Privacy Policy

At Aeris Journals, we believe in transparency and user privacy. This policy explains what data we collect, how we use it, and what rights you have regarding your information.

We are committed to protecting your privacy and ensuring that your personal data is handled responsibly and in accordance with applicable data protection laws.

Last updated: November 2025

Aeris Journals is operated by Robin Chand, based in the United Kingdom.

As the data controller for this service, I'm responsible for ensuring your personal data is handled in accordance with the UK GDPR and the Data Protection Act 2018.

Under the UK GDPR, we process your personal data under the following legal bases:

• Contract: to provide the Aeris Journals service, sync, and account features.
• Legitimate interests: to maintain security, improve the service, prevent abuse, and operate the platform effectively.
• Consent: for optional features such as communications where consent is required. You may withdraw consent at any time.

When you use Aeris Journals, we may collect the following types of information:

• Account Information: Email address, username, and account preferences
• Content: Journal entries, notes, and any data you create within the application
• Usage Data: Information about how you interact with our service, including feature usage and access times
• Device Information: Browser type, operating system, and device identifiers

We use the collected information for the following purposes:

• To provide and maintain our service
• To sync your data across devices
• To improve and optimize user experience
• To communicate with you about updates and changes
• To ensure security and prevent fraud
• To comply with legal obligations

We do not sell your personal data to third parties. Your journal entries and notes remain private and are only accessible to you.

We may share your information with third parties in the following circumstances:

• Service Providers: We work with trusted service providers who help us operate our service (hosting, analytics, email delivery). These providers have access only to the data necessary to perform their functions.
• Legal Requirements: We may disclose information if required by law or in response to valid legal requests.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new entity.

We do not share your journal content with third parties for marketing or advertising purposes.

We use the following third-party services to run Aeris Journals:

• Patreon: to verify supporter status and unlock sync features.
• Cloud hosting & storage providers: e.g. AWS or equivalent, to host servers and store synced data.
• Email delivery providers: - to send account or system notifications.
• Foundry VTT: - when you enable sync, journal data is exchanged between your Foundry world and our servers.

Some of our service providers may be located outside the UK. Where personal data is transferred internationally, we rely on appropriate safeguards (such as Standard Contractual Clauses) to help protect your information.

We retain your personal data for as long as your account is active or as needed to provide you with our services.

If you choose to delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or regulatory purposes.

You can export your data at any time through your account settings before deletion.

We use reasonable technical and organisational measures (encrypted connections, access controls, backups) to protect your data. No online service is completely risk-free, but we work to keep your information safe.

You have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data
• Export: Download your data in a portable format
• Objection: Object to certain processing of your data

To exercise any of these rights, please contact us using the information provided in the Contact section below.

Aeris Journals is not intended for children under 13. We do not knowingly collect data from children in this age group; if we become aware of such data, we will delete it.

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

This Privacy Policy may be updated from time to time. We will notify you of any significant changes by email or through the application.