Privacy policy
Effective date: October 30, 2026
Bibliotaph keeps your books where they already are. This policy explains what the Bibliotaph web service at bibliotaph.online stores about you and your library, why, and how to have it deleted. The short version: we store an index of your library so you can search and organise it. We never store copies of your books, never sell anything, and never show ads.
Who we are and what this covers
Bibliotaph is run by munkycdev, an individual in the USA ("we", "us"). This policy covers the website and service at bibliotaph.online, and the sync between that service and the Bibliotaph Windows app.
The Windows app on its own sends us nothing. It keeps everything on your computer unless you sign it in to bibliotaph.online to sync. The Windows app's own AI and OCR run on your computer, unless you point it at a model server you choose. To suggest a book's title, authors, publisher and year, the app sends the ISBNs your books print to Open Library itself, not to us; while it's signed in to bibliotaph.online, it sends them to us instead, with each book's title, and we ask RPGGeek, AdventureLookup, Open Library and Google Books for it as described below, keeping nothing of them.
Bibliotaph is invite-only for now. You can only create an account with an invitation.
What we collect and why
We collect only what the service needs to work. We don't use analytics, advertising or tracking services.
| What | Examples | Why |
|---|---|---|
| Account | Your name, email address and account ID from the way you sign in; the invitation you used | To sign you in and keep your library separate from everyone else's |
| Storage connections | For each storage service you connect, an access token and refresh token (encrypted), and the folders you add | To list and read those folders, while you're away too |
| Library index | File names, folder paths, sizes, dates and fingerprints (hashes) of the files in folders you add; the text we read from each book's pages; small cover and page thumbnails | To search your books by their contents and show them in your library |
| Your work | Titles, systems, tags, collections, adventures, notes, ratings and corrections you make | This is your library; we keep it so it's there next time |
| AI key (optional) | The API key you enter for an AI provider, encrypted | To call that provider for you |
| Windows app sync | The library data above, sent by the Windows app you sign in, what its AI found in your books (suggested values with the short quotes they came from, and chapters), and the text it read from scanned pages (OCR), by each file's fingerprint | To keep your computer and the web app in step, and so each book is read by the AI and OCR only once |
| Logs | IP address, browser type, time, the page or API called, and errors | To keep the service running, find bugs and stop abuse |
Your books themselves. To index a book, the server downloads it from your storage, reads it, and deletes its copy once it's done, normally within minutes. Your browser may also keep pieces of books it has shown you in its own storage, on your device, so they open faster next time. You can clear that from the browser or from Settings.
We use this information only to provide Bibliotaph to you. We don't use your library or your books to train AI models, and we don't look at your library unless you ask us to help with a problem.
Signing in and connecting your storage
Signing in and storage are separate. You sign in with an account you already have, then connect one or more storage services where your books live. Each service shows you what Bibliotaph is asking for before you agree.
Signing in. Sign-in is run for us by Auth0, a service of Okta. You sign in on its page with an account you already have, such as Microsoft, Google or Discord, or with your email address. We receive only your name, email address and a unique account ID. We never see or store your password; if you sign in with an email address, Auth0 keeps the password, protected, on our behalf. You can link more than one sign-in to the same account. The sign-in page, at auth.munkyc.dev, is shared with our other apps under the name MunkyC, so one Auth0 record of your sign-in serves all of them; Bibliotaph still receives only the details above.
Connecting storage. You can connect storage services such as OneDrive, Google Drive, Dropbox or Box, and add folders from each one to your library. For every service, we ask for the least access that lets Bibliotaph read the folders you add, and nothing that writes:
| Access | What Bibliotaph does with it |
|---|---|
| Read your files | List and read the folders you add to your library. Bibliotaph never changes, moves or deletes anything in your storage. |
| See your name | Name the connection in Settings, such as “Dropbox · Dana”, where the service includes it. |
| Keep access | Keep your library up to date while you're not signed in |
The exact permission names differ from one service to the next. Settings shows, for each connection, what was granted.
WebDAV. A WebDAV server, such as Nextcloud, has no sign-in page for Bibliotaph to send you to, so you type its address, your user name and a password in Settings. We keep them encrypted, use them only to list and read the folders you add, and never show the password again. Most servers' passwords allow more than reading, so where your server offers app passwords, make one for Bibliotaph that you can take back on its own. Bibliotaph only reaches servers on the internet, over https.
Online libraries. If you import a library page from a service such as D&D Beyond, saved with Save as or sent with the Send to Bibliotaph bookmark or browser extension, we read the books you own from it and keep the page, and the pictures given for its covers, in memory for up to two hours while you look at what importing does. What you import is kept in your library like anything you type; the page itself isn't stored. We never visit the service or see your password there.
The Send to Bibliotaph bookmark and extension. They act only when you click them on a service's library page: they send that page as it shows, and then the covers Bibliotaph asks for, fetched by your browser, to Bibliotaph and nowhere else. They collect nothing else, keep nothing, and send nothing on their own. The extension can also read Bibliotaph's own pages, only to hand over the page you sent.
Withdrawing access. Disconnect a storage service in Settings, and we delete its tokens (or a WebDAV server's password) straight away and stop reading from it. You can also remove Bibliotaph from that service's own security or connected-apps settings. Either way, your files aren't touched, and your library keeps what it learned until you remove those folders.
Where a provider has its own rules for apps that use its data, we follow them. For Google Drive, our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
AI with your own key
Bibliotaph's server uses AI only when you give it your own API key for an AI provider. Bibliotaph never pays for or provides AI itself. Without a key, the server does no AI processing. You can still use AI through the Windows app, which runs a model on your own computer.
When you add a key, the server sends that provider the text it needs to suggest details for your books, such as the title, game system and level range. You choose which books it processes. The provider handles that data under your account and its own terms and privacy policy, not this one. Check whether your provider keeps or trains on API data.
We store your key encrypted, use it only for the requests you set up, and delete it when you remove it or close your account.
Cookies, where data is kept, and who we share it with
Cookies. We use one cookie to keep you signed in, plus short-lived ones that exist only while a sign-in is under way. Auth0's sign-in page sets its own cookies, also only to sign you in. All of them are essential, so we don't ask for consent to them. We use no analytics or advertising cookies. The web app also keeps book pieces and settings in your browser's own storage, on your device.
Where it's kept. Everything we store is in Microsoft Azure data centres in the western United States, including the backups. Auth0 keeps its record of your sign-ins in the United States too. Text recognition (OCR) for scanned books runs on our own server and isn't sent to any third party.
Who we share it with. We don't sell or rent your information, and we don't share it for advertising. Only these parties handle it:
- Our hosting provider, Microsoft Azure, which runs the service and stores our data on our behalf.
- Auth0 (Okta), our sign-in service, which confirms who you are on our behalf and keeps a record of your sign-ins.
- The account you sign in with, such as Microsoft, Google or Discord, which confirms who you are to Auth0.
- The storage services you connect, which serve your files to Bibliotaph and receive any files it saves for you.
- The AI provider you choose, only if you add a key (see above).
- RPGGeek, run by BoardGameGeek, AdventureLookup, Open Library, run by the Internet Archive, and Google Books: Open Library and Google Books receive the ISBNs your books print, and nothing else; RPGGeek and AdventureLookup, which can only be searched by name, receive a book's title, the one a catalogue's record gives or else the one in your library, and AdventureLookup receives the title of a book that prints no ISBN too. All of it comes from our server, with no account or other detail of yours, to suggest each book's title, authors, publisher and year.
- An online store you import from, which receives what's needed to fetch your own purchases, and only when you ask.
- Authorities, only when the law requires it. We'll tell you unless we're legally prevented.
If Bibliotaph ever changes hands, this policy goes with it, and you'll be told before anything changes.
Keeping, deleting and your rights
| What | How long we keep it |
|---|---|
| Your account, library index and your work | Until you delete them or close your account |
| Downloaded copies of books | Only while that book is being processed, normally minutes |
| Backups | Up to 30 days after the data they hold is deleted |
| Your weekly backups, and the one made before you restore a backup | The last four weekly ones, and each one made before a restore, until you close your account |
| Logs | 30 days |
| Storage tokens and AI key | Until you disconnect that service, remove the key, or close your account |
Closing your account. You can close your account from Settings. We delete your account, library index, your work, tokens and key straight away, and they drop out of backups within 30 days. Nothing in your storage is touched.
Your rights. You can:
- see and export everything we hold about you, from Settings, as a file the Windows app can open;
- correct it, by editing your library;
- delete any of it, or all of it by closing your account;
- object to anything we do with it, or ask us any question, at munkycdev@bibliotaph.online.
We answer requests within 30 days. Depending on where you live, laws such as the GDPR and UK GDPR, or the California Consumer Privacy Act, give you these rights. If you're in the EU or UK, you can also complain to your data protection authority. We process your information to provide the service you signed up for (performance of a contract), and to keep it secure (legitimate interests).
Security, children, changes and contact
Security. All traffic uses HTTPS. Data is encrypted at rest by Azure. Storage tokens and AI keys are also encrypted with a key held in Azure Key Vault, and your browser never sees them. Bibliotaph asks each service only for the narrowest access described above. No system is perfectly secure. If a breach affects your information, we'll tell you without undue delay, and within 72 hours where the law requires it.
Children. Bibliotaph isn't directed at children under 16, and we don't knowingly hold information about them. If you think a child has an account, contact us and we'll delete it.
Changes. If we change this policy, we'll update the effective date above. If a change affects what we collect about you or who we share your personal data with, we'll tell you by email or in the app at least 14 days before it applies. Asking another public book catalogue about your books isn't such a change: it receives only book titles, ISBNs or product codes, never your account or anything that says who you are. When we add one, we'll list it above, with what it receives, and update the effective date.
Contact. munkycdev@bibliotaph.online