Privacy Policy

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This Privacy Policy describes how Aivonic Labs AB ("Aivonic Labs", "we") collects, uses, and shares your personal information when you visit our websites, create an account, or use our products — including Aivonic Workspace, the AivoniClaw automated back-office, our AI chat agents, and our Voice AI — on the web and in our mobile apps.

Two roles, and which one applies to you

Our role under the GDPR depends on whose data it is.

  • Aivonic Labs as controller. For data about you as our visitor, demo caller or account holder, including your account, billing, support and our website, we decide the purposes and we are the controller. This Policy governs that.
  • Aivonic Labs as processor. When you use our services to process your own data, including your uploaded documents, your CRM and lead lists, the people you contact, and your own end users and callers, you are the controller and we are your processor. Our handling of that data is governed by our Data Processing Agreement, not by this Policy.

Personal information we collect

When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information”.

We collect Device Information using the following technologies:

  • “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. Analytics cookies on this site are set only if you accept them in the cookie banner; if you ignore or reject it, your browser never contacts our analytics provider at all. See our Cookie Policy for exactly what is stored and how to change your choice. For general information about cookies, visit www.allaboutcookies.org.
  • “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
  • “Web beacons”, “tags”, and “pixels” are electronic files used to record information about how you browse the Site.

Additionally when you make a purchase or attempt to make a purchase through the Site, we collect certain information from you, including your name, billing address, shipping address, payment information (including credit card numbers, email address, and phone number. We refer to this information as “Order Information”.

When we talk about “Personal Information” in this Privacy Policy, we are talking about Device Information, Order Information, and the Account and Content information described below.

Information you provide through our products

When you create an account or use Aivonic Workspace and our other products, we collect the information you provide, including your name and email address (“Account Information”), and the content you create or upload — documents, notes, messages, tasks, and board data (“Content”).

How we use Content and AI processing. We process your Content to provide the service, including to power AI features such as search, summaries, and assistant responses grounded in your own data. To do this, relevant Content and messages are processed by AI models — Aivonic Labs’s own hosted models and, where you choose to connect them, third-party model providers whose API keys you supply. Voice AI conversations are processed on EU-hosted infrastructure for GDPR compliance. Your Content is yours: we do not sell it, and we do not use it to train third-party models.

Notifications. We deliver notifications inside the app (for example, when a teammate messages you). Automated agents notify you through the channels you connect, such as your own WhatsApp or email. Our apps do not currently send mobile device push notifications; if we add them, we will update this policy.

Voice AI calls, recordings and transcripts

We offer two ways to speak with our AI voice assistant: you can click the microphone on our website to start a call in your browser, or you can request a demo call and we will phone you on the number you give us.

These calls are recorded and transcribed. When you speak with our voice assistant, we capture the audio of the call and produce a written transcript of the conversation. We do this so we can run the demo, understand what you asked for, follow up with you about your enquiry, and check and improve the quality of the assistant.

Using calls to improve our AI is separate, and optional. On our demo request form there is a separate, optional tick box asking whether your data, recording and transcript may be stored and used to improve our AI. If you leave it unticked we will not use your call for that purpose. You can withdraw that consent at any time by contacting us.

Where the call is processed. Voice conversations are handled on Aivonic Labs’s own infrastructure, hosted in Frankfurt, Germany, using EU-hosted language models. Some parts of the call path, such as real-time audio transport and speech processing, use third-party providers located outside the EU under Standard Contractual Clauses. The current list of those providers is published at aivonic.ai/legal/subprocessors.

How long we keep them. We keep call recordings and transcripts only for as long as we need them for the purposes above. You can ask us to delete your recording and transcript at any time using the contact details below, and we will do so unless we are legally required to keep them.

If you would prefer not to be recorded, please do not start a voice call with us, and contact us by email instead.

If you ask us to call you back

When you submit an enquiry or demo request naming your business and website, we do the following so that the person calling you back has some context and does not waste your time:

  • We store what you submitted (business name, website, contact name, email, phone) in our own database, on our own infrastructure in Frankfurt, Germany.
  • We fetch the readable text of the website you named, using a third-party extraction service, and use an AI model to write a short summary of your business and a briefing for the call. The summary and briefing are stored alongside your enquiry.
  • We mirror the enquiry to an internal board so we can track follow-up.
  • If a call takes place, the recording and transcript are handled exactly as described in the section above.

The third parties involved in that are named on our sub-processor page under "Aivonic Labs's own website and sales lead handling". They process this for us, as our controller-side suppliers; they are not processing anyone else's data. The AI summary is about your business, generated from your public website, not a profile of you as an individual, and it is not used to make any automated decision about you.

If you would rather we did not do this, say so when you enquire, or email privacy@aivonic.ai, and we will delete the enquiry and everything generated from it.

How We Use Your Personal Information

We use the information collected through the Site to:

  • Process and fulfill orders placed through the Site (including processing payment information, arranging shipping, and providing invoices and/or order confirmations).
  • Communicate with you.
  • Screen orders for potential risk or fraud.
  • Improve and optimize the Site’s performance and user experience.

Platform-Specific Disclosures

As part of its internal operations, the company integrates with various social media platforms for content creation and management. The following platforms are used, and we adhere to their respective privacy policies:

Sharing Your Personal Information

We share your Personal Information with third parties to help us use your Personal Information, as described above. For example, we use Google Analytics to understand how customers use the Site.

The full, current list of the third parties that may process personal data for us, what each one does, where it sits and the transfer mechanism that applies, is published at aivonic.ai/legal/subprocessors. That is the same list reproduced in Annex III of our Data Processing Agreement and in Annex A of our Service Terms, so all three say the same thing.

You can read more about how Google uses your Personal Information at Google’s Privacy Policy. You can also opt out of Google Analytics at Google Analytics Opt-Out.

Advertising and Tracking

We do not sell your personal information, and we do not use your Account Information or your Content to serve cross-context behavioural advertising or to track you across other apps and websites. On our public marketing website we use standard analytics (such as Google Analytics) to understand site usage, as described above; you can opt out of Google Analytics at Google Analytics Opt-Out.

Your Rights

If you are a European resident, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. To exercise these rights, please contact us using the details below.

Additionally, if you are a European resident, we note that we process your information to fulfill contracts we might have with you (for example, if you make an order through the Site) or to pursue legitimate business interests as described above. Please note that your information will be transferred outside of Europe, including to Canada and the United States.

Data Retention

We retain your Account Information and Content for as long as your account is active or as needed to provide the service. When you place an order, we keep the related billing records to meet our legal and accounting obligations. You can request deletion of your data at any time (see below), and we will delete or anonymise it in accordance with GDPR unless we are legally required to retain it.

Changes

We may update this privacy policy from time to time to reflect changes to our practices or for other operational, legal, or regulatory reasons.

Minors

The Site is not intended for individuals under the age of 18.

Contact Us

For more information about our privacy practices, or if you have questions or complaints, contact us at:

Email: christian@aivonic.ai
Address:
Aivonic Labs AB
[Re: Privacy Compliance]
Spovgränd 1
383 35 Mönsterås
Sweden

When was this privacy policy last updated?

This Privacy Policy was last updated on July 16, 2026. We may update it periodically to reflect changes in our practices or for legal and regulatory reasons.

How can I request my data be deleted?

You can request deletion of your personal data by emailing christian@aivonic.ai with the subject line "Data Deletion Request." We will process your request in accordance with GDPR requirements.