Privacy Policy
Last updated: 27 September 2026
Arvo is used by construction teams to read programmes and contracts. This policy explains what personal data we handle, why, and what you can ask us to do with it.
1. Who we are
Arvo Systems Ltd (“Arvo”, “we”) is a company registered in England and Wales, company number 17305187, with its registered office at 48 Norbury Avenue, Watford, England, WD24 4PJ. We are the data controller for the personal data described in section 3 and a data processor for the project content our customers upload.
For anything in this policy, contact hello@arvosystem.com.
2. Controller and processor, and why the difference matters
Two different relationships run through this product, and your rights differ between them.
- We are the controller for account data: the people who sign up, sign in, book a demo or receive our emails. We decide what to collect and why.
- We are a processor for the project content a customer puts into Arvo: programmes, contracts, correspondence and the personal data inside those documents, for example the names and contact details of site staff and contract administrators. The customer organisation is the controller for that material and decides how long it stays. If your details appear in a project because you work on it, your request usually belongs with that organisation, and we will help them answer it.
3. What we collect
| Data | Why | Lawful basis |
|---|---|---|
| Name, work email, organisation | Creating and securing your account, and knowing which projects you may see | Contract |
| Details sent through “Book a demo”: name, email, company, role, contract type, message, the page you sent it from, and any replies you send us | Answering your enquiry and arranging a demonstration | Legitimate interests: responding to an enquiry you made |
| Project content you upload: programmes, contracts, correspondence, files | Providing the service. May contain personal data your organisation put there | Processed on your organisation’s instructions |
| Usage and audit records: sign-ins, actions taken, AI outputs and their provenance | Security, support, and showing where an AI-derived statement came from | Legitimate interests: running a service that can be audited |
| Technical data: IP address, browser, and whether a digest email was opened | Security, rate limiting, and knowing whether our own emails are useful | Legitimate interests |
We do not collect special category data deliberately. Do not put health, trade union or similar data into a project unless your organisation has a lawful basis for it.
4. AI processing, and what it does not do
Arvo sends project text to the AI providers named in section 5 to read contracts, programmes and documents, answer questions, and draft notices and summaries, some of it on a schedule. Voice notes, and whiteboard meetings your organisation records, are sent as audio to be transcribed, including the voice of anyone who speaks.
While you record a voice note, Arvo also turns on your browser’s built-in speech recognition to show live captions. Depending on the browser, that can send the audio to the company that makes it, which for Chrome is Google. If our transcription provider cannot produce a transcript, the captions are kept as the note’s transcript.
Two limits are worth stating plainly, because they are the questions we are actually asked:
- Your content is not used to train Anthropic’s or OpenAI’s models. We use those two under their API terms, which exclude API data from model training. This does not cover the browser’s own live captions described above: that is your browser maker’s service, on their terms, and we have no agreement with them about it.
- AI output is a draft, not a decision. The one exception is the daily digest email: its one-line section summaries are written by AI and sent on a schedule to each project’s chosen recipients, without anyone reviewing them first. Apart from that digest, no project content is emailed to anyone, and no contractual notice is issued, unless a person chooses to send it.
5. Who else receives data
We use each of these to deliver part of the service. The weather lookup at the end of the table receives a place name and nothing else, and is a free public service we have no agreement with.
| Provider | What they do | Data involved |
|---|---|---|
| Supabase | The database and file storage behind Arvo, hosted in London. Almost everything described in section 3 is held here. | Every record Arvo keeps: accounts, projects, contracts and the documents you upload, programmes, correspondence, risks, site records and audit logs |
| Clerk | Authentication and sessions | Name, email, sign-in credentials, session identifiers |
| Cloudflare | Bot protection in front of sign-in, used by Clerk, and the platform PartyKit runs on | IP address and request metadata at sign-in; and, through PartyKit, the draft text and names described in that row, which it stores |
| Vercel | Hosting, and cookie-free traffic and performance measurement | Requests to the app; page and performance counts with no cookies |
| Fly.io | Two supporting services, both hosted in London: one reads Microsoft Project and Powerproject files, which are binary formats the rest of Arvo cannot open, and one renders the documents you issue to a client | The programme file you upload, which the service fetches directly from storage, and the contents of any programme you issue as a client document |
| Anthropic | AI features: reading contracts, programmes and documents, answering questions, drafting and summarising | The project text needed for the feature |
| OpenAI | AI features: reading contracts, programmes and documents, answering questions, drafting and summarising; and transcribing voice notes and recorded whiteboard meetings | The project text needed for the feature, and the audio of any voice note or recorded meeting |
| Resend | Sending email, including daily digests and notice correspondence | Email addresses and message content |
| Microsoft | Our company email at arvosystem.com, where demo enquiries and privacy requests arrive | Your email address and anything you write to us |
| PartyKit | Real-time collaboration on drafts and boards, including contractual correspondence | The text of notices and boards edited together, and the names of the people editing them. A copy is kept after the session ends |
| Optional Drive file selection and separate folder connection, only if you connect them | Selected files and files imported from folders you add to a project. The folder connection grants read access to the connected Drive so Arvo can check your chosen folders. | |
| wttr.in | Weather forecasts shown in the app and in the daily digest | A place name only, sent from our servers. No personal data, no account details and not your IP address |
Arvo’s use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements. We use Drive data to read the files you select, make user-confirmed changes to supported originals, and refresh saved project copies. Editing requires separate selected-file permission; the read-only folder permission does not allow changes to originals. The separate folder permission lets Arvo read the connected Drive, while Arvo imports eligible files only within folders you select for a project, including nested subfolders beneath those selected roots. Arvo periodically checks those folders for new or changed files, and a large folder may take several checks. Disconnecting or removing a folder stops future checks; saved copies and their revision history remain in the project until your organisation deletes them. Disconnecting Google folders removes the local connection without revoking the grant in your Google account. Disconnecting selected-file Google Drive also removes the local connection. If Arvo does not identify another workspace with a selected-file connection to the same Google account, it may also attempt to revoke the Google grant. Revocation is not guaranteed, and saved project copies and their history are retained in either case. We do not use Drive data for advertising, sell it, or let a person read it except when needed for security, support, legal compliance, or with your explicit permission.
Google receives data in one further way, which does not involve Drive. If you choose to sign in with a Google account, Google shares the name, email address and profile picture on that account with us.
Some of these process data outside the UK, including in the United States. If you want to know more about where a particular provider handles your data, email us.
6. How long we keep it
- Account data: for as long as the account is active, then up to 12 months.
- Project content: until the customer organisation asks us to delete it. Deleting a project inside Arvo does not yet remove all of its content, so ask us by email.
- Demo enquiries: up to 24 months from your last contact with us.
- Security and audit logs: up to 12 months.
7. Your rights
Under UK GDPR you can ask for a copy of your data, ask us to correct or delete it, object to or restrict how we use it, and ask for it in a portable form. Email hello@arvosystem.com and we will respond within one month.
If your data reached us because your employer or a contracting party put it into a project, we will pass your request to them, since they decide what happens to it.
You can complain to the Information Commissioner’s Office at ico.org.uk. We would rather you raised it with us first.
8. Security
Access to projects is checked against your organisation and project membership. Data is encrypted in transit. Files are served through short-lived signed URLs rather than public links. We will tell affected customers and the ICO about a qualifying personal data breach within 72 hours of becoming aware of it.
9. Cookies
Arvo sets only cookies that are strictly necessary to sign you in and keep the service secure, and none of them are for advertising or cross-site tracking. See the Cookie Policy for the specific cookies and what each one does.
10. Changes
We may update this policy. The date at the top changes when we do, and we will tell customers before a material change takes effect.