Who this policy covers
This policy describes personal information handled through betaroom.app, Author Studio, Reader Portal, pilot and reader applications, and Support. BetaRoom LLC, based in Houston, TX, is the operator.
BetaRoom provides tools for authors to run beta reads with readers they choose. Authors decide what to upload, whom to invite and what to ask. Their use of reader information and exported feedback may also involve their own privacy responsibilities; this policy does not authorize unrelated uses by an author.
Information we handle
Account and identity information includes names, email addresses, account identifiers, verification and sign-in records, account roles, and profile corrections. Reader identities include the name associated with a beta read and a Beta ID or copy identifier used in the manuscript watermark.
Application information includes contact details, eligibility confirmations and answers submitted to the pilot application or an author’s reader application. Authors may add questions to their reader applications. Avoid providing sensitive personal information that is unnecessary for the beta read.
Room information includes manuscript PDFs and technical file metadata, titles, Parts, Rounds, questions, invitations, saved reader contacts, release settings, entry requirements, agreement versions and acceptance records, reading progress and completion records. Feedback includes questionnaire responses and saved passage comments with selected text and page references. Answers saved before submission may also be stored to support the workflow.
Support information includes tickets, messages, attachments or screenshots you choose to provide, recovery reasons and access decisions. Technical information may include IP addresses, request and delivery logs, timestamps, authentication events, errors and security audit records. Public applications use an IP-derived fingerprint for submission rate limiting; hosting and authentication providers may separately handle the original IP address.
The free pilot does not require payment card information. Any future paid checkout and its payment provider will be disclosed before payment details are requested.
How information is used
We use information to verify accounts, review pilot applications, deliver invitations, manage Room permissions and releases, display watermarked manuscripts, save progress, collect and export feedback, operate Support, record agreement acceptance and protect the service from abuse.
We also use operational records and product feedback you voluntarily provide to identify problems and improve BetaRoom. Manuscripts and reader feedback about a book are not permission for public marketing. Separate permission is required before using your identity, manuscript title, cover or comments in a testimonial or promotion.
What authors and readers can see
The relevant author can see reader application answers, associated reader names and email addresses, invitations, entry and progress status, submitted questionnaire answers and saved passage comments. A saved passage comment is shared with the author; it is not a private note. Selecting text alone does not save a private highlight.
An authorized reader can view the released manuscript and entry information allowed by that Room’s permissions. Reader access does not give permission to view other readers’ responses or private account records. Authors can export available feedback, so copies they retain outside BetaRoom are not removed by deletion from BetaRoom. Reader contacts and feedback must be used for administering the beta read and evaluating or revising the manuscript; publicity requires separate permission.
Service providers and disclosures
BetaRoom uses Vercel for application hosting, Supabase for authentication and database services, Cloudflare R2 for manuscript object storage, and Resend for application email delivery. Authentication email is delivered through Supabase’s configured mail service. Providers process information needed for these services; technical processing of files is necessary to store and display manuscripts.
Authorized Support staff can handle information you submit in tickets. We may disclose information where required by law or as necessary to investigate abuse, protect people and the service, or address a legal claim, limited to what is appropriate for the purpose. These disclosures do not authorize ordinary staff browsing of manuscripts.
We do not sell manuscripts or intentionally supply them for generative AI training. Provider processing and data locations must be considered separately from access through BetaRoom; this policy does not promise that all processing occurs only in Texas or the United States.
Temporary Support access
General Admin access does not provide routine access to manuscript pages, reader-written answers or passage comments. A named administrator may request read-only operational access to one Room with a stated reason and scope. The author can approve, decline or revoke it.
Pending requests expire after 24 hours. Approval allows the requesting administrator to start a session within 24 hours. The one-hour viewing period begins when that administrator starts the session. This view includes Room setup, Rounds, Part metadata and release settings, author-created questions, reader names and emails, invitation and progress status, application settings and counts, and entry settings. Feedback is limited to progress and counts.
The view excludes manuscript pages, reader-written answers, passage comments, other Rooms, the shared Reader List and account settings. It cannot act as an author or reader. Requests, decisions, session starts and successful views are audited. Viewing approval is not authorization to reset a Room. Any future staff manuscript-content access requires separate explicit author approval and enforced limits.
Manuscripts and AI
BetaRoom does not use generative AI to critique, summarize, rewrite, evaluate or generate reader feedback about manuscripts. We do not train a BetaRoom generative AI model on manuscripts, sell or intentionally supply them for that training, or treat pilot participation as consent to it.
Automated technical processing for hosting, storage, rendering, authentication, security and communications is necessary to operate BetaRoom. We will review relevant provider terms and will not knowingly configure those services to train generative AI models on author manuscripts. A materially different future use involving generative AI would require separate disclosure and any applicable consent.
Retention and deletion
The accepted pilot agreement sets the pilot export and deletion commitments. BetaRoom will announce the pilot end date and feedback export deadline. Authors who do not continue with a paid plan have 14 calendar days after the announced pilot end date to export available feedback. This is feedback export access, not an extension of free reader access.
Manuscripts, feedback and associated Room data scheduled for deletion will be removed from active systems within 30 calendar days after the applicable export deadline, or within 30 calendar days after confirmed account closure when no export window applies. Remaining backup copies expire within a further 30 calendar days. For noncontinuing pilot participants, active cleanup is due no later than day 44 and backup expiry by day 74 after the announced pilot end.
Restricted backup copies are for disaster recovery and are not available through ordinary account access. Recorded deletion requests must be reapplied before restored content is made available through the service. Minimal agreement acceptance, access and security audit records may be retained for up to 12 months after account closure, excluding manuscript text and feedback content. Longer retention is limited to necessary records for a documented legal obligation or dispute.
Revoking access, removing a saved reader, completing a Part or closing a Round does not automatically erase submitted feedback or agreement evidence. A Room reset is a separate destructive action and preserves specified account, support and audit records. Contact Support for account closure or deletion requests; the scope must distinguish your account and Rooms from another author’s material and your unrelated reading access.
Your choices and requests
Use Account settings to update your account name and request a verified sign-in email change. Ask the relevant author to correct the name associated with a beta read. Contact support@betaroom.app to request access to your personal information, a correction, deletion or account closure, or to ask about our handling of it.
Depending on your location and applicable law, you may have additional rights concerning access, correction, deletion, a copy of your information, or certain uses and disclosures, and may be entitled to appeal a denied request. Contact the same Support address for a request or appeal. We may verify identity and authority using information appropriate to the request. We will explain any limits that apply, including another person’s rights or records we must retain. Do not send sign-in codes or unnecessary identity documents in an initial message.
Security and age eligibility
BetaRoom uses verified accounts, permission checks, private manuscript storage, watermarks and access revocation. No service can guarantee absolute security or prevent every screenshot, photograph or disclosure by an authorized reader. Report suspected unauthorized access to support@betaroom.app.
The pilot is for authors and readers aged 18 or older. It is not intended for children. If you believe someone under 18 has provided personal information or obtained access, contact Support so we can investigate and take appropriate action.
Updates and contact
Material changes will be communicated as appropriate, and consent will be requested where required. A policy update does not retroactively record acceptance of a new agreement or authorize a new manuscript use.
Privacy questions and requests: support@betaroom.app. Operator: BetaRoom LLC, Houston, TX.