Privacy Policy

1. Scope and responsibility

This policy covers Arcaiva's website and software; organizational records have a different context from your own account details.

Arcaiva provides accounting and bookkeeping software. This Privacy Policy explains how Arcaiva handles personal information in connection with arcaiva.com, the Arcaiva application, and related communications and support (together, the Services). References to we, us, and our mean Arcaiva.

When an organization uses the Services to manage information about its customers, vendors, employees, or other people, that organization is responsible for its own collection, permissions, and use of those records. Arcaiva processes those business records on the organization's behalf to provide the Services. A separately signed data-processing agreement, where applicable, supplements this policy.

This policy does not govern third-party websites or services simply because they link to or integrate with Arcaiva. Their own privacy notices apply to their independent handling of information.

2. Information we handle

Information may come from you, your organization, your authorized connections, or ordinary use of the Services.

The information involved depends on the Services and features you use. Do not provide information that your organization is not authorized to share.

• Account and organization details: names, business contact details, sign-in identifiers, organization information, user roles, and account preferences.
• Business records: customer and vendor details, invoice and transaction records, financial classifications, supporting documents, and other information entered or uploaded by authorized users.
• Connected-service information: records and connection credentials needed for a third-party connection that you authorize, within the permissions requested by that connection.
• Billing and support information: plan and payment-status records, business billing details, messages, troubleshooting information, and attachments you choose to send. Where a payment processor collects card details, its own notice also applies.
• Technical information: IP addresses, browser and device information, request times, access and security logs, and activity needed to operate, troubleshoot, and protect the Services.

3. How information is used

Processing should have a service, security, support, or legal purpose—not an unlimited right to your records.

We use information to provide and maintain the Services; authenticate users; manage organizational access; store and display business records; support requested accounting workflows; respond to support and privacy requests; administer applicable subscriptions; and send necessary account or service communications.

We also use information to diagnose errors, maintain service quality, prevent misuse and unauthorized access, investigate security incidents, comply with applicable law, and establish or defend legal claims. Product-improvement work must respect the purposes and restrictions in this policy and any applicable agreement.

Where a legal basis is required, the basis may be performance of an agreement, compliance with a legal obligation, consent, or legitimate interests such as securing and administering the Services, subject to applicable rights and safeguards. We do not treat agreement to the EULA as blanket consent for unrelated marketing.

4. Connected services and financial records

A connection is permission to perform a defined task, not permission for every available use of your financial information.

If you choose an available integration, such as a connection to an accounting platform or financial-data provider, Arcaiva processes the records and permissions needed for that connection. The connection's authorization screen and applicable notices describe the requested access. Naming an integration in a policy does not mean it is available for every account.

You are responsible for having authority to connect the relevant organization or account. Use the available connection controls to revoke access, or contact support for assistance. Revoking access does not necessarily erase records already imported into your organization's workspace or records retained by the third-party provider. Deletion is addressed separately below.

Arcaiva uses connected financial records to deliver the authorized Services, not to sell those records or provide them to other businesses for their own advertising.

5. AI-assisted features

An AI feature can involve an external processor; do not assume all inputs remain only inside Arcaiva.

Where you use an available AI-assisted feature, the request and relevant information supplied to that feature may be processed by an external AI service provider. Inputs can include prompts and the business information needed to produce the requested response. Outputs may be retained as part of the requested workflow.

Do not include unnecessary sensitive or confidential information in a prompt. Your organization's authorization, the applicable service agreement, the feature's controls, and the provider's applicable terms govern that processing. Arcaiva does not make a blanket promise in this policy that every AI request has zero retention or identical handling.

You may contact support for information about the AI processing applicable to a feature before using it. AI output is not a substitute for professional accounting, tax, or legal advice and should be reviewed before it is used.

6. When information is disclosed

Disclosures should support the service, your instructions, or a lawful obligation.

We disclose information to service providers as needed for hosting, storage, authentication, security, communications, support, payment processing, or an enabled AI feature. These providers receive information relevant to their role and must be subject to appropriate confidentiality and processing restrictions.

Authorized administrators and other users in your organization may access records according to their role and the organization's configuration. Information may also be disclosed to an integration or recipient you authorize.

We may disclose information when reasonably necessary to comply with applicable law or valid legal process, protect rights and safety, prevent fraud or security incidents, or establish or defend legal claims. If the business is involved in a merger, acquisition, financing, or transfer of assets, information may be transferred subject to appropriate confidentiality measures and applicable law.

We do not sell personal information or share it for cross-context behavioral advertising. This statement does not prevent the service-provider disclosures described above.

7. Cookies, storage, and website tools

Necessary account functionality and optional measurement should not be confused.

Cookies or similar storage may be used for sign-in, session security, preferences, and other necessary functionality. Technical infrastructure also processes ordinary request information when a page is loaded. Blocking necessary storage can prevent parts of the Services from working.

Optional analytics or marketing technologies, if offered, must be described in the relevant notice and choices. Where applicable law requires consent, such technologies are used only with the required consent. The absence of a cookie does not by itself mean that no technical information is processed.

For browser-based worksheets and evaluation tools, follow the tool's own description of saving, submission, and export behavior. Do not assume that content typed into a tool has been sent to Arcaiva, saved to an account, or included in a support request.

8. Retention, account closure, and deletion

Closing access, stopping a connection, and deleting stored records are different actions.

We retain personal information for as long as reasonably necessary for the purposes described in this policy, taking account of the type of record, the organization's instructions, legal and accounting obligations, security needs, and the establishment or defense of claims.

An authorized account owner can request account closure or deletion by contacting support. We may verify identity and authority before acting. A request concerning an organization's business records may need to be directed to that organization or approved by its administrator.

Deletion may be limited by a legal preservation obligation, a dispute, or another lawful retention requirement. Backup copies may remain until they expire through the applicable backup process and should not be restored for routine use after deletion except as necessary for recovery or legal compliance. Ask support about the process applicable to your account before relying on a particular deletion date.

Keep independent copies of records your organization must retain. Disconnecting an integration alone is not an instruction to delete all previously imported information.

9. Security and international processing

Security measures reduce risk; they do not create a guarantee or certification.

We use administrative, technical, and organizational measures designed to protect information from unauthorized access, use, alteration, and disclosure. No transmission or storage system is completely secure. Protect your credentials, review access permissions, and report suspected compromise promptly.

Information may be processed where Arcaiva or its service providers operate. Where applicable law restricts international transfers, appropriate transfer mechanisms and safeguards are required. Contact support for information about the locations and safeguards relevant to your Services.

This policy does not assert a particular security certification, guarantee that data never leaves a particular country, or promise that a security incident can never occur.

10. Your choices and privacy rights

Rights depend on applicable law and on whether Arcaiva or your organization controls the information.

Depending on your location and applicable law, you may have rights to access, correct, delete, or obtain a copy of personal information; restrict or object to certain processing; withdraw consent; or opt out of certain uses. Where applicable, you may use an authorized agent, appeal a decision on a request, or complain to a data-protection authority.

Submit a request to the contact below and describe the account, information, and action involved. Do not send passwords, full payment-card details, or unnecessary identity documents. We may request proportionate information to verify a request and respond within applicable legal deadlines. Some requests may be limited by law or another person's rights.

We do not discriminate against you for exercising applicable privacy rights. For information held in your employer's or another organization's workspace, contact its administrator first; we will support that organization's lawful instructions as applicable.

You may decline optional marketing communications using the offered unsubscribe control. Necessary security, account, and service notices are separate from optional marketing.

11. Children

Arcaiva is intended for business users, not children.

The Services are not directed to children, and we do not knowingly collect children's personal information for their own use of an account. If you believe a child has provided personal information without appropriate authority, contact us so the circumstances can be investigated and addressed under applicable law.

12. Changes to this policy

Material changes need visibility, not just a silent replacement.

This policy takes effect on the date shown above. Subsequent changes will be posted with an updated date. For material changes, we will provide additional notice where appropriate or required by law and obtain consent where required. A change does not remove rights that applicable law gives you.

13. Contact Arcaiva

Use the designated support address for privacy questions and requests.

For privacy, access, correction, deletion, security, or other information-handling questions, contact Arcaiva using the email address below. Include enough context to identify the relevant account without sharing unnecessary sensitive information.

Arcaiva
[email protected]