Arvano Privacy Policy

1. Summary

• We collect the data you give us (account details, the calls and meetings you run on Arvano, the calendar, email and CRM accounts you choose to connect) and technical data about how the Service runs.
• We use that data only to provide, secure and improve the Service. We do not sell personal data and we do not use it for advertising.
• Google user data (Google Calendar and Gmail) is accessed only with your explicit consent, only for the features described in Section 4, and in compliance with the Google API Services User Data Policy, including its Limited Use requirements. Arvano never reads your Gmail mailbox.
• Phone calls are never recorded. Video meetings are recorded only if your organisation has turned recording on: guests are then told before they join and for as long as the recording runs, and a recording is deleted 6 months after its meeting (Sections 2.2 and 11). Otherwise audio is transcribed as it is spoken, and only the transcript is kept.
• After a call that is linked to a CRM record, Arvano writes notes and tasks to your CRM automatically (your organisation can turn this off). An email to a customer is never sent unless you choose to send it.
• Our database and files are stored in the European Union (Microsoft Azure, France Central) and are encrypted in transit and at rest.
• You can disconnect any connected account at any time from Settings → Integrations, and you can ask us to delete your data at any time.

2. Data we collect

2.1 Account and profile data

When your organisation creates an Arvano account for you, or you sign in for the first time, we collect your name, work email address, the organisation (tenant) you belong to, your role and licence within Arvano, your preferred language, your time zone (taken from your browser), the Arvano phone number assigned to you, if any, and optional profile details such as your job title. Sign-in is handled through Auth0 (Okta, Inc.). If you sign in with Google or Microsoft, that provider shares your name, email address, a unique account identifier and, if it has one, your profile picture; Arvano uses only your name, email address and account identifier. We do not receive your password.

2.2 Calls, meetings and their content

When you use Arvano to make calls, send text messages or hold meetings, we process:

• call and meeting details: participants, phone numbers, start and end time, duration and outcome;
• live audio and video, which are not kept beyond the call or meeting unless the meeting is recorded (below);
• transcripts of what is said, with who said it;
• when your organisation has turned recording on, a video recording of each of its video meetings (below);
• the text messages (SMS) you send and receive from your Arvano number;
• the chat messages and files shared in a meeting (on-screen annotations are shown live and are not stored);
• what you tell Arva: your notes for a meeting, your conversations with Arva and the facts you ask it to remember;
• the AI-generated content produced for a meeting: the preparation brief and meeting plan, live suggestions, the summary and analysis of the call (which may quote what was said), next steps, CRM notes and tasks, the draft of the follow-up email, and the draft of any other email you ask Arva to write;
• a coaching profile that Arva builds from your analysed calls (recurring patterns in how you sell, and one focus to work on);
• the emails Arvano sends from its own address on your behalf: a notice to you when someone books a meeting with you, or when a meeting booked through your booking page is moved or cancelled from the links in its invitation, and a follow-up email you ask Arva to send when your own mailbox cannot send it (replies go to you).

Recording. Arvano never records phone calls. Video meetings are recorded only if your organisation has asked us to turn recording on for it; it is off unless it has. When it is on, every video meeting of that organisation is recorded, from the moment its first guest is let in: a video of the participants' cameras, of any screen being shared and of the meeting's sound. The person hosting the meeting can stop the recording during the call and start it again; what was recorded before stays. A meeting that Arvano does not keep in your history, because nobody else joined or it ended within a few minutes with nothing said, keeps no recording. Whether or not a meeting is recorded, its audio is streamed to our speech-to-text providers to be transcribed as it is spoken, and that stream is not stored.

2.3 Guests and contacts

Prospects and other people who book a slot on a booking page, are invited to a meeting, join a meeting through a link, take part in a phone call, or appear as contacts in a connected CRM are processed on behalf of our Customer:

• Booking page: the name, work email address, company name and optional note they enter, and the slot they choose. The calendar invitation for a booked meeting carries links to move or cancel it; when they use one, the new slot they choose and the optional note they leave are processed the same way, and that note reaches only the person they are meeting (in an email and in the Service), never the other attendees. The time zone the booking page showed the times in is kept with each booking, to write the time of its reminders in it (below). A link to a booking page can carry a reference set by the organisation that sent it (such as the number of the customer's file in that organisation's own systems): it is kept with the booking and never shown. When that organisation asks for it, each booking made on its booking pages is also sent to an address of that organisation's own systems when it is made, moved or cancelled: the reference, the booking page used, the name, email address and company entered, the meeting's time, its join link and the work email address of the person they are meeting. Those systems can also read these bookings back, with a key the organisation creates in the Service.
• Meeting invitations: the names and email addresses of the people a meeting invites, from Arvano or from the organiser's calendar (Section 4.2). When the person they are meeting has turned reminders on, the guests from outside that person's company receive an email reminder from that person's own address 24 hours and/or 1 hour before the meeting — each in their own email, so that no guest sees another's address — with the meeting's time and its join link, signed by that person; for a meeting booked on a booking page, the person who booked receives it, with the meeting's name and the links to move or cancel it. A meeting whose invitation carries another meeting link (such as a Microsoft Teams meeting kept beside ours) gets no reminder.
• Meeting page: the name they enter; their audio, video and speech, which is transcribed and, when the organisation they are meeting records its meetings, recorded (Section 2.2); the chat messages and files they share; and technical details of their browser and device, used to diagnose call quality. The meeting page tells guests that the call may be transcribed. When the organisation records its meetings, the page tells them so before they join, and the meeting shows that a recording is running for as long as it runs. Their browser remembers their name and device choices for their next meeting, and a cookie holds their place in the waiting room for up to 4 hours.
• Phone calls: their phone number and what is said on the call.
• CRM contacts: the details the Customer keeps in its CRM (Section 6).

2.4 Connected accounts (integrations)

If you choose to connect a third-party account, we access data from that account as described in Section 4 (Google), Section 5 (Microsoft) and Section 6 (CRM). Connecting an account is always optional and initiated by you.

2.5 Technical and usage data

Our servers log the requests your browser makes to our API (time, address requested, response and IP address) and the errors that occur. During calls and meetings we measure call quality (network, audio and video statistics, and browser and device type). Server telemetry uses Microsoft Azure Application Insights, hosted in France Central. The Arvano web app contains no third-party analytics, advertising or tracking scripts. A few pages, such as the one shown when a sign-in cannot be completed, load fonts from Google Fonts, which receives your IP address, as any website you visit does.

2.6 Cookies and local storage

Arvano uses only strictly necessary cookies and browser storage:

• an httpOnly session cookie on the arvano.ai domain that keeps you signed in (30 days);
• a short-lived cookie that protects the sign-in flow against forgery (24 hours at most);
• browser storage holding a random device identifier, your interface preferences (such as language, noise suppression and background blur) and text messages you have not sent yet;
• for guests, the name and device choices on the meeting page and the waiting-room cookie described in Section 2.3.

We do not use advertising, analytics or cross-site tracking cookies.

3. How we use personal data and on what legal basis

We do not use personal data to serve advertising, to build profiles for advertising, to sell to data brokers, to assess creditworthiness or for any purpose unrelated to the Service.

4. Google user data (Google Calendar and Gmail)

This section applies when you connect a Google account to Arvano, from the Getting started card on Arva's home page or from Settings → Integrations. It is written to comply with the Google API Services User Data Policy and describes exactly what we access, why, and what we do with it.

4.1 How you grant access

Connecting your Google account takes you through Google's OAuth 2.0 consent screen, where Google shows you the permissions ("scopes") Arvano is requesting. You can decline, and you can leave any one of them unticked: Arvano reads from Google which permissions you granted, keeps switched off only the features that need a missing one (calendar sync, your booking page, or sending from your address), and tells you in Arvano which one is missing, with a button to allow it. Arvano never sees your Google password. Access is tied to your individual Arvano user account and cannot be used by other Users of your organisation. The meeting details Arvano keeps from your calendar become part of your meeting history in Arvano, which managers in your organisation can see (Section 8.1).

4.2 The scopes we request and what each is used for

How Arvano uses calendar.events.owned:

• (a) Events for your Arvano meetings. Arvano creates, updates and cancels the events for meetings you schedule in Arvano and for meetings someone books through your booking page (including when the person who booked one moves or cancels it from the links in their invitation), with their attendees and the Arvano join link. Google then sends the invitations and updates to the attendees.
• (b) Keeping Arvano and your calendar in sync. Arvano subscribes to change notifications for your primary calendar. When events change, Arvano retrieves the changed events and checks them automatically: an event linked to an Arvano meeting updates that meeting (a new time, new attendees, a cancellation), and, when setting (c) is on, a new event you organise with guests is picked up. If you delete an event linked to an Arvano meeting and restore it before the meeting's time has passed, the meeting it cancelled is restored with it, on the same join link; when Google returns the event without its Arvano video conferencing, Arvano adds that back to the event, changes nothing else in it and sends no email. A meeting that has already taken place is not changed by later edits to its event; if you move that event to a later date, the event is treated as the next meeting, as described in (c). Every other event is discarded as soon as it has been checked: it is not stored, not shown to anyone and not sent to any AI model. The only trace of such an event is, for an event you organise that Arvano did not pick up, a line in our technical logs (Section 2.5) with its identifier, the times it was created and last changed, and the reason, such as "no guests" or "recurring"; never its title, description, location or attendees. When you connect, Arvano reads your upcoming events once in the same way to start the synchronisation, and keeps nothing from them.
• (c) "Add Arvano to meetings you organise". This setting is on by default when you connect a calendar with an Arvano video licence (Arvano's Getting started card says so before you connect), and you can turn it off at any time in Settings → Integrations. For each non-recurring, timed event that you organise with at least one guest and create after the setting was turned on, Arvano adds a join link to the event's description, adds Arvano as the event's video conferencing if it has none, and fills the location if it is empty. If the event has a Google Meet link when Arvano picks it up (typically one Google Calendar added on its own, or one created by a booking tool such as Calendly), Arvano replaces it with the Arvano link and removes what pointed to that Google Meet: a location that only names or links it, and the booking tool's lines about it. The rest of the event's text, such as a booking tool's links to move or cancel, stays as it is, and your guests receive one link. This is not done if your organisation has chosen to keep Google Meet or the event relies on it in a way Arvano does not override (such as a booked meeting room). Any other video conferencing you chose is left as it is, and if you switch the event back to Google Meet in Google Calendar, Arvano leaves it that way. Google then sends the updated invitation to your guests who do not use Google Calendar and, when Arvano replaced a Google Meet link after Google may already have sent its own invitation, to all of your guests. An event can also come with an Arvano link that belongs to another meeting: a copy you make of an event (Google Calendar's "Duplicate" copies the link with it), or the event of a meeting that already took place and that you move to a later date. To tell, Arvano reads the Arvano links in the event's description, location and video conferencing and looks up the meetings they belong to. When such a link belongs to a meeting that took place before this event starts, was cancelled or no longer exists, or — for an event that still carries Arvano's own conferencing or text, as a copy does — to a meeting planned at another time on another event, Arvano creates a meeting for this event and replaces that link with the new one where it stands (in the description, the location and the video conferencing), and removes the lines Arvano had written with the other meeting's links to move or cancel a booking. Nothing else in the event's text is changed, and the earlier meeting keeps its own link and history. Google then sends the updated invitation to your guests who do not use Google Calendar, or to all of your guests when this happens more than a few seconds after you saved the event (Google may already have sent its own email with the old link). An Arvano link to a meeting still to come at the same time (a second invitation to it), a link to a meeting still to come that you pasted into the event yourself, a link to a meeting that never had a calendar event of its own, or to a meeting of another organisation, is left as it is. If you move the event of a meeting that took place to a later date and then move it back to a time already past, the meeting created for the later date is cancelled.

4.3 What we do not do with your Google data

• We do not read, list, search, download or store the contents of your Gmail mailbox or any folder in it. The gmail.send scope does not allow it, and we do not request any scope that would.
• We do not store or use any calendar event other than those described in Section 4.2: events linked to an Arvano meeting and, when "Add Arvano to meetings you organise" is on, new events you organise with guests. Any other event Arvano receives while syncing is checked automatically and discarded at once, leaving at most the technical log line described in Section 4.2. We never store the description or location of an event, and we never send them to an AI model. Free/busy queries return busy intervals only.
• We do not use Google user data for advertising, for selling or licensing to third parties, for credit or lending decisions, or for market research about you.
• We do not use Google user data to develop, improve or train generalised artificial-intelligence or machine-learning models. Google user data is processed by AI models only to produce features you see: a meeting's title, time, and attendees' names, email addresses and company are used in your preparation brief, in Arva's answers, in the follow-up email draft and in the emails you ask Arva to write. Our AI provider is contractually prohibited from training on it (Section 7).
• Arvano employees do not read your Google user data, except: with your explicit permission to resolve a support request; when necessary for security purposes such as investigating abuse; to comply with applicable law; or for internal operations on data that has been aggregated and anonymised.
• We do not transfer Google user data to any third party except as described in Section 4.5, to comply with law, or as part of a merger or acquisition with prior notice to you.

4.4 Data we store from Google and where

• OAuth tokens (access token and refresh token), together with the granted scopes, the connected account's email address, the calendar used (your primary calendar), your settings for this connection (such as whether "Add Arvano to meetings you organise" is on, and since when) and the identifiers of the sync subscription. Tokens are encrypted with AES-256-GCM before they are written to our database and are decrypted only in memory when a request to Google is made.
• Calendar event references: for each Arvano meeting synced with your calendar, the event's identifiers and link, its title, start and end time and time zone, the attendees' names and email addresses, and the state of the sync. This is what appears as the meeting in Arvano. For an event Arvano added a link to, Arvano also notes whether the event kept another meeting link (such as Google Meet), to adapt its setup tips and to send no reminder for a meeting held elsewhere (Section 2.3). When Arvano replaced a Google Meet link that Google Calendar had added (Section 4.2), it keeps the details of the replaced Google Meet conference (its link, meeting code and any dial-in numbers) so that it can be put back, and notes when you switch the event back to Google Meet. When Arvano created a meeting for an event because its link belonged to another meeting (Section 4.2), it notes on the new meeting which meeting that was and why, and on a meeting that took place the event it was on before.
• Sent email record: when you send a follow-up through Arvano, we store the message you approved (recipients, subject, body), the address it was sent from, the time it was sent and the Gmail message and thread identifiers Google returns, so your call history shows what was sent. For an email you asked Arva to write, the message you approved (recipients, subject, text) and the time it was sent stay in that conversation with Arva, which is kept as Section 11 describes — no identifier from your mailbox. For a meeting reminder, we keep with the meeting only which guests it reached, which it could not reach, and when — not the message, and no identifier from your mailbox. We do not store anything else from your mailbox.
• All of this is stored in Microsoft Azure Cosmos DB in the France Central region (European Union), encrypted at rest, in a database partitioned by organisation and user so that one Customer's data is never visible to another.

4.5 Sharing of Google user data

Google user data is shared only as needed to provide the features described in Section 4.2, and it is never sold:

• Our sub-processors (Section 8.2), each bound by an agreement that forbids it from using the data for its own purposes: Microsoft Azure, which hosts our servers and database and runs our AI models (a meeting's title, time and attendees); and our meeting and transcription providers, LiveKit and Deepgram, which receive the names of a meeting's participants, their company and the meeting title as vocabulary hints so the transcript spells them correctly.
• Your CRM, if you have connected one: attendees' email addresses are used to find the matching CRM contact, and a meeting's title, time and attendees are included in the activity and notes Arvano writes to it (Section 6).
• Your organisation: managers in your organisation can see your meeting history, including meeting titles and attendees (Section 8.1).

4.6 Retention and deletion of Google user data

• When you disconnect your Google account (Settings → Integrations → Disconnect): Arvano asks Google to revoke its access, permanently deletes the stored access and refresh tokens, and stops all calendar synchronisation, change notifications and email sending. We keep the connected account's email address and your settings for that connection so that reconnecting restores them; they are deleted with your account, or earlier on request. Meeting details already in your Arvano meeting history remain part of that history until the meeting or your account is deleted.
• When you revoke access from your Google Account (https://myaccount.google.com/permissions): Arvano's tokens stop working. Arvano detects this the next time it renews its access, which it does at least every 12 hours, and then marks the connection as disconnected and deletes the stored tokens.
• When your Arvano account is deleted (at your request, at your organisation's request, or at the end of the Customer contract): all Google user data held for you, including tokens, event references and sent-email records, is deleted from our active systems within 30 days, and from encrypted backups within a further 30 days.
• You may at any time ask us to delete any Google user data we hold about you by writing to privacy@arvano.ai; we will confirm deletion within 30 days.

4.7 Limited Use disclosure

Arvano's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. Microsoft user data (Outlook Calendar and Mail)

If you connect a Microsoft 365 or Outlook.com account, from the same two places, Arvano requests the following Microsoft Graph permissions: openid, email and offline_access (to identify the connected account and keep the connection alive); User.Read (to read your basic profile and primary email address, which Microsoft requires in order to answer availability queries); Calendars.ReadWrite (to create, update and cancel the events for your Arvano meetings and bookings, keep your calendar and Arvano in sync, read your free/busy availability for your booking page, of which Arvano uses only the busy times, and, when "Add Arvano to meetings you organise" is on, add an Arvano link to new events you organise with guests); and Mail.Send (to send the follow-up email you approve in Arvano, the emails you ask Arva to write and send yourself and, when you turn them on, the meeting reminders described in Section 4.2, from your own address). Arvano does not request any permission to read your mailbox. Microsoft data is handled exactly as Google data is in Sections 4.2 to 4.6: the same synchronisation (changed events are checked automatically and every event unrelated to Arvano is discarded at once), and the same encryption, storage location, sharing limits, retention and deletion rules. When Arvano adds a link to an Outlook event, Outlook sends the update to all of its attendees. Arvano never replaces a Microsoft Teams meeting: an event that already has one keeps it, and the Arvano link is added to its description. An Outlook event that comes with another meeting's Arvano link (a copy, or the event of a meeting that already took place) is left as it is: the new meeting described for Google Calendar in Section 4.2 (c) is not created for it. Microsoft does not offer an API to revoke delegated tokens, so on disconnect we permanently delete our copy of the tokens and end the sync subscription; you can additionally revoke Arvano from https://account.microsoft.com/privacy/app-access or through your organisation's Microsoft Entra administrator.

6. CRM data (HubSpot, Pipedrive, Salesforce)

If you connect a CRM, Arvano reads the contacts, companies, deals, activities and owners it needs to show you who you are meeting or calling, to prepare your meetings, and to write back to the right record. Arvano links a call or meeting to a CRM record automatically, by matching the guests' email addresses or the caller's phone number, and you can change that link.

After a call or meeting that is linked to a CRM record, Arvano writes to the CRM automatically, by default: a log of the call or meeting, the AI-written notes (a summary and notes per topic, which may quote what the customer said) and the follow-up tasks. On Pipedrive, as configured by your organisation, Arvano can also mark the planned activity as done, move the deal to its new stage and update the deal, person and organisation fields your organisation has chosen. Your organisation can turn off any kind of automatic write. A record of what was written is kept in your call history.

Arvano keeps a local copy of the CRM contacts and deals it needs so that search is fast; it is deleted when you disconnect the CRM. CRM tokens are encrypted with the same AES-256-GCM scheme, and disconnecting removes them. CRM data is used only to provide these features and is not shared with anyone other than our sub-processors (Section 8.2) and, within your organisation, your managers (Section 8.1).

7. AI processing

Arva uses large language models to prepare your meetings, suggest what to say during a call, answer your questions, and write the summary, notes, tasks and follow-up email after a call. The models are OpenAI models provided by Microsoft through Microsoft Azure AI Foundry, under Microsoft's enterprise terms: Microsoft does not use our prompts or outputs to train any model, and they are not available to OpenAI. Arvano sends every request with storage turned off. Our AI resource is in the European Union (France Central) and any data Microsoft stores at rest stays there; because we use Microsoft's Global deployment type, Microsoft may process an individual request in another region where the model runs. Microsoft's abuse monitoring may keep prompts and outputs it flags for review by authorised Microsoft staff, who are located in the European Economic Area. The models receive what each feature needs: the transcript, the meeting's title, time and attendees, your notes for the meeting, CRM context, and your organisation's own sales material (such as its playbooks and product knowledge).

Speech-to-text for meetings is provided by Deepgram, on Deepgram's EU servers with its model-improvement programme turned off, and for phone calls by Google Cloud Speech-to-Text. Neither uses our audio to train its models. To spell names correctly, the speech-to-text service receives a short list of key terms for each meeting, such as the participants' names, their company and the meeting title.

A meeting's recording is never sent to an AI model: Arva works from the transcript.

Arvano itself does not train AI models on your data. Emails to customers are always drafted for you to review and are never sent without your action. CRM writes after a call are automatic by default, as described in Section 6.

8. Who can see your data and who we share it with

8.1 Within your organisation

Arvano is a team product. Users who hold the manager role in your organisation can see the calls and meetings of the Users in that organisation: the list of meetings with their titles and attendees, transcripts, the AI analysis and notes, the follow-up email and whether it was sent, what was written to the CRM, and each User's coaching profile. Your organisation decides who holds that role.

When a meeting is recorded (Section 2.2), its recording can be watched by the User whose meeting it is and by the managers of that organisation, and by nobody else. A guest cannot watch it.

When your organisation has asked for it, the meetings booked on its booking pages are also sent to its own systems as they are made, moved or cancelled, and those systems can read them back with a key your organisation creates (Section 2.3).

8.2 Sub-processors

We share personal data only with the service providers below, each bound by a data-processing agreement, and only to the extent needed for the stated purpose.

We may also disclose personal data when required by law or a valid legal request, to protect the rights, safety or property of Arvano, our Customers or the public, or to a successor in the event of a merger, acquisition or sale of assets, in which case we will notify you before your data becomes subject to a different privacy policy. We never sell personal data.

9. International transfers

Arvano Ltd is established in the United Kingdom and our primary hosting is in the European Union (France). Transfers between the UK and the EEA are covered by the respective adequacy decisions. Where a sub-processor processes data outside the UK and the EEA (for example Twilio in the United States, or an AI request that Microsoft processes outside the EU), we rely on the UK International Data Transfer Agreement or the UK Addendum to the European Commission's Standard Contractual Clauses, and, where the provider is certified, the EU-U.S. Data Privacy Framework and its UK Extension, together with additional safeguards such as encryption.

10. Security

We protect personal data with technical and organisational measures including: HTTPS-only access with TLS 1.2 or higher for all data in transit; encryption at rest for all databases and storage; AES-256-GCM application-level encryption of all OAuth tokens (Google, Microsoft, CRM); short-lived signed session tokens held in memory in the browser and an httpOnly session cookie; strict tenant isolation so that every database query is scoped to your organisation and user; meeting recordings kept in private storage that holds nothing else, and watched only through a link that Arvano issues to a signed-in User allowed to watch that recording — the link opens that one recording and stops working after 2 hours, and during that time it works for whoever holds it; role-based access for our staff with multi-factor authentication, with access to production data limited to the company's founders; and an incident-response procedure under which we will notify affected Customers and, where required, supervisory authorities without undue delay and within 72 hours of becoming aware of a personal-data breach.

11. Retention

12. Your rights

Depending on where you live, you may have the right to access the personal data we hold about you, to have it corrected or deleted, to restrict or object to its processing, to receive it in a portable format, and to withdraw consent at any time (for example by disconnecting a connected account) without affecting the lawfulness of processing carried out before withdrawal. You can yourself delete your conversations with Arva and the facts it remembers, and disconnect any connected account, from within Arvano. Because Arvano processes most data on behalf of our Customers, we may refer your request to your organisation's administrator, and we will assist them in responding.

To exercise your rights, email privacy@arvano.ai. We will respond within one month. You also have the right to lodge a complaint with a supervisory authority: in the United Kingdom, the Information Commissioner's Office (ICO, https://ico.org.uk); in the European Union, the data protection authority of the country where you live or work (for example the CNIL in France, https://www.cnil.fr).

13. Children

The Service is intended for business use by adults. We do not knowingly collect personal data from anyone under 16.

14. Changes to this policy

We may update this policy from time to time. Material changes will be announced in the Service or by email before they take effect, and the "Last updated" date above will change. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

15. Contact

Arvano Ltd (company number 16604542)
71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Email: privacy@arvano.ai
Website: https://www.arvano.ai