Your account and your data

Everything personal to you lives in two places. Your name, email address and password sit behind the avatar in the sidebar. Settings → Account holds exactly one control, and it is permanent deletion.

Your profile

Your avatar is at the bottom of the left sidebar, beside the notification bell and the theme toggle. On a narrow screen it moves to the top right of the header. Clicking it opens the account menu supplied by ErmisAI's sign-in provider, which is where your name, your email addresses, your password and your connected sign-in methods are managed, and where you sign out. ErmisAI has no profile form of its own.

Those screens are translated into English and Greek only. If your interface language is one of the other eight, the account menu and the sign-in screens appear in English while the rest of the workspace stays in your language. See Interface language and article language.

Your title

Your title — Managing Editor, Reporter, Desk Editor and six other suggestions — is not part of your sign-in profile. It belongs to your membership of one newsroom, so the same person can hold a different title on a team desk and in their own workspace. It is free text, capped at 80 characters, and it grants no permissions whatsoever. You cannot finish newsroom setup without one.

Changing it afterwards depends on your role. Owners and admins change their own title on Settings → Newsroom, in the Publication identity card — nobody can edit their own row on the Team tab. On the Team tab, an owner can edit any other member's title; an admin can edit other admins' and members' titles but not an owner's (the field is disabled for them). The Team tab itself only exists on a team newsroom on a Business or Enterprise plan; a member sees neither surface, so a member who wants a different title has to ask an owner or an admin. See Team, roles and permissions.

What ErmisAI holds about you

The full list of categories is published in the privacy notice at ermisai.com/privacy. In practice it comes down to:

• Account and organisation details taken from sign-in.
• Billing and subscription records.
• Newsroom workspace data: settings, source selections, synthesised stories, drafts, saved articles, refinement chat sessions and review state.
• Integration data: webhook configuration, API key metadata and delivery logs.
• Support, privacy, security or commercial correspondence you send.
• Technical and operational records kept for product security and troubleshooting.

Two points that are easy to get wrong:

AI output is workspace data. Synthesised articles, drafts and editorial-assistant conversations are stored in your workspace as part of the service and are deleted together with it. The privacy notice states that prompt and response content is not used to train models.

Diagnostics never carry your text. ErmisAI's error and performance monitoring records which stage ran, on which surface, for which workspace and story. It does not record the prompt you sent or the text the model returned.

What ErmisAI stores in your browser

The first time you open the public site or the workspace, a banner appears along the bottom, headed "Essential cookies are on. Optional cookies are not." Its body reads: "ErmisAI uses authentication cookies for sign-in and stores your language and theme preference in your browser. There are no analytics, advertising, or tracking cookies today." You get two buttons, Accept all and Essentials only, and a link, Read the cookie notice. The banner does not appear on the sign-in, sign-up or auth screens, and it stops appearing once you have chosen.

Choosing Accept all additionally starts client-side error and performance monitoring in your browser. Essentials only keeps it off, and it stays off until you say otherwise.

To change your answer, open the cookie notice page. At the foot of it a Cookie preferences panel shows your current state — "You accepted all cookies.", "You opted into essentials only." or "No choice recorded yet." — with a Reset preferences button. Resetting clears the stored answer and brings the banner straight back, and if monitoring was running it stops immediately without a page reload. The choice is per browser and per device.

Before you delete: taking your work with you

There is no export button and no download of your workspace. Two things exist instead:

• In the story workspace, once an article is saved, two small buttons marked MD and FMT copy it to your clipboard as markdown or as formatted text. One story at a time. See Composing and refining a story.
• On Pro, Business Pro and Enterprise, an external system can pull published stories with a workspace API key. That is a feed for a CMS rather than an archive, and every pull counts against the newsroom's daily delivery limit. See API keys, webhooks and WordPress.

If what you want is a copy of your personal data rather than your articles, that is a request to the privacy contact — see below.

Deleting your account

Settings → Account is visible to every role, on every plan. It contains one card, outlined in red and titled Delete account:

Permanently delete your account and personal newsroom. Articles, drafts, chat sessions, settings, integrations, and usage history are erased after a 14-day grace window, and you receive an email confirmation once the erasure completes.

with a note underneath:

Content in shared team newsrooms belongs to those newsrooms and is not affected; ask an owner if a team newsroom should be erased as well.

If it fails, the dialog closes and a red alert appears above the card: "Account deletion failed. Try again, or contact us if the problem persists."

What happens over the next 14 days

• Immediately. Your sign-in identity is deleted and your session ends. You cannot sign back in, and nothing in the product can undo it.
• During the window. Your newsroom data still exists but nobody can reach it, because the account that opened it is gone.
• After the window. A daily sweep carries out the permanent erasure, so it happens on or shortly after day 14.
• On completion. An email goes to the address that was on the account, in your newsroom's interface language, with the subject "Your data has been erased from ErmisAI". It names the date and lists what was deleted.

What erasure removes

• Your personal newsroom and everything in it: articles and drafts, chat sessions, newsroom settings and source selections, API keys, webhook configuration and connected WordPress sites, billing records, usage history and uploaded files.
• Your membership of every shared newsroom you belonged to.
• Your user record.

What it does not remove

• Anything in a shared team newsroom. Stories you composed on a team desk belong to that newsroom and stay there.
• Backup copies. Residual copies in encrypted infrastructure backups expire on their regular rotation schedule rather than being deleted on the day.
• Email suppression. If you previously unsubscribed, or mail to your address bounced permanently, that record survives erasure deliberately, so signing up again with the same address does not restart marketing email. It holds a one-way token, not your address.

Changing your mind

Only ErmisAI can stop a scheduled erasure, and only while it has not started. There is no control for it in the product, and no account left to sign in with. If you deleted by mistake, write to the privacy channel at ermisai.com/contact at once rather than waiting.

Deleting a shared team newsroom

No button in ErmisAI deletes a shared team newsroom. Removing members does not delete it, and the last owner cannot be removed or demoted at all. If a team newsroom should be erased, an owner has to ask through the privacy channel.

When a team newsroom is erased, everything scoped to it goes in one pass: stories and drafts, chat sessions, the editorial queue, newsroom settings, integrations and connected sites, memberships, billing records, usage history and uploaded files. Every owner receives the completion email. Individual accounts survive — a member of an erased newsroom keeps their own account and their own personal newsroom.

Ending a subscription is a separate matter. A cancelled or unpaid subscription reverts the whole workspace to Free limits and blocks AI work, but it deletes nothing.

Access, correction and export requests

Deletion is the only data right you can exercise with a button. There is no self-service access, correction, restriction or portability request anywhere in the product. All of those go to the privacy contact at ermisai.com/contact, under the Privacy & GDPR channel — include the request type and the account or organisation involved.

If your request concerns a team newsroom rather than your own account, expect it to be coordinated with the organisation that controls that workspace: for customer newsroom data ErmisAI may be acting as a processor under that customer's instructions rather than as the controller.

Every ErmisAI email carries Unsubscribe and Privacy links in the footer. Unsubscribing stops marketing email, such as the AI capacity upgrade notice. It does not stop transactional mail like a team invite or the erasure confirmation. There is no email preference screen in the product.

The published policies — Terms, Privacy, Cookies, GDPR, AI policy and Sub-processors — are linked from the Legal group in the site footer, with Security under Product.

Where your data is held

The sub-processors page at ermisai.com/subprocessors is the published list, naming eight providers and the data region for each: the workspace database in the European Union (Hetzner, Helsinki, Finland), compute in the European Union (arn1, Stockholm) plus global edge with Blob file storage in Vercel-managed regions (no region claimed), error monitoring in the European Union (Germany), cache in a European Union or United States regional endpoint, AI routing through European Union or United States regions, and United States providers for sign-in, billing and transactional email.