Translation Processing and Retention Notice

Purposes, people and choices

GATHWAY INC. operates The Insight Docket. Contact privacy@gathway.app for data requests and legal@gathway.app for rights issues. Reading-language preferences do not automatically translate a publication. New paid translations are generated only following an eligible person's request or an authorized editorial action, for a source covered by the required rights and approved direction.

The service distinguishes contributor-owned private previews, confidential editorial working copies, shared reader aids for approved public originals, and separately approved public translated editions. Original manuscripts, attribution and editorial histories remain separate. Signed source permission is not consent on behalf of people mentioned in a manuscript; GATHWAY must establish the required processing authority and safeguards.

Registered pilot requesters must have a confirmed adult account and any required two-step session. Public account registration and original reading remain governed by existing eligibility rules. Eligible anonymous adults may, after an explicit age declaration, acceptance of the applicable Terms and acknowledgement of the applicable privacy notice, read completed authorized public translation caches. New generation initially requires a verified account. Guests are not given manuscript, preview, reviewer, source-rights or applicant data. No parent/guardian programme is presumed implemented, and no under-18 AI processing is enabled by this notice.

Provider, payload and international processing

Our server sends selected title, subtitle, summary and body segments, language instructions and bounded task metadata to OpenAI's business API. It does not add account emails, identity/verification files, payment details, private application messages or unrelated manuscripts. Some quotations, references, identifiers and names are protected locally, and the dedicated bibliography/reference field is not sent by the current translation flow, but prose can still contain personal or confidential information. This is not guaranteed anonymization.

GATHWAY will use only the provider entities and processing arrangement actually cleared for its production account. Before activation it must verify the applicable business agreement/DPA, subcontractors, training/data-sharing choices, retention, security and international transfer conditions. No material will be opted into model training or unrelated data-sharing programmes. Submitted text is not used by GATHWAY to train models. A different provider or material purpose change requires the appropriate new review and notice/permission.

OpenAI processing may take place outside Canada, including the United States, and where its authorized processors operate under the applicable arrangement. Foreign laws can permit access by courts and authorities. GATHWAY remains accountable for its processing choices and must apply the safeguards and transfer arrangements required in the relevant jurisdictions. No Canadian-only or EU-only residency claim is made. If a legally required region cannot be supported, that processing remains disabled.

The requests specify store:false; this is not Zero Data Retention. Standard published API controls can retain abuse-monitoring information for up to 30 days, with applicable exceptions. Actual enhanced controls, retention exceptions and endpoint/model coverage must be verified for the account before any stronger promise is made. Processor deletion/support instructions must follow the actual arrangement; a Platform purge does not independently erase provider safety logs.

Platform retention and disposal

Access expires at the stated deadline. Approved sweeps dispose eligible payloads normally within 24 hours thereafter, subject to a documented hold, unresolved charge or monitored backlog. GATHWAY must use a tighter approved sweep cadence where required to meet a stricter obligation. These periods are not extended by merely viewing a cache.

| Data | Period and treatment | | --- | --- | | Contributor preview or isolated qualification content | Seven days from creation | | Partial, failed or abandoned job content | Seven-day inactivity window; continued partial processing is capped at 30 days from creation | | Completed shared public reader cache | 30 days from completion | | Completed editorial copy, comments and translated history | While actively needed, in 90-day review windows; dispose after the final decision's 90-day deadline unless a justified hold applies | | Approved public translated edition | While its specific licence and public source remain valid; withdrawal blocks access, with eligible payload disposal after 30 days | | Person-linked request/usage metadata | 90 days, then remove unnecessary requester/job linkage; pending commitments and necessary hold evidence remain protected until resolved | | Minimal de-linked financial records | Applicable financial schedule, generally six years from the end of the relevant tax year | | Signed rights, minimal approval, hold and disposal evidence | As necessary for the permission, lawful governance schedule, rights defence and documented holds; do not retain manuscript text merely as an audit note | | Security logs and backups | The approved general security/backups schedule and documented exceptions; existing backup inventories and recovery suppression remain separately controlled |

Disposal removes source snapshots held in translation jobs, partial output, completed machine text, applicable private working-copy text, translated review snapshots/comments and withdrawn edition payloads. It preserves the original manuscript/revisions and original editorial decisions. Minimal event, rights and financial evidence may remain where justified. De-linking a record is not automatically irreversible anonymization.

Legal holds are scoped, documented, access-restricted and reviewed; they never re-enable public reading or external processing. In-flight requests and uncertain billing are settled conservatively before disposal. Recovery must reapply reviewed suppression instructions before restored content or schedulers become available. Existing encrypted backups are not silently deleted; their expiry and any lawful exceptions must be documented. Copies already delivered to a browser or independent search engine cannot be recalled as if they were server rows.

Requests, cookies and security

Contact privacy@gathway.app for access, correction, export, restriction or deletion. We verify authority proportionately and assess applicable exceptions. A requester can seek removal of their private preview. Requesting a shared public translation does not give a reader ownership or authority to erase another author's lawful public cache; unnecessary requester linkage is handled separately. Rights withdrawal is assessed for the affected work and purposes.

Guest access, when enabled, uses a first-party HTTP-only security/eligibility cookie for no more than 24 hours, bound to the current notices, plus limited pseudonymous security counters. It is necessary for the requested guest-translation access and is not an advertising, cross-site tracking or readership-measurement opt-in. We do not use it to circumvent analytics choices or fingerprint visitors. Expiry, clearing the cookie or a changed notice requires a new declaration/acknowledgement. The service does not claim to independently verify a guest's age merely from a declaration.

New generation has per-user section/document limits and shared spending ceilings. Guest cache retrieval has its own lower security limits. Credentials stay server-side; role/MFA/source checks are repeated, drafts are excluded from public routes and approved translated editions require separate review. Automated text can be inaccurate and may retain quotations/reference blocks in the original language; compare with the source and obtain appropriate professional advice where needed. GATHWAY's statutory privacy/security obligations and non-excludable rights continue.