Privacy Policy - Alvanda

This Privacy Policy applies to the Site and to the Alvanda application and related Services, including any third-party accounts you choose to connect to them.

Types of Data We Collect

We collect different types of personal data depending on the services you use and the actions you take on our platform. Some examples of the types of personal data we may collect include:

Contact information (such as your name, email address, phone number)
User profile information (such as your job title and company)
Billing information (such as your billing address and payment method)
Usage data (such as how you interact with our platform and the features you use)
Data from accounts you connect (such as an email mailbox or calendar you link to Alvanda). See “Google User Data” below for how we handle data from Google accounts.

How We Collect Data

We collect personal data in a number of ways, including:

When you register for an account on our platform.
When you use our platform, such as when you create or manage projects, tasks, or workflows.
When you communicate with us, such as when you send us an email or submit a support request.
When we collect usage data through cookies or other tracking technologies.
When you choose to connect a third-party account, such as a Google account, to the Platform.

How We Use Data

We use personal data to provide and improve our services, as well as to communicate with our users. Some examples of how we may use personal data include:

To create and manage user accounts.
To personalize our services and provide recommendations based on your usage.
To process payments and provide customer support.
To communicate with you about updates or changes to our services.
To improve our platform and develop new features and services.

Data we receive from Google APIs is used only as described in the “Google User Data” section below. It is never used for marketing, advertising, market research or model training, whatever else this Privacy Policy says.

Data Processing and Security

We process personal data in accordance with applicable data protection laws and regulations. We take reasonable measures to ensure the security of personal data we collect and process, including through the use of encryption and other security technologies.

We also work with third-party service providers to help us provide and improve our services, and we may share personal data with them as necessary for these purposes. We require our service providers to comply with applicable data protection laws and regulations and to implement appropriate technical and organizational measures to protect personal data.

Some features use artificial intelligence services run by third-party providers. We use these providers’ business services under terms that require them to process data only to provide the service to us, and not to use it to train their models.

We retain personal data for as long as necessary to provide our services and fulfill our legal obligations. When we no longer need personal data, we securely delete or destroy it in accordance with our data retention policies and applicable laws and regulations.

Data Uses & Lawful Bases

At Alvanda, we collect and process your personal information only for specific purposes and only when we have a lawful basis for doing so. We may use your personal information for the following purposes:

Providing Services: We use your personal information to provide our products and services to you. This may include providing you with access to our website, communicating with you about your account or our products and services, and processing transactions.
Marketing: We may use your personal information to provide you with marketing communications about our products and services. We will only do so where we have obtained your consent or where we have a legitimate interest in doing so, and we will always provide you with the option to opt-out of receiving these communications.
Analytics and Improvement: We use your personal information to analyze and improve our products and services. This may include using your information to conduct market research, understand user preferences and behavior, and improve the functionality and performance of our products and services.
Compliance and Legal Obligations: We may use your personal information to comply with our legal obligations, such as responding to legal process, enforcing our agreements, and protecting our rights and interests.

Our lawful bases for processing your personal information may include:

Consent: We may ask for your consent to collect and process your personal information for certain purposes, such as marketing.
Performance of a Contract: We may process your personal information in order to fulfill our contractual obligations to you, such as providing our products and services.
Legitimate Interests: We may process your personal information for our legitimate interests, such as improving our products and services, understanding user preferences and behavior, and ensuring the security of our website and systems.
Legal Obligations: We may process your personal information to comply with our legal obligations, such as responding to legal process, enforcing our agreements, and protecting our rights and interests.

We will always ensure that we have a lawful basis for processing your personal information and that any processing is necessary for the purpose for which it was collected. We will also ensure that any processing is not excessive or intrusive and that appropriate measures are taken to protect your personal information.

Data Location and Retention

At Alvanda, we take data security and privacy seriously. We are committed to complying with data protection laws and regulations, and we strive to ensure that your personal data is stored securely and used only for the purposes for which it was collected.

Data Location: We may store your personal data on servers located in different countries, including the United States, Canada, and Europe. These countries may have different data protection laws than your own country. However, we will take appropriate steps to ensure that your personal data is protected in accordance with this Privacy Policy and applicable laws and regulations.

Data Retention: We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law. The retention period may vary depending on the type of data and the purpose for which it was collected. When the retention period expires, we will securely delete or anonymize your personal data in accordance with applicable laws and regulations.

If you have any questions or concerns about our data location or retention practices, please contact us at [insert contact information].

Data Disclosure

We understand the importance of keeping your data safe and confidential. We do not sell, rent, or lease any of your personal information to third parties unless we have your explicit consent or are required by law to do so.

However, there may be instances where we need to disclose your personal information to third-party service providers who help us with the operation and maintenance of our services. These third-party service providers are required to comply with our privacy policy and are prohibited from using your personal information for any other purpose.

Additionally, we may be required to disclose your personal information to comply with a legal obligation, a court order, or to protect our rights, property, or safety, or the rights, property, or safety of others.

In the event that our company is acquired or merged with another company, your personal information may be transferred to the new owners. We will ensure that any such transfer of personal information is done in compliance with applicable data protection laws and that your personal information continues to be protected under this privacy policy.

Please note that any information you choose to disclose in public areas of our services, such as forums or discussion boards, becomes public information and may be available to other users and the general public.

We take all necessary measures to ensure that any personal information we disclose is done in compliance with applicable data protection laws and that your privacy rights are protected.

Google User Data

This section applies when you connect a Google account, such as Gmail or Google Workspace, to Alvanda. Where it differs from the rest of this Privacy Policy, this section applies to data we receive from Google.

What we access

When you connect a Google account, Google shows you the permissions Alvanda is requesting before you agree. Depending on the features you use, we may access:

basic account information, such as your email address, to identify the connected account;
email messages and related information, such as senders, recipients, subjects, content and attachments;
mailbox settings that features need, such as the addresses you can send from;
permission to send email on your behalf when you, or a feature you start, send a message from Alvanda.

We access only what the features you use need, and we ask for the narrowest permissions that support them.

How we use it

We use Google user data only to provide and improve the user-facing features of Alvanda that you use, for example:

showing your email conversations in Alvanda and linking them to your clients, tasks and records;
sending email from Alvanda through your connected account;
searching your Alvanda workspace;
AI-assisted features that you start or switch on, such as summarising or drafting replies to email.

We do not use Google user data for advertising, marketing, credit or lending decisions, or to build user profiles for any of those purposes. Our staff do not read your Google user data unless you ask us to for support, it is needed for security (such as investigating abuse), it is required by law, or it has been aggregated and anonymised for internal operations.

AI and machine learning

When you use an AI feature, we send only the data that feature needs to the AI service that runs it, and only to produce the result for you. We use AI providers’ business services under terms that do not allow them to use your data to train their models. We do not use Google user data, or anything derived from it, to develop, improve or train generalised or non-personalised AI or machine learning models.

How we share it

We do not sell Google user data. We do not transfer it to advertisers, data brokers or information resellers. We share it only:

with people in your Alvanda organisation who have access to the connected account or the records it is linked to;
with service providers that host, secure and operate Alvanda for us, including cloud infrastructure and AI service providers, under contracts that limit them to processing the data on our behalf;
when the law requires it, to protect the rights and safety of our users or others, or as part of a merger or acquisition, in which case this section continues to apply to the data.

How we protect it

Google user data is encrypted in transit and at rest. Access tokens are stored encrypted. Access is limited by role within your organisation and, at Alvanda, to authorised personnel who need it to run the service. We maintain a security programme that includes access controls, monitoring and regular independent security assessments.

Retention and deletion

We keep Google user data while the account is connected to your Alvanda organisation and for as long as needed to provide the features you use.
You can disconnect or remove a connected account at any time in Alvanda’s account settings, or revoke Alvanda’s access in your Google Account at https://myaccount.google.com/permissions. Disconnecting stops new data being collected.
When you remove a connected account, or your organisation closes its Alvanda account, we delete the Google user data we hold for it within 30 days, unless the law requires us to keep it longer.
Data derived from Google user data, including records created by AI features, is kept no longer than the data it came from.
To ask us to delete your Google user data, email support@alvanda.com.

Limited Use

Alvanda’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements. The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Data Subject Rights

At Alvanda, we recognize and respect the data subject rights of individuals whose personal information we collect and process. As a data controller, we provide data subjects with the following rights in relation to their personal information:

Right to access: Data subjects have the right to obtain confirmation from us as to whether or not we process their personal information, and where that is the case, to access such personal information and obtain certain information about how it is being processed.
Right to rectification: Data subjects have the right to request the correction of their personal information if it is inaccurate or incomplete.
Right to erasure: Data subjects have the right to request the erasure of their personal information where there is no longer a legitimate reason for us to continue processing it.
Right to restrict processing: Data subjects have the right to request that we restrict the processing of their personal information in certain circumstances, such as where the accuracy of the personal information is contested by the data subject.
Right to data portability: Data subjects have the right to receive their personal information in a structured, commonly used and machine-readable format, and to transmit that personal information to another controller where technically feasible.
Right to object: Data subjects have the right to object to the processing of their personal information in certain circumstances, such as where the processing is based on our legitimate interests or for direct marketing purposes.
Right to withdraw consent: Where we rely on consent as the lawful basis for processing personal information, data subjects have the right to withdraw that consent at any time.

Data subjects can exercise their rights by contacting us using the contact details provided in the “Contact Us” section of this Privacy Policy. We will respond to any requests within the timeframes required by applicable law and will comply with any data subject rights requests as required by applicable law.

Data Controller/Processor

Alvanda acts as both a data controller and processor of the personal data we collect. As a data controller, we determine the purposes and means of processing personal data of our customers, website visitors, and other individuals whose personal data we collect. As a data processor, we process personal data on behalf of our customers in accordance with their instructions.

As a data controller, we are responsible for ensuring that any personal data we collect is processed in compliance with applicable data protection laws. We take appropriate technical and organizational measures to ensure the security of personal data, and we limit access to personal data only to those employees and third-party service providers who have a legitimate need to access it.

As a data processor, we process personal data on behalf of our customers in accordance with their instructions. We have appropriate technical and organizational measures in place to ensure the security of personal data that we process on behalf of our customers, and we do not use or disclose such personal data for any purpose other than as instructed by our customers.

If you have any questions about our role as a data controller or processor, please contact us at support@alvanda.com.

Modification of this Privacy Policy

Alvanda reserves the right to modify or update this Privacy Policy at any time without prior notice to you. We encourage you to review this Privacy Policy periodically to stay informed about our data practices. If we make any material changes to this Privacy Policy, we will post a notice on our website prior to the effective date of the changes. Your continued use of our website and services after the effective date of any changes to this Privacy Policy constitutes your acceptance of the updated Privacy Policy.

Additional Notices

Third-Party Links: Our website may contain links to third-party websites, which have their own privacy policies. We are not responsible for the privacy practices or the content of these websites.
Children’s Privacy: Our website is not intended for children under the age of 16. We do not knowingly collect personal information from children under the age of 16. If you are under the age of 16, please do not use our website or provide any personal information.
Do Not Track Signals: Our website does not respond to “Do Not Track” signals or similar mechanisms.
International Users: If you are accessing our website from outside the United States, please be aware that your personal information may be transferred to, stored, and processed in the United States, where our servers are located, and where data protection and privacy laws may differ from those in your country.
Contact Us: If you have any questions, comments, or concerns about this Privacy Policy or our data practices, please contact us at support@.