Legal

Privacy Policy

Last updated: October 2026

Arvia HR Intelligence Platform ("Arvia", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at arviahr.com. Arvia is available globally and this policy applies to all users worldwide.

1. Information We Collect

We collect information you provide directly to us when you create an account, including your name, work email address, organization name, and billing information. We also collect information about how you use Arvia, including conversations with our HR agents, tickets you create, assessments you complete, and usage patterns.

Your conversation history, tickets, assessments, and uploaded documents are stored so you can return to them, and are deleted as described in Section 6. Please share only the information needed to get guidance on a situation.

2. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve the Arvia platform
Process your subscription and billing through Stripe
Send you service-related communications including welcome emails, trial reminders, and HR ticket notifications
Track message usage for billing and audit purposes
Ensure the security and integrity of your account
Comply with applicable legal obligations
Review the quality of Arvia's guidance, so we can improve it (see below)

Quality Review

We use automated quality checks and limited review by authorized Arvia personnel to evaluate and improve the quality and reliability of Arvia's guidance. Identifying information is removed before human quality review.

Smart Tickets, Regular Tickets, assessments, and uploaded documents are excluded from this quality-review process. Quality-review information is not shared with your manager, HR team, or others within your organization.

We do not sell your personal information. Your conversations and documents are not used to train AI models.

3. Legal Basis for Processing (GDPR)

Where GDPR or similar laws apply, we process your personal data on the following legal bases:

Contract performance — processing necessary to provide the Arvia service you have subscribed to
Legitimate interests — to protect Arvia and its users from fraud and security threats, and to maintain and improve the reliability of our services, where those interests are not overridden by your rights
Legal obligation — processing required by applicable law, such as retaining billing records
Consent — where you have provided explicit consent, such as for non-essential communications

4. Data Storage, Security, and International Transfers

We use administrative, technical, and organizational safeguards designed to protect personal information. These include measures such as encryption and access controls. Each organization's data is isolated and accessible only to authorized users within that organization.

Arvia is operated from the United States. If you are located outside the United States, your data will be transferred to and processed in the United States. By using Arvia, you consent to this transfer. We ensure appropriate safeguards are in place for international data transfers in compliance with applicable law, including Standard Contractual Clauses where required for EU/UK data transfers.

These safeguards are designed to protect personal information from unauthorized access, disclosure, alteration, or destruction.

Who can see your information within your organization:

Agent conversations — visible only to the person who had them. Administrators, managers, and HR cannot see them.
Smart Tickets — may be visible to designated HR users within your organization as part of the HR case-management process.
Regular Tickets and assessments (Promotion Readiness and Position Strategy) — visible only to the person who created them. You can export an assessment as a PDF and share it with your manager or HR if you choose.
Message usage — administrators can see your organization's total usage, and can download a usage report showing how many messages each team member used. The report does not include the content of any conversation.

5. Third-Party Services

Arvia uses trusted third-party service providers to operate the platform, including:

An AI service provider for generating responses — your data is not used for model training
A semantic search and document retrieval provider
A PCI-DSS Level 1 certified payment processor
SOC 2 compliant providers for database, authentication, and hosting infrastructure
A transactional email delivery provider

Each provider has its own privacy policy governing the use of your information. We select providers who meet high standards for data security and privacy. A list of specific subprocessors is available to enterprise customers upon request as part of our Data Processing Agreement.

6. Data Retention

We retain your data as follows:

Account information — retained while your account is active. If your subscription is canceled, it is retained for 30 days after cancellation takes effect and then permanently deleted. If an administrator deletes your organization's account, it is permanently deleted immediately.
Free trials — if a free trial ends without a subscription being started, the account and all of its data (including conversations, tickets, assessments, and uploaded documents) are retained for 30 days after the trial ends, so you can still subscribe and pick up where you left off, and then permanently deleted.
Conversation history — retained for the duration of your subscription and deleted within 30 days of account cancellation
Employee relations tickets — retained while your account is active and for 30 days after cancellation. Organizations are responsible for exporting and retaining their own employment records in compliance with applicable law. Arvia provides CSV export functionality for this purpose.
Uploaded documents — retained while your account is active and deleted within 30 days of account cancellation
Message usage records — retained for audit and billing purposes for the duration of your account and 30 days after cancellation
Billing records — invoices and payment records (such as amounts, dates, and plan details) are retained for up to 7 years to meet tax, accounting, and legal obligations, including after an account is deleted. These records are held in our payment processor account and do not include the content of your conversations, tickets, assessments, or documents. Records of referral rewards may also be kept for accounting purposes, with personal details removed.

The retention periods above describe how long Arvia retains data within the platform. Separately, your organization has its own legal obligations to retain certain employment records under the laws of the countries where you operate — these obligations exist independently of Arvia and are your organization's responsibility. See Section 9 of our Terms of Service for a general overview by country.

You may export your data at any time from within the Arvia application. Organization administrators can permanently delete the organization's account and all associated data at any time through Settings → Delete Account. Deletion takes effect immediately, cancels any active subscription, and cannot be undone. Other users may request deletion by contacting their administrator or emailing hello@arviahr.com; we will process requests within 30 days, except where retention is required by applicable law.

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

Right to access — request a copy of the personal information we hold about you
Right to correction — request correction of inaccurate or incomplete data
Right to deletion — request deletion of your personal data ("right to be forgotten")
Right to portability — request your data in a structured, machine-readable format
Right to object — object to processing of your data for certain purposes
Right to restrict processing — request that we limit how we use your data
Right to withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at hello@arviahr.com. We will respond within 30 days. EU and UK users may also lodge a complaint with their local data protection authority.

      California residents: we do not sell or share personal information. Where the California Consumer Privacy Act applies, California residents also have rights to know what personal information is collected, to delete it, to correct inaccurate information, to limit certain uses of sensitive personal information, and not to be discriminated against for exercising these rights. You can exercise any of these rights by contacting us, whether or not the Act applies.
    

      Users in other countries: Local privacy laws may give you similar rights to those listed above — including in Canada, Singapore, New Zealand, and Australia. Contact us at hello@arviahr.com and we will help you exercise them.
    

8. Data Breach Notification

If we become aware of a personal data breach, we will take appropriate steps to contain and address it, and will notify affected users, organizations, and regulatory authorities when required by applicable law.

9. Cookies

Arvia uses essential browser storage (such as local storage) to keep you signed in and to remember basic preferences, so the platform functions correctly. We do not use advertising or tracking cookies. You can clear this storage through your browser settings, but doing so will sign you out and may affect how the platform works.

10. Children's Privacy

Arvia is intended for use by business professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us at hello@arviahr.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date and provide additional notice of material changes when required by applicable law.

12. Contact Us and Data Controller

SKW Strategies LLC, operating as Arvia, is the data controller for personal data processed through the Arvia platform.

For any questions about this Privacy Policy, to exercise your privacy rights, or to report a privacy concern, please contact us at:

SKW Strategies LLC (Arvia)
Seattle, WA
hello@arviahr.com