Rock Solid Systems LLC · Data Protection & Privacy Commitment

Privacy Policy

Effective & Last Updated: October 26, 2026 (Version 2026-10-26) · Canonical URL: https://strata.rocksolidsystemshq.com

1. Data Controller & Zero-Sale Pledge

Strata Archives (https://strata.rocksolidsystemshq.com) is owned and operated by Rock Solid Systems LLC (Lawrence, Kansas, USA). We built Strata Archives as a people-first, ad-free personal archive. We never sell, rent, broker, or monetize your personal information, media collection lists, reading/watching/playing history, or Collector Vault valuations to third-party data brokers or advertisers. For all privacy inquiries or data requests, contact support@rocksolidsystemshq.com.

2. Information We Collect

Account & Authentication Identifiers: When you sign in via Clerk, we store your Clerk user identifier (clerk_user_id), primary email address, and display name in our encrypted Neon PostgreSQL database (app.users) under strict least-privilege runtime isolation (app_runtime).
User-Curated Media Library & Collector Vault Data: We store the Books, Movies, Music releases, and Video Games you save to your Owned, Wishlist, or Activity shelves, including per-language edition formats, ratings, reviews, and optional Collector Vault fields (physical condition, storage location, loan tracking, paid price, and self-reported replacement value).
Optional Local Offline Cache: If you use our Offline Flea-Market Lookup Mode or AI Shelf Scanner, a read-only snapshot of your saved library and up to 20 recent shelf scan photos (shelf_scan_photos_cache_v1) are cached locally in your browser's IndexedDB storage and are cleared automatically when you sign out, wipe your library, or delete your account.
Non-PII Billing & Tax Metadata: When you purchase a subscription or one-time Booster Pack, we record your Stripe Customer ID, Stripe Subscription ID (if applicable), plan/grant code, transaction amount in cents, and non-PII country, state, and postal code tax jurisdiction (billing_country, billing_state, billing_postal_code) required for statutory tax compliance.

3. Multi-Platform Payment Processing & PCI-DSS Security

Web subscription and one-time Booster Pack payments are processed directly by Stripe, Inc. (PCI-DSS Level 1 certified), while mobile purchases on iOS and Android are processed directly by Apple Inc. (App Store In-App Purchase) or Google LLC (Google Play Billing) with cross-platform entitlement synchronization orchestrated via RevenueCat, Inc. Rock Solid Systems LLC never receives, processes, transmits, or stores your raw credit/debit card numbers, bank account credentials, or CVV security codes on our servers.

4. Camera, Barcode & AI Shelf Photo Processing

Barcode Scanner: Live camera video frames used for ISBN/UPC barcode scanning are evaluated locally in your browser and are never uploaded as video recordings.
Transient AI Shelf Photo Recognition: When you upload or capture a bookshelf/media-shelf photo for AI Spine Scanning, the image payload is transmitted over encrypted HTTPS and processed transiently in memory via the Google Gemini API (gemini-3.5-flash-lite) solely to extract visible media titles and creators. Full-resolution shelf photos are never stored in our PostgreSQL database or cloud object buckets. For unresolved spines routed to your Needs Review queue, a small cropped spine thumbnail preview (spine_preview_url in app.shelf_triage_tasks) is stored temporarily until the triage task is resolved, dismissed, or deleted, and up to 20 recent shelf photos are cached locally in your browser's IndexedDB (shelf_scan_photos_cache_v1) for interactive scan reports until you sign out or clear your cache.

5. Account Deletion (14-Day Grace Period vs. Immediate Purge) & Statutory De-Identified Tax Ledger Retention

You have complete control over your personal data under Vault Tools → Data & Account Sanitation:

Scheduled Deletion (14-Day Recovery Window): Places your account in PENDING_DELETION status for 14 days (allowing 1-click restoration if triggered by mistake) and automatically stops any recurring Stripe subscription from renewing. Once the 14-day window expires, your account is permanently purged.
Immediate Permanent Deletion: Immediately cancels any active Stripe subscription and permanently deletes your app.users profile row and all associated books, movies, music, games, triage tasks, and Collector Vault records via database ON DELETE CASCADE.
De-Identified Financial Audit Ledger Retention (ON DELETE SET NULL): When your user row is purged from app.users, all personal identifiers (email, display name, Clerk ID, and library items) are permanently destroyed. To comply with U.S. federal (IRS) and State of Kansas tax and accounting retention laws, historical transaction rows in app.billing_events are automatically de-identified by setting user_id = NULL (ON DELETE SET NULL), retaining only non-personal accounting metadata (timestamp, non-reversible SHA-256 account_ref_hash, grant code, amount in cents, country/state/postal-code tax jurisdiction, and external processor event reference ID).

6. Third-Party Infrastructure & Open-Catalog Providers

We rely on the following trusted infrastructure and open-catalog providers to deliver the Service:

Clerk: User authentication and session security.
Neon Serverless PostgreSQL: Encrypted cloud database hosting (AWS US-East).
Stripe, Inc., Apple Inc., Google LLC & RevenueCat, Inc.: PCI-DSS Level 1 web payment processing (Stripe), native iOS/Android In-App Purchase billing (Apple App Store & Google Play), and cross-platform entitlement webhook synchronization (RevenueCat).
Google Gemini API: Transient AI shelf spine recognition.
Upstream Catalog APIs: Public media queries (such as title/ISBN lookups) may query cached or live public catalogs from Google Books API, Open Library/Internet Archive, TMDB, IMDb, Wikidata/Wikipedia, MusicBrainz/Cover Art Archive/Deezer/Apple iTunes, and Valve Steam/RAWG without transmitting your personal account identity.

7. Your Privacy Rights & Contact Information

Regardless of your jurisdiction (including U.S. state privacy laws, GDPR, and UK GDPR), we provide every user with direct self-serve tools to access, export (via Full Vault CSV), rectify, or permanently erase their personal data at any time. For any additional privacy questions or requests, please contact:

Rock Solid Systems LLC
Lawrence, Kansas, USA
Privacy & Support Email: support@rocksolidsystemshq.com
Website: https://strata.rocksolidsystemshq.com
Online Account & Data Deletion Portal: https://strata.rocksolidsystemshq.com/delete-account

1. Data Controller & Zero-Sale Pledge

2. Information We Collect

Account & Authentication Identifiers: When you sign in via Clerk, we store your Clerk user identifier (clerk_user_id), primary email address, and display name in our encrypted Neon PostgreSQL database (app.users) under strict least-privilege runtime isolation (app_runtime).

User-Curated Media Library & Collector Vault Data: We store the Books, Movies, Music releases, and Video Games you save to your Owned, Wishlist, or Activity shelves, including per-language edition formats, ratings, reviews, and optional Collector Vault fields (physical condition, storage location, loan tracking, paid price, and self-reported replacement value).

Optional Local Offline Cache: If you use our Offline Flea-Market Lookup Mode or AI Shelf Scanner, a read-only snapshot of your saved library and up to 20 recent shelf scan photos (shelf_scan_photos_cache_v1) are cached locally in your browser's IndexedDB storage and are cleared automatically when you sign out, wipe your library, or delete your account.

Non-PII Billing & Tax Metadata: When you purchase a subscription or one-time Booster Pack, we record your Stripe Customer ID, Stripe Subscription ID (if applicable), plan/grant code, transaction amount in cents, and non-PII country, state, and postal code tax jurisdiction (billing_country, billing_state, billing_postal_code) required for statutory tax compliance.

3. Multi-Platform Payment Processing & PCI-DSS Security

4. Camera, Barcode & AI Shelf Photo Processing

Barcode Scanner: Live camera video frames used for ISBN/UPC barcode scanning are evaluated locally in your browser and are never uploaded as video recordings.

Transient AI Shelf Photo Recognition: When you upload or capture a bookshelf/media-shelf photo for AI Spine Scanning, the image payload is transmitted over encrypted HTTPS and processed transiently in memory via the Google Gemini API (gemini-3.5-flash-lite) solely to extract visible media titles and creators. Full-resolution shelf photos are never stored in our PostgreSQL database or cloud object buckets. For unresolved spines routed to your Needs Review queue, a small cropped spine thumbnail preview (spine_preview_url in app.shelf_triage_tasks) is stored temporarily until the triage task is resolved, dismissed, or deleted, and up to 20 recent shelf photos are cached locally in your browser's IndexedDB (shelf_scan_photos_cache_v1) for interactive scan reports until you sign out or clear your cache.

5. Account Deletion (14-Day Grace Period vs. Immediate Purge) & Statutory De-Identified Tax Ledger Retention

You have complete control over your personal data under Vault Tools → Data & Account Sanitation:

Scheduled Deletion (14-Day Recovery Window): Places your account in PENDING_DELETION status for 14 days (allowing 1-click restoration if triggered by mistake) and automatically stops any recurring Stripe subscription from renewing. Once the 14-day window expires, your account is permanently purged.

Immediate Permanent Deletion: Immediately cancels any active Stripe subscription and permanently deletes your app.users profile row and all associated books, movies, music, games, triage tasks, and Collector Vault records via database ON DELETE CASCADE.

De-Identified Financial Audit Ledger Retention (ON DELETE SET NULL): When your user row is purged from app.users, all personal identifiers (email, display name, Clerk ID, and library items) are permanently destroyed. To comply with U.S. federal (IRS) and State of Kansas tax and accounting retention laws, historical transaction rows in app.billing_events are automatically de-identified by setting user_id = NULL (ON DELETE SET NULL), retaining only non-personal accounting metadata (timestamp, non-reversible SHA-256 account_ref_hash, grant code, amount in cents, country/state/postal-code tax jurisdiction, and external processor event reference ID).

6. Third-Party Infrastructure & Open-Catalog Providers

We rely on the following trusted infrastructure and open-catalog providers to deliver the Service:

Clerk: User authentication and session security.

Neon Serverless PostgreSQL: Encrypted cloud database hosting (AWS US-East).

Stripe, Inc., Apple Inc., Google LLC & RevenueCat, Inc.: PCI-DSS Level 1 web payment processing (Stripe), native iOS/Android In-App Purchase billing (Apple App Store & Google Play), and cross-platform entitlement webhook synchronization (RevenueCat).

Google Gemini API: Transient AI shelf spine recognition.

Upstream Catalog APIs: Public media queries (such as title/ISBN lookups) may query cached or live public catalogs from Google Books API, Open Library/Internet Archive, TMDB, IMDb, Wikidata/Wikipedia, MusicBrainz/Cover Art Archive/Deezer/Apple iTunes, and Valve Steam/RAWG without transmitting your personal account identity.

7. Your Privacy Rights & Contact Information