Privacy Policy

Nine Rooms is a writing and publishing studio operated from Texas. This Privacy Policy explains what information we collect, why we collect it, how long we keep it, and what choices you have.

If you have questions, email us at hello@ninerooms.online.

Postal mail: NineRooms Support, 394 4th St, St. Petersburg, FL 33701.

We collect only what we need to run and improve the studio:

• Account information — email, display name, password (stored as a secure hash, never in plain text), and studio preferences.
• Your manuscripts — chapters, characters, world notes, outlines, metadata, and exports you create in Nine Rooms.
• Apprentice activity — when you use AI features, we send the text required for that specific request to our model provider (xAI / Grok). We log request metadata (timestamps, token usage, refusal events) to operate the service and protect our API access.
• Support and safety reports — messages you send to support, abuse reports you file, and our responses.
• Legal and discovery requests — information submitted by law enforcement, attorneys, or other authorized parties requesting records, including contact details, legal instrument references, and what was requested.
• Technical and security data — IP address, browser type, and basic server logs needed for security, debugging, and abuse prevention.
• Site and product analytics — page views and related usage metrics via Google Analytics 4 (see “Analytics (Google Analytics 4)” below). This is not a read of your manuscript text.

We do not sell your chapters or personal information to advertisers or data brokers.

We do not use your prose to train machine-learning models for other authors unless you explicitly opt in to a future style-learning feature — and even then, only your own profile, not a shared pool.

We do not let staff browse your projects for curiosity or marketing ideas.

We do not grant third parties access to your manuscript except as described below (service providers and legal obligations).

Google Analytics does not receive your chapter text, character bios, or Apprentice prompts — only standard web analytics events (for example, that a page was viewed).

We have no interest in reading your work — but there are narrow, honest exceptions:

• You ask for help — support staff may view the project or chapter you reference in a ticket.
• Safety and abuse — we investigate credible reports that someone is using Nine Rooms for illegal harm, child exploitation, or serious Terms violations. We may review relevant accounts and content as part of that process.
• Automated systems — Apprentice requests are processed server-side; safety refusals from Grok are logged without storing your full manuscript in separate marketing databases.
• Legal obligation — we may disclose information if required by valid legal process (subpoena, court order) or to protect someone's safety. Where the law allows, we will notify you before disclosure.

Nine Rooms is an AI-assisted writing studio. When you click Generate in the Apprentice, your prompts and the context needed for that call are transmitted to xAI's API. xAI processes those requests under their own terms and privacy policies.

You must also comply with xAI's Acceptable Use Policy: https://x.ai/legal/acceptable-use-policy. A single user's misuse can jeopardize API access for the entire platform — we log policy refusals and may suspend accounts that repeatedly abuse the service.

We send the minimum context required for each feature (for example, a chapter outline for prose generation, not your entire account history unless the feature needs it).

We use Google Analytics 4 (GA4), a web analytics service provided by Google LLC, to understand how people use the public site and the studio product. Paid writing tools commonly use this kind of measurement so we can see which pages are useful, where people drop off, and whether the product is healthy — not to read your fiction.

What Google Analytics typically receives includes: pages and screens you open (including URL paths, which may contain a project slug such as /nine-rooms/your-novel/quill), approximate location derived from IP (we configure analytics with privacy-oriented settings, including IP anonymization where supported), device and browser information, referring site, and a client identifier stored in cookies or similar technology on your device.

What we do not send to Google Analytics: the body of your manuscripts, character profiles, world notes, support ticket text, passwords, or Apprentice prompt/response content.

When we run paid ads (for example Google Ads), we may also load Google’s advertising tag and fire a conversion event on selected public pages (such as the marketing homepage) so we can measure whether ads led to a site visit. We configure advertising personalization signals off for our tags; measurement still involves Google as a processor under its terms.

We configure GA4 with advertising personalization and Google Signals turned off for this property so measurement is not used to build remarketing-style ads profiles for Nine Rooms from our studio traffic. Google still processes data under its own terms as our analytics and (when enabled) ads measurement processor.

Google’s privacy information: https://policies.google.com/privacy · How Google uses data from sites that use its services: https://policies.google.com/technologies/partner-sites

You can limit analytics and advertising cookies via your browser settings, browser privacy modes, or Google’s tools such as the Google Analytics opt-out browser add-on (where available). Blocking these tools may not affect core writing features.

We may also use Google Search Console (a separate Google product) to measure search indexation and queries for our public pages. Search Console is an operator dashboard about our own site’s visibility in Google Search; it is not a cookie on your browser for that purpose.

We use cookies and similar storage for:

• Essential operation — session authentication so you stay signed in, and similar security/session needs.
• Preferences — for example, settings you choose in the studio where stored in the browser or on our servers.
• Analytics and ads measurement — Google Analytics and, when we run ads, Google Ads conversion cookies/identifiers, as described above.

We use your information to:

• Provide the studio — autosave, sync, export, Apprentice features, and account management.
• Keep the service secure — authentication, fraud prevention, rate limits, and abuse response.
• Understand and improve Nine Rooms — including aggregated product and marketing analytics (page views, funnel health, feature usage at a traffic level) without reading your fiction for curiosity.
• Communicate with you — account notices, support replies, and important policy updates.
• Comply with law — including mandatory reporting pathways for certain serious violations described in our Acceptable Use Policy.

We do not sell your personal information. We share data only in these cases:

• Service providers — hosting (our VPS), database, email delivery, payment processors (for example Stripe when you pay), xAI for Apprentice features, and Google for Analytics 4, optional Google Ads conversion measurement, and Search Console for our own site reporting. They may use your data only to perform services for us, under their terms and this policy’s purposes.
• Safety and law enforcement — when we believe in good faith that disclosure is necessary to prevent harm, respond to abuse reports, or comply with legal process. Lawful requests are logged, reviewed by our administrator and legal counsel, and fulfilled only after approval — we do not offer self-service download of user data or case files.
• Business transfer — if Nine Rooms is acquired or merged, your data may transfer to the successor under equivalent privacy commitments (you will be notified).

We keep your account and manuscripts while your account is active. If you delete a project or your account, we remove associated content from production systems within a reasonable period, except where we must retain records for legal, security, or dispute-resolution purposes.

To request account and data deletion, use the in-app form at /nine-rooms/delete-account (also linked from Account and this site’s legal footer), or email hello@ninerooms.online from your account address. We confirm by email when the request is complete. Account deletion does not instantly erase analytics data already aggregated by Google under its retention settings; we configure analytics retention on a limited schedule (typically measured in months, not indefinite marketing dossiers).

Support and abuse-report records may be retained longer when needed to investigate incidents or satisfy legal obligations.

Backups may persist for a limited time before cycling out.

We protect data in transit with HTTPS (TLS). Data at rest lives on access-controlled servers we operate. No internet service can guarantee perfect security; we work to reduce risk with sensible administrative and technical safeguards.

You are responsible for keeping your password confidential and signing out on shared devices.

You can export your manuscripts from The Quill and The Bindery. You can update account settings, request account deletion via /nine-rooms/delete-account or by emailing hello@ninerooms.online, and opt out of non-essential communications.

You can control cookies and analytics through browser settings and, where available, Google’s analytics opt-out tools. Essential session cookies are required to stay signed in.

Depending on where you live, you may have additional rights (access, correction, deletion, portability, objection to certain processing). Contact us and we will respond within applicable timeframes.

Nine Rooms is intended for adults (18+). We do not knowingly collect personal information from anyone under 18. If you believe a minor has created an account, contact us immediately.

We may update this Privacy Policy. We will post the new version with an updated effective date. Material changes will be communicated by email or in-app notice where practical. Continued use after changes take effect means you accept the updated policy.

Privacy questions: hello@ninerooms.online.

Support: support@ninerooms.online.

Postal mail: NineRooms Support, 394 4th St, St. Petersburg, FL 33701.