Privacy

The short version: the Thoth app keeps your guides on your PC by default. Optional online features send data as described below. If you create a Thoth account, we keep what we need to run it: your email address, your plan and your license keys. Payments go straight to Stripe.

The Thoth app

• Guides, screenshots, settings and backups are stored on your PC.
• The app has no analytics or automatic crash uploads. You can choose to prepare a support report and review it before sharing it. License checks, updates and optional online features use the network.
• License keys are checked on your PC, without going online. A key we issued is also counted against your three computers, which only we can do, so the app needs to reach us now and then: if it hasn’t been able to for 14 days, Pro pauses until it can (keys made by hand for offline computers aren’t affected). When it can, the app also tells us which computer it is: when you activate a key, when it asks once a day for a renewed key, and when you sign in. It sends the key, an id the app made for itself the first time it ran (kept in its data folder; nothing about your hardware is read) and the computer’s name, so we can count the computers on a license (three at a time).
• If you choose to use Thoth Cloud (below), it connects to publish help centers, back up your library or sync selected guides. After you enable automatic backup or sync, subsequent uploads can happen automatically.
• Update checks contact the configured update service when updates are enabled, to look for a new version.
• Text entered in supported fields can become instructions. Thoth does not save a raw keystroke log, and recognized password fields are excluded from typing steps. Screenshots can still contain sensitive information; review them before sharing.

Optional AI, publishing and voice features connect to the services you configure:

• Your AI provider (for example OpenAI, Anthropic, OpenRouter or a local model), when you use an AI feature. Screenshots are sent only when “Send screenshots” is on, and any blurs are burned in first.
• Thoth AI, if you choose it as your AI provider. Your text, voice recordings and (only when “Send screenshots” is on) screenshots go to our servers and on to OpenAI, which does the work (writing and voice). We don’t keep what you send or what comes back; we keep only how much each request used (counts of requests, tokens and seconds of sound, and their cost) so we can show your usage and bill your credits.
• Publishing services you connect (NinjaOne, Hudu, Confluence, Notion), when you publish a guide to them.
• A voice service, if you choose an online voice for video voiceovers instead of the voices built into your PC.

Keys and passwords for those services are stored encrypted on your PC. What those services do with data you send them is covered by their own privacy policies.

Optional support reports

Settings → Submit error report lets you describe a problem and attach images you select. It does not automatically take a screenshot or upload a crash report. Saving a report ZIP keeps it on your PC until you share it.

• What you choose: the report title, description, reproduction steps, expected result, category, frequency, optional contact email and up to five selected images.
• Optional diagnostics: app and runtime versions, operating system version, architecture, app uptime, screen sizes and scaling, and recent errors. You can review included data and turn diagnostics or recent errors off. Common secrets in error messages are filtered on a best-effort basis; review the report and images for private information before sharing.
• When sending is available: you must confirm that you reviewed the report before submitting. The website stores report text in its database and the ZIP in private Cloudflare R2 storage. Access to the review page and downloads is restricted to administrators.
• Retention and removal: report storage currently has no automatic expiration. Contact the address below to request removal; include your report reference if you have one. Do not include passwords, license keys or other secrets in reports.
• Hosting providers process request details to deliver and protect the service. The report API uses a hash of the request IP address for rate limiting; it does not add the raw IP address to your report.

This website

This site is hosted by Vercel. Like any web host, Vercel records standard request details such as IP address, browser and the page requested, to run and protect the service. The public pages set no cookies, use no analytics and embed no third-party trackers.

Thoth accounts

An account is used for Pro licenses and optional online services such as hosting, cloud backups, sync and teams. When you have one:

• Sign-in is handled by Clerk, which stores your email address, your name, and how you sign in. The account pages use Clerk’s cookies to keep you signed in; they aren’t used for anything else.
• About you: once, after you make an account, we ask your name, your company (optional), your role, your company’s size, what you’ll use Thoth for and, if you like, how you heard about us. We keep the answers with your Clerk sign-in, with the date you agreed to these terms and whether you asked for product news, and use them to understand who uses Thoth and to support you. They are deleted with your account.
• Payments are handled by Stripe. Your card details go to Stripe, never to us. We keep your Stripe customer id and your subscription’s plan, status and renewal date.
• License keys we issue are stored with your account. Each key contains your license id, plan, email address, name and validity dates, because the app checks them offline.
• Computers on a license: for each license we keep the ids and names of the computers it is active on, and when each was last seen, until you remove one or it hasn’t been seen for 30 days. Keys made by hand for someone are listed for our admins with who redeemed them.
• Email: we send a welcome message when you create an account, license keys, receipts for messages you send to support, the code that confirms handing a team over, and notices when a team changes owner, through Resend.
• Looking at your license key: your key is not shown in the page. When you choose Reveal or Copy on the Billing & license page, we hand it to you and write that to your workspace’s activity log, with the time and the address it came from. Only owners and admins of a workspace can ask for its key.
• Your choices: we keep one setting per account, whether you hid the Get started page in the sidebar. It is removed with your account.
• Account data is stored in a Postgres database hosted by Neon.

Messages to support from your account

The Contact support page in your account sends us a message. You choose what to write, and a box, ticked by default, lets you send it without the account details below.

• What we attach, when the box is ticked: your name and email, your account and workspace ids, your role and plan, how many help centers, app connections, backups and synced guides the workspace has, the last five things recorded in its activity log, the page you wrote from, the workspaces you belong to, and your browser’s name and version. Never the contents of your guides, backups or help centers. We use it to find your account without asking you for it.
• Where it goes: by email, through Resend, to our support inbox, with your address as the reply address. You get a receipt with a reference. We don’t keep the message in our database; we note in the workspace’s activity log that a message was sent, with its reference.
• How long: messages stay in our support inbox for as long as we need them to help you, and we delete them when you ask. Don’t put passwords or license keys in a message.
• To stop this being used to fill our inbox, we count messages per person and allow five an hour.

License renewal requests can include the current key and the app-generated computer id and name described above.

Thoth Cloud help centers

If you publish a help center, we store what you publish and show it to anyone who visits its address, or, if you make it private, only to the people you allow.

• What we keep: the guides you publish (their text, steps and screenshots), the name, tagline, colors and logo you set for each help center, the pages we draw from them, a few earlier versions of those pages, and a list of publishing tokens (only a hash of each token is stored, plus a name you or the app gave it, and when it was last used).
• Activity log: we record when tokens are created and deleted, when help centers are created, published to, restyled or deleted, and when Thoth takes one offline, with the time and the address it came from. It is shown to you on the dashboard and is kept for 12 months to help investigate misuse.
• Reports: anyone can report a help center. We keep the report, and the reporter’s email and address if they gave them, until it is dealt with and for up to 12 months after.
• Visitors: help centers are served by Cloudflare, which processes visitors’ requests to deliver them. We don’t run analytics on them and they set no cookies of ours, except on a private help center (below). What a help center’s publisher includes in their own pages is up to them.
• Private help centers: we keep the email addresses and domains the publisher allows, so we can check visitors against them. When a visitor asks for a sign-in code we email it to the address they typed (only if it is allowed), keep a hash of it for 10 minutes and delete it once used, and count recent tries per address and per site for a short time to stop abuse. A signed-in visitor has one cookie on that help center’s address that keeps them signed in for up to 7 days; it holds their email address and when it ends, and nothing else. Pages of a private help center are never stored in shared caches or offered to search engines. Changes to who can view are written to the activity log.
• Deleting: deleting a help center removes its files and its address. Removing your account removes your help centers too.
• Please don’t publish other people’s personal data or health or payment records. Thoth Cloud isn’t designed for them (see the terms).

Thoth Cloud backups

On Pro, the app can keep copies of your whole library (guides, screenshots and designs) in Thoth Cloud, so you can restore on a new computer.

• Encrypted before it leaves your computer: the app encrypts each backup with a key we make for that one backup. Cloudflare R2 stores only the encrypted file, in a private bucket that nothing serves publicly. Anyone who got hold of the stored files alone could not read them.
• The key is kept for you: we keep each backup’s key in our database, itself encrypted with a master key held outside the database and the storage. This lets you restore on any computer you sign in on, with nothing to remember. It also means our systems can decrypt a backup when you ask to restore it. We don’t look at backups, and every upload, download and deletion is recorded in your activity log.
• What we keep: the encrypted files, and for each one when it was made, which computer made it, its size, and how many guides and steps it has.
• How long: automatic backups beyond your plan’s newest few are deleted as new ones arrive; backups you make yourself stay until you delete them. You can delete any backup from the app or the dashboard at any time, on any plan, and when we delete your account we delete your backups.
• Screenshots can show personal data. Back up only what you are allowed to keep in the cloud.

Thoth Cloud sync

On Pro, you can choose guides to keep in Thoth Cloud, so you can carry on editing them from another computer you sign in on.

• Encrypted the same way as backups: each guide has its own key, and each saved state of it (a “revision”) is encrypted on your computer: the guide file, and each screenshot as its own encrypted file, stored in the same private bucket. A screenshot that hasn’t changed is stored once and not uploaded again; its id is a keyed hash, so it tells us nothing about the picture. Keys are kept for you, wrapped with our master key, so any computer you sign in on can open your guides.
• What we can see: a guide’s title and number of steps are stored readable, so your other computers can list the guides available to bring in. The steps, text and screenshots are only in the encrypted file. We also keep for each revision when it was saved, which computer saved it and its size.
• How long: the newest 10 revisions of each guide are kept, so a change can be undone. Removing a guide from the cloud deletes every revision at once, and leaves only a marker (without the title) for 90 days so your other computers learn it was removed. Removal works on any plan, and when we delete your account we delete your synced guides.
• Checking a guide out: on a team, you can check a synced guide out to tell teammates you are editing it. While it is checked out we keep your email address, which computer and when, so teammates can see who has it. It ends when you check the guide in, when an admin releases it, about 4 hours after your app last refreshed it, or when you leave the team, and the activity log records check-outs and check-ins.
• Synced guides and backups share one storage allowance, and every upload, download and removal is in your activity log.

Who handles data for us

We use these services to run the website and accounts: Vercel (hosting), Neon (database), Clerk (sign-in), Stripe (payments), Resend (email) and Cloudflare (help center hosting, backup and report storage, and delivery). Each handles only what it needs for its job.

Teams

A team is a workspace several people share. Its help centers, cloud backups and synced guides belong to the team: everyone in it shares the backups and synced guides, and uses the help centers they have been given. The owner and admins can see who is in it and what has been done in it (the activity log).

• Invitations: an owner or admin enters an email address. We keep that address and a hash of the invitation link until it is used or expires after 7 days, and we email the link through Resend. It only works for the address it was sent to.
• Members: we keep each member’s sign-in id, email address and role. Leaving a team, or being removed, ends access to what the team holds; your own workspace isn’t affected.
• The team’s activity log shows what happened in it (such as publishing, checking a guide out, or messaging support from it). Other members see “a member of your workspace”, and you see “You” for your own. Each entry stores the person’s internal sign-in id, which our admins can see. Entries are removed after 12 months, and stay until then even after someone leaves or deletes their account, with that internal id and no name or email.

Deleting your account

You can delete your account yourself from your account page. It removes your own workspace (its help centers and their files, cloud backups, synced guides and app connections) and your sign-in. If you pay for Pro, cancel the subscription first. Teams you belong to just lose you as a member; a team you own that others are in must be handed over or deleted first.

After deleting, we keep only a note in the activity log that an account was deleted (with an internal id, no name or email), and Stripe keeps payment records for as long as tax law requires. Copies in our backups of the database are replaced within a few weeks.

We keep account data while your account exists, and billing records as long as tax law requires. If you can’t delete your account yourself, write to us and we will do it.

Contact

Questions about privacy, or to delete your account: support@usethoth.app