THENEMA WRITER PRIVACY POLICY

Effective Date: January 2026 | Last Updated: January 2026

1. INTRODUCTION

Thenema Writer ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how Thenema Visuals (operating as Thenema Writer, registered in Kenya) collects, uses, discloses, and otherwise processes personal information in connection with our creative production software platform, including our world-building tools, collaborative screenplay suite, pre-production planning features, and AI-assisted writing capabilities.

This policy applies to all users of Thenema Writer, including individuals, creative teams, production companies, and organizations that access our platform through web, desktop, or mobile applications.

2. SCOPE AND DEFINITIONS

"Personal Information" means any information that directly or indirectly identifies you, including but not limited to your name, email address, subscription details, IP address, device identifiers, and usage patterns.

"Project Data" means all content you create within Thenema Writer, including screenplays, world-building documentation, character profiles, timelines, budgets, and collaborative notes.

"Usage Data" means technical information about how you interact with Thenema Writer, including feature access, file operations, and collaboration events.

3. INFORMATION WE COLLECT

3.1 Information You Provide Directly

Account Registration: Name, email address, password, profile information, subscription tier, and billing details (for paid plans).
Project Data: All creative content, world-building data, screenplays, character information, and production planning documents you create or upload.
Collaboration Data: When you share projects with team members, we collect invitation data, contributor information, and collaboration activity logs.
AI Interactions: When you use AI-assisted features, we collect your queries, the context of your project, and our AI responses to improve these features.
Communications: Messages, feedback, support requests, and bug reports you send to our support team.
Payment Information: For subscription payments, we collect billing address, payment method type, and transaction history (actual card details are processed by third-party payment processors).

3.2 Information Collected Automatically

Device Information: Device type, operating system, browser type, and device identifiers.
Usage Analytics: Pages visited, features accessed, file operations, session duration, and interaction patterns within the platform.
IP Address and Location: Your approximate location based on IP address (not precise geolocation unless you explicitly enable location services).
Cookies and Tracking: We use cookies and similar technologies to remember preferences, maintain sessions, and understand how features are used.
Error Logs: Technical error information to diagnose and improve platform stability.

4. HOW WE USE YOUR INFORMATION

Service Delivery: Providing, maintaining, and improving Thenema Writer and delivering the features you subscribe to.
Collaboration: Enabling real-time collaboration by sharing Project Data with team members you explicitly authorize.
AI Personalisation: Using your project context and interactions to improve AI-assisted writing suggestions and world-building tools (see Section 5 for AI-specific details).
Account Management: Processing subscriptions, managing billing, sending account notifications, and providing customer support.
Product Development: Using anonymised usage data to understand feature adoption, identify bugs, and develop new capabilities.
Legal Compliance: Meeting legal obligations, responding to lawful requests, and enforcing our Terms of Service.
Security: Detecting fraud, preventing abuse, and protecting platform integrity.
Marketing (with consent): Sending newsletters, product updates, and promotional information only if you have opted in.

5. AI AND MACHINE LEARNING

5.1 How AI Features Work

Thenema Writer includes AI-assisted features designed to enhance your creative process, including:

Story structure analysis and suggestions
Character arc mapping and continuity checking
Dialogue variation suggestions
World-building trope exploration
Plot branch exploration and narrative stress-testing
Storyboard generation and character bible creation
Shot Planning and generation

5.2 Data Used for AI Processing

To provide AI features, we process:

Content from your current project (screenplay text, character descriptions, world-building documentation)
Your specific AI query or request
Project metadata (genre, target audience, selected frameworks)

5.3 Important AI Safeguards

Your project data is NOT used to train AI models. We do not use your creative work to improve AI systems or train machine learning models.

You retain full creative control. AI suggestions are exactly that—suggestions. Your voice and creative decisions remain the only voice in your story.

Sensitive content handling: You control which projects and elements are exposed to AI features. You can disable AI suggestions per-project or globally.

Third-party AI services: Some AI processing may be handled by third-party providers (such as OpenAI or similar services) under strict data processing agreements. These providers are contractually prohibited from using your data for their own AI training.

6.1 Collaborative Sharing

When you invite collaborators to a project, you explicitly grant them access to Project Data. You control who has access and what permissions they have (view-only, edit, full access).

6.2 Service Providers

We share information with third-party service providers who assist us:

Payment processors (FastSpring, Paddle, or similar) for subscription management
Cloud infrastructure providers for data hosting and backup
Analytics providers to understand platform usage
Customer support platforms for handling support tickets

All service providers are contractually bound to protect your information and use it only as necessary to provide services to us.

6.3 Legal Requirements

We may disclose information if required by law, valid government request, or to protect our legal rights, your safety, or the security of others.

6.4 Business Transfers

If Thenema Writer is acquired, merged, or its assets transferred, your information may be included in that transaction. We will provide notice before your information is subject to a different privacy policy.

7. DATA SECURITY

Encryption: All data in transit is encrypted using TLS/SSL. At-rest encryption is applied to sensitive data including passwords and payment information.
Authentication: Passwords are hashed and salted using industry-standard algorithms. We recommend strong, unique passwords.
Access Controls: Access to personal information is restricted to authorized employees and contractors who need it to perform their duties.
Security Practices: We conduct regular security audits, implement firewalls, and maintain intrusion detection systems.
Breach Response: In the event of a security breach, we will notify affected users without undue delay and disclose what information was compromised.

Disclaimer: While we implement robust security measures, no system is completely secure. We cannot guarantee absolute security of all information.

8. DATA RETENTION AND DELETION

Active Projects: Project Data is retained as long as your account is active and for 30 days after cancellation (to allow account recovery).
Account Data: Account information is retained for the duration of your subscription plus 2 years for legal, tax, and business purposes.
Usage Logs: Analytics and usage data are retained for 12 months.
AI Logs: Records of AI interactions are retained for 6 months to improve service quality, then anonymized or deleted.
Account Deletion: Upon request, we will delete your account and associated Project Data within 30 days, except where legally required to retain records.

9. YOUR RIGHTS AND CHOICES

9.1 General Rights

Access: You can access your account information and Project Data at any time through your account settings.
Correction: You can update or correct your account information through your profile.
Deletion: You can request deletion of your account and associated data by contacting support.
Export: You can export your Project Data in standard formats at any time.

9.2 EU/UK Users—GDPR Rights

If you are located in the European Union or United Kingdom, you have additional rights:

Right to access your personal data
Right to correct inaccurate data
Right to erasure ("right to be forgotten") where applicable
Right to restrict processing
Right to data portability
Right to object to processing
Right to lodge a complaint with your data protection authority

To exercise these rights, contact us at accounts@thenemawriter.com. We will respond within 30 days.

9.3 Marketing Communications

You can opt out of marketing emails at any time by clicking "Unsubscribe" in our emails or updating your preferences in account settings.

9.4 Cookies and Tracking

Most browsers allow you to control cookies through settings. However, disabling cookies may affect platform functionality.

10. COOKIES AND TRACKING TECHNOLOGIES

Essential Cookies: Required for login, session management, and platform security. These cannot be disabled.
Functional Cookies: Remember your preferences (theme, layout, language) to improve user experience.
Analytics Cookies: Track usage patterns to understand feature adoption and identify improvements (anonymized, you can opt out).
Third-party Cookies: Used by analytics providers and external services. You can review and manage these in your privacy settings.

11. CHILDREN'S PRIVACY

Thenema Writer is not intended for individuals under 18 years old. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information and terminate the child's account.

12. INTERNATIONAL DATA TRANSFERS

Thenema Writer is based in Kenya. Your information may be transferred to, stored in, and processed in Kenya and other countries where we operate. By using Thenema Writer, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection laws.

For EU/UK users: We rely on appropriate legal mechanisms (such as Standard Contractual Clauses) to lawfully transfer data outside the EEA when necessary.

13. THIRD-PARTY LINKS AND SERVICES

Thenema Writer may contain links to third-party websites and services. This Privacy Policy applies only to our platform. Third-party services have their own privacy policies, and we are not responsible for their practices. Please review their privacy policies before providing information.

14. CONTACT US

If you have questions about this Privacy Policy, want to exercise your rights, or have concerns about our privacy practices, please contact:

Email: accounts@thenemawriter.com
Company: Thenema Visuals
Location: Kenya
Website: https://thenemawriter.com

We will respond to your inquiry within 30 days.

15. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

Posting the updated policy on our website with a new "Last Updated" date
Sending you an email notification if the changes materially affect how we process your data
Requiring your explicit consent if required by applicable law

Your continued use of Thenema Writer after changes become effective constitutes your acceptance of the updated Privacy Policy.