, gender, date of birth, personal homepage URL, and the visibility settings you choose for your profile information. Except for the age declaration required during registration, non-essential profile information is provided voluntarily.
3. Creative works and interaction content: Topics, poems, summaries, drafts, submissions, comments, long-form replies, private messages, collections, reports, appeals, bookmarks, follows, blocks, reactions, and their associated versions and processing statuses.
4. Security and operational information: Login and session records, request timestamps, IP addresses or hashed/encrypted representations of them, device and browser information, trusted network metadata provided by Cloudflare, verification-code and rate-limiting events, error logs, and necessary audit records.
5. Reputation, language, and preference information: Reputation, levels, Ink, interaction history, editor mode, interface language, preferred Chinese character form for displayed content, theme settings, notification preferences, and similar settings.
6. Content conversion derivative information: The character form of the original text, source-content hash, target character form, generation method, quality status, provider and model identifiers used for generation, generation time, and conversion feedback submitted by the author. Derivative versions do not overwrite the original text.
7. Other information you voluntarily provide: Explanations, supporting materials, and other information you submit when contacting the PoemHaven Operator, participating in human review, or requesting assistance with your account.

Please do not voluntarily submit unnecessary sensitive personal information, such as government-issued identification documents, precise home addresses, financial account information, or health information, in public content, private messages, or submissions.

2. Purposes and Legal Bases for Processing

PoemHaven processes information only to the extent necessary for the following purposes:

• Creating and maintaining accounts and providing login, email verification, password recovery, and security verification;
• Storing, displaying, publishing, editing, and retrieving your works and community interactions;
• Processing publication submissions, human preliminary review, final review, scheduling, and publication;
• Providing private messaging, notifications, following, bookmarking, reputation, levels, and personalized preferences;
• Selecting the interface language according to your preferences and generating and displaying equivalent Simplified or Traditional Chinese versions of eligible content;
• Preventing spam registrations, attacks, fraud, harassment, unauthorized access, and other security risks;
• Meeting content-governance, auditing, dispute-resolution, and applicable legal requirements; and
• Performing processing described in the AI-Assisted Moderation and Content Processing Notice after obtaining your separate and explicit consent.

For processing necessary to enter into or perform a service agreement, processing necessary to comply with applicable legal obligations, and information you have made public yourself, PoemHaven will determine the appropriate legal basis under applicable law. Where consent or separate consent is required, PoemHaven will provide additional notice and obtain the applicable choice from you.

3. Cookies, Sessions, and Local Storage

PoemHaven uses necessary cookies to maintain login sessions, CSRF security tokens, security states, and language selections. PoemHaven may also use browser local storage to save interface preferences, short-term caches, and local draft copies intended to prevent loss of your work.

These technologies are used for login, security, and features you actively use. They are not used for third-party advertising profiles.

Clearing your browser data may sign you out, restore your browser’s default language, or delete local drafts that have not yet been synchronized with PoemHaven.

4. Public Display

Your publicly posted username, pen name, profile picture, works, comments, replies, and interaction statistics will be visible to Internet users and may be indexed by search engines.

If Simplified or Traditional Chinese derivative versions of public content are available, those versions may also be displayed according to a visitor’s preferences and may be indexed by search engines. The applicable page will identify the content as a converted version and provide access to the original text.

Other profile fields are displayed according to the visibility settings you choose.

Before publishing content, please consider whether it is appropriate for public disclosure. Once content has been made public, other people may retain reasonable copies or quotations outside PoemHaven’s control.

5. Service Providers, Third-Party Services, and Cross-Border Processing

To provide and maintain PoemHaven services, PoemHaven may engage or integrate the following categories of third-party services to the extent necessary to provide specific features:

• Network transmission and security services: Used for domain name resolution, content delivery, network access, attack mitigation, human verification, access control, and security-risk detection. These services may process network addresses, request information, and data necessary to address security events.
• Computing, storage, and application hosting services: Used to operate PoemHaven applications, store account and content data, maintain caches, perform short-term tasks, and ensure service continuity. These services may process information necessary to perform the applicable functions.
• Email and notification services: Used to send email verification codes, account-security notices, service notifications, and emails that administrators choose to send. These services may process recipient email addresses, email content, and necessary delivery-status information.
• Third-party account sign-in and linking services: Used only when you actively choose a corresponding sign-in or account-linking provider. PoemHaven exchanges only the account identifiers necessary to complete authentication and the minimum information you expressly authorize the provider to share, such as your email address, display name, or profile picture.
• AI-assisted content processing services: Used only when the applicable feature has been enabled and any legally required consent has been obtained. Such services may process the text and minimum necessary context required to perform content moderation, Simplified/Traditional Chinese conversion, or another specifically disclosed processing activity.

To protect system security, this Privacy Policy and related public disclosures do not disclose internal network topology, server addresses, resource identifiers, credentials or keys, API parameters, access-control rules, risk-detection rules, or other technical configurations that are not necessary for users to understand PoemHaven’s data practices and whose disclosure could weaken system security.

Depending on your location, service-provider deployment regions, and network routing, the services described above may process or store information outside the country or region in which you are located.

PoemHaven will apply data minimization, access controls, encryption in transit, appropriate service-provider configurations, and other reasonable safeguards based on the actual processing activity and applicable law. Where required, PoemHaven will also provide applicable notices, conduct required assessments, or obtain applicable consent.

Third-party service providers are also subject to their own terms of service and privacy policies.

PoemHaven does not sell your personal information and does not provide your personal information to third parties for third-party advertising purposes.

6. AI-Assisted Moderation and Simplified/Traditional Chinese Content Conversion

1. Complete email addresses are not sent to AI services. Only the body text, title, and necessary context required for moderation or conversion are sent within the scope enabled by administrators. AI processing of drafts, input used for poetic meter analysis, unpublished submissions, and media moderation is disabled by default.
2. Topics, comments, long-form replies, Cold Moon Notes reviews, and publication works that have passed moderation and been made public, as well as collection content and profile signatures voluntarily saved by authors, may be used to generate equivalent Simplified or Traditional Chinese versions according to administrator-enabled policies. Only AI-based processing may send the applicable text to an AI service. A local-first processing strategy sends only necessary excerpts and the minimum necessary context when an ambiguity is detected.
3. 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. Usernames and pen names always remain unchanged.
4. The original text is always the authoritative version. If the source content is modified or deleted, older derivative versions will be invalidated or deleted. A conversion failure will not prevent content from being published, private messages from being delivered, or pages from being accessed. Authors may disable the display of derivative versions on a per-work basis and report conversion issues. Administrators may retry a conversion or make manual corrections and may retain necessary audit records.
5. For additional information about the scope of AI calls, service-provider processing, human review, and the consequences of withdrawing consent, please see the AI-Assisted Moderation and Content Processing Notice.

7. Retention Periods

1. Accounts and public content are generally retained until you delete the applicable content, delete your account, or the information is no longer necessary for the purposes of providing the services, except where continued retention is required by law or necessary to address disputes or security incidents.
2. Drafts, submissions, private messages, notifications, moderation records, interaction data, and Simplified/Traditional Chinese derivative versions are retained according to the applicable feature status, your deletion actions, and PoemHaven’s retention settings. When source content changes, older derivative versions are marked as invalid and deleted according to the applicable cleanup policy.
3. Reconnectable user events are currently generally retained for seven days. Source information associated with security events is retained according to administrator-configured retention settings, which generally range from 1 to 365 days.
4. Login sessions expire according to the configured session duration. Cache data, rate-limiting data, and verification-code data automatically expire within a short period after the applicable purpose has been fulfilled.
5. Residual copies contained in backups are deleted or anonymized during normal backup rotation cycles. Retention may be extended where required by applicable law or necessary for dispute resolution or security auditing.

8. Your Rights

To the extent provided by applicable law, you may:

• Access, obtain copies of, correct, or supplement your personal information;
• Control certain processing activities through visibility settings, notifications, following, blocking, language settings, and content-conversion preferences;
• Delete content that you are authorized to delete or request deletion of your account and personal information;
• Disable the display of derivative versions on a per-work basis and submit feedback regarding inaccurate Simplified/Traditional Chinese conversions;
• Withdraw your consent to AI-assisted moderation and processing. Withdrawal does not affect processing previously performed on the basis of valid consent; and
• Request an explanation of, appeal, or submit a complaint regarding automated moderation, account restrictions, or the processing of your personal information.

Some rights may be exercised directly through your account settings. Other requests may be submitted through the contact channels provided within PoemHaven.

To protect your account, PoemHaven may verify your identity before processing a request.

Where otherwise provided by applicable law, or where fulfilling a request would infringe the lawful rights and interests of another person, PoemHaven may be unable to fully satisfy the request but will provide an explanation to the extent reasonably appropriate.

9. Minors

PoemHaven permits only individuals who are at least 14 years old to independently register for an account.

PoemHaven does not require users to upload identification documents for age verification and instead relies on the explicit age declaration made during registration.

If PoemHaven discovers that an individual under the age of 14 has created an account without appropriate authorization, PoemHaven may suspend the account and delete or restrict the processing of the associated personal information as required by applicable law.

10. Security Measures and Incident Response

PoemHaven uses measures including password hashing, encryption in transit, session protections, access controls, credential encryption, rate limiting, human verification, auditing, and backups to protect information.

No Internet service can guarantee absolute security. If a security incident occurs that may affect your rights or interests, PoemHaven will take remedial measures and provide any notices required by applicable law.

11. Changes to This Privacy Policy

When this Privacy Policy is updated, PoemHaven will publish a new version without overwriting previous versions.

If an update materially affects the purposes of processing, categories of information processed, parties with whom information is shared, or users’ rights, PoemHaven will provide notice through an in-site notification, pop-up notice, or system announcement and will require existing users to review and acknowledge the updated policy before continuing to create or modify content.

Historical versions of this Privacy Policy and corresponding acknowledgment records may be retained.

12. Contact Us

The controller or person responsible for processing personal information is the “PoemHaven Operator.”

If you wish to exercise your privacy rights or have questions about this Privacy Policy, you may submit a request through the reporting, appeal, or other contact channels provided within PoemHaven.

PoemHaven may verify your identity as reasonably necessary before processing your request.