Legal
Privacy Policy
The short version
Aivlin is software that a business, such as a gym or a car dealership, uses to see its own data in one place and to talk to its customers and prospects. Its AI assistant, Aiva, answers and makes phone calls, sends texts and emails, and replies to comments and direct messages on the business's own Instagram account. Everything Aivlin holds, it holds on behalf of that business, for one purpose: running the features the business switched on. We do not sell data, we do not share it with advertisers or data brokers, and we do not train AI models on it. A business can disconnect any platform at any time, and anyone Aiva has spoken to can have their conversation deleted.
Who this policy covers
- Businesses that use Aivlin and their staff: the accounts they sign in with, the systems they connect, and the customer records they load.
- People a business talks to through Aivlin: customers, members and prospects who receive a call, a text or an email from Aiva, fill in one of the business's landing pages, or comment on or message the business's Instagram account.
- Visitors to aivlin.com: this website collects nothing beyond what you type into the demo form, which is delivered to our inbox by Web3Forms and has no connection to the app.
For the first two groups the business is the data controller and Aivlin is its processor: we act on the business's instructions, under a contract with it, keep each business's data separate from every other's, and never use one business's data for another. Where you want to exercise a right over data a business holds about you, you can go to that business or to us; either way we will act on it.
Instagram data
A business can connect its own Instagram professional account to Aivlin. Instagram shows it the five permissions below and the connection is made only if all five are granted. Aivlin asks Instagram for nothing until a business starts that connection, and it never asks the public to log in with Instagram.
| Permission | What Aivlin reads or does | What it is used for | How long we keep it |
|---|---|---|---|
| Access the account's profile and posts | The account's id, username and profile details, and the list of its posts with their captions, thumbnails and permalinks. | Showing the business which account is connected and letting it pick the posts a campaign runs on. | While the account is connected. |
| Read and reply to comments | New comments on the chosen posts, delivered to Aivlin by Instagram as they arrive, and the single private reply Aivlin sends to a commenter on the business's behalf. | Sending each commenter one private reply, written by the business, that points to the business's offer. Instagram allows one such reply per comment, within seven days of it, and Aivlin sends exactly that. | Comment text for 90 days; the fact that a comment was replied to while the account is connected. |
| Send and receive direct messages | Messages people send to the business's Instagram account, the replies Aiva or the business's staff send back through Aivlin, and read receipts. | Answering people who write to the business, for 24 hours after each message they send, as Instagram's messaging rules require. Aiva says it is automated in its first message. | Message text for 90 days. |
| Read post insights | Aggregate counts for the campaign's posts: views, reach, likes, comments, saves, shares and similar totals. No per-person data. | Showing the business how a post performed next to the leads it produced. | While the account is connected. |
| Publish posts | Uploads an image and caption that the business chose and approved, and publishes it to the business's own account. | Letting the business publish a campaign post from Aivlin instead of switching apps. Nothing is published without the business pressing publish on that specific post. | The image and caption while the account is connected. The post lives on Instagram until the business removes it. |
In Meta's technical terms these are the permissions instagram_business_basic, instagram_business_manage_comments, instagram_business_manage_messages, instagram_business_manage_insights and instagram_business_content_publish, requested through the Instagram API with Instagram Login.
If you commented on or messaged a business's Instagram account
You never log in to Aivlin, and Aivlin receives nothing about you beyond what Instagram sends with your comment or message: your Instagram username, the id Instagram assigns you for that business's account, and the text you wrote. This is what happens with it.
- One private reply to a comment. If you comment on a post the business is running a campaign on, Aivlin sends you one private reply written by the business. It contains a link to the business's page. Nothing else is sent unless you write back.
- Conversations are automated and say so. If the business has switched Aiva on for messages and you reply, Aiva answers. Its first message tells you it is an automated assistant, and it tells you again if the conversation resumes after a day or more. It answers only within 24 hours of your last message; after that the business can reach you only from Instagram itself. If Aiva is not switched on, the business answers you from Instagram and Aivlin only keeps your message for the retention period below.
- Your contact details are yours to give. Aiva will not record a phone number or an email address unless it has asked you, in plain words, whether the business may contact you there and you have said yes. Your answer is stored, in your words, with the details. Until then, nothing from the conversation reaches the business's customer records. Details you choose to share are checked against the business's existing customer records, so it knows whether you are already a customer, and the outcome of an earlier conversation you had with the same business is remembered so you are not asked the same things twice.
- What stays separate. Your Instagram username and id are kept apart from the business's customer records. They are not used to build a profile of you, they are never sent to Google or any other advertising platform, and the link in the private reply identifies the post and the comment, not you.
- What a person at the business can see. Staff can read the conversation in Aivlin for as long as its text is kept, and can take over from Aiva inside the same 24-hour window. They cannot message you from Aivlin outside it.
- Deletion. The words you wrote, and any summary of them, are deleted 90 days after they were written. You can have everything deleted sooner: see deleting platform data below.
Google data
A business can also connect its Google Ads account so it can run search campaigns from Aivlin. This is a separate connection with its own permission screen, and it is the only Google data Aivlin receives.
- What Aivlin accesses. The business's Google Ads accounts, the campaigns Aivlin created, their daily statistics, and keyword demand estimates for the campaign's area (the Google Ads API).
- What Aivlin uses it for. Creating and updating the campaigns, ads and budgets the business approves, and showing the business how they perform next to the leads they produced.
- What Aivlin sends to Google. Conversion events for people who arrived through a Google ad and became a customer, keyed by the click, with the person's email or phone number where they consented, hashed before upload; and, where the business turns it on, customer-match audiences built from the business's own customer list, hashed before upload (the Data Manager API). The business is responsible for holding the consent Google's Customer Match policy requires for the lists it chooses to upload.
- What Aivlin never sends to Google. Anything that came from Instagram, and the content of any conversation.
- Storage and sharing. The Google data above is stored in the business's own workspace and the connection's access token is stored encrypted. It is shared with no one but Google itself.
Aivlin's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
What we collect
- Accounts. The name, email address and hashed password of each person a business gives access to Aivlin, and what they are allowed to do in it.
- The business's own records. The customer, member, vehicle, booking, sales and billing data a business loads into its workspace, as files or through a connection to the software it already runs, such as a membership or dealer management system.
- Conversations. When Aiva calls, texts, emails or messages someone, we keep the transcript or message text, the time, the channel, the outcome, and a short structured summary written from the transcript, such as whether an appointment was booked. Calls are transcribed for that purpose.
- Landing page submissions. What a person types into one of the business's landing pages, the ad or post click that brought them there, and a shortened hash of their IP address, their browser type and the referring page, used to attribute the lead and to stop abuse of the form.
- Platform data. The Instagram and Google data described above.
- Operational logs. Server logs with request times, errors and job outcomes, used to keep the service running. Credentials and tokens are never written to them.
What we do with it
We use this data solely to provide the features a business has switched on: showing it its own data, answering questions about that data, contacting the people it asked us to contact with the message it approved, replying to people who contact it, attributing results to campaigns, and running the approval workflows it configured. Platform data from Instagram and Google is used only to support the specific message, reply, campaign or report it was obtained for.
We do not sell, license or rent data, or share it with advertisers, data brokers or information resellers. We do not use platform data for advertising of our own, for retargeting or interest-based advertising, to build or augment profiles of people, for credit, lending, insurance, housing, employment or any other eligibility decision, for surveillance, or for any purpose other than providing the features described in this policy. We do not combine one business's data with another's, and we do not train or fine-tune AI models on any of it. No person at Aivlin reads a business's data or a conversation except to support that business at its request, to investigate a security incident, or where the law requires it.
Who your data is shared with
Aivlin uses a small number of service providers to operate. Each acts as our processor, receives only what its job requires, is bound by contract to use it solely to provide that service to us, and never receives a business's platform tokens. This list is complete.
| Provider | What it receives | Why |
|---|---|---|
| Meta Platforms (Instagram) | The private replies, direct messages and posts a business sends through Aivlin, addressed to the people and account they are for. | Delivering them. Meta is also where the comments and messages come from. Meta's handling of data is described in the Meta Privacy Policy. |
| Google (Google Ads) | Campaign definitions, conversion events keyed by the click that produced them with the hashed email or phone of a consenting lead, and hashed customer-match lists the business chose to upload. | Running and measuring the business's search campaigns. Nothing from Instagram is ever included. |
| Telnyx | The phone number being called or texted, the audio of the call and the text of the message. | Carrying phone calls and SMS. |
| Deepgram and Cartesia | Call audio, and the words Aiva is about to say. | Turning speech into text and text into speech during a call. They receive no names, records or platform data beyond what is said on the call. |
| Google (Gemini), with Anthropic and OpenAI as fallbacks | The conversation so far, the business's instructions for Aiva, and the facts about the person or the business's data that are needed to answer, such as the classes on offer or the status of a booking. | Gemini is the language model behind Aiva's answers on every channel, including Instagram messages. The short summary written after a conversation ends is produced by Anthropic's model, or OpenAI's if it is unavailable. All three are used through their paid business APIs, under terms that do not permit training on the data sent. |
| Resend | The recipient's email address and the email's content: a message from Aiva, a sign-in or workflow email to a staff member, or a notice to the business that a lead arrived or that someone on Instagram is waiting for a person, which names the Instagram username. | Delivering email. |
Everything else, from the databases and the queue to the file storage and the AI runtime itself, is infrastructure we run and control. A business's data is not handed to any analytics or data platform. We may also disclose data where we are legally compelled to, or as part of a merger or acquisition, in which case we would notify the affected businesses first.
Where data is stored
Aivlin is operated from the United States by Aivigator Inc., a Texas corporation (USA). A business's workspace and the conversations in it are held on servers in the region the business is served from: Australia for Australian businesses and the United States otherwise. Calls are transcribed through the speech provider's endpoint in the same region. The providers listed above may process data in other countries under their own terms; where that is a transfer out of your country, it is covered by the contract we hold with the provider.
How we protect it
Every connection to Aivlin, and every call Aivlin makes to the providers above, is encrypted in transit with TLS. The tokens that let Aivlin act on a business's Instagram or Google account, and the credentials for the systems it connects to, are encrypted before they are stored and are never sent to a browser, written to a log, or given to any provider, including the language model. Each business's data lives in its own database schema, and every query a person or Aiva runs against it is confined to that schema by the database itself. A person's access is checked on every request, so removing someone takes effect immediately. If we discover a breach affecting personal data we will contain it, and notify the affected businesses and, where required, the people affected and the relevant regulators without undue delay and within 72 hours of confirming it. To report a security vulnerability, email info@aivigator.com with "Security" in the subject; we will not pursue legal action over good-faith security research.
Retention and deletion
- Instagram comments and messages: the text, and any summary written from it, is deleted 90 days after it was written. The record that remains holds the post, your username, the Instagram id, the dates, the outcome and, if you gave details, your consent answer in your words; it is deleted when the account is disconnected.
- Disconnecting Instagram from the business's settings, or removing Aivlin from the account's Apps and websites page on Instagram, deletes the stored token at once and every post, comment, conversation and message held for that account. Contact details a person agreed to share became the business's enquiry record and are deleted on request to the business or to us.
- Disconnecting Google from the business's settings, or removing Aivlin from the business's Google account permissions, stops the token working at once and Aivlin deletes it. The campaign definitions and aggregate statistics in the business's workspace are the business's own records and are deleted on its request.
- Conversations on other channels (phone, SMS, email) and landing page submissions are part of the business's workspace and are kept for as long as the business keeps its workspace, because they are the business's record of who it spoke to.
- When a business leaves Aivlin, its workspace, including every record and conversation in it and every platform token, is deleted within 30 days of the end of its contract, after it has had the chance to export its data.
- What survives: billing records we are required to keep for accounting and tax, and server logs, which hold no conversation content and are kept only as long as operating the service requires.
Deleting platform data
If you are a business that connected an account: open Settings, then Workspace, then Channels in Aivlin and press Disconnect on the Instagram or Google Ads card, or remove Aivlin from the platform's own apps page (Instagram's Apps and websites, or Google's account permissions). Each has the effect described under retention above.
If you commented on, messaged or clicked an ad from a business's account: ask the business, which will pass the request to us, or email info@aivigator.com with the platform, your username there and the business's account name. We delete every record of you within 30 days and confirm when it is done.
The full steps for each platform are at aivlin.com/privacy/data-deletion.
Your rights
Wherever you are, you can ask for a copy of the personal data we hold about you, ask us to correct or delete it, or object to how we use it, by emailing info@aivigator.com. We answer within 30 days, we act with the business where the data is held for one, and we never treat anyone differently for asking. You may also complain to the privacy regulator where you live.
Anyone Aiva contacts can opt out: say so on the call or in any message, use the unsubscribe link in an email, or tell Aiva in an Instagram conversation. Once the conversation ends, Aivlin records it and that channel is not used to contact you again.
Children
Aivlin is not directed to children under 16, and we do not knowingly collect their data.
Changes to this policy
If we make a material change we will update the date above and notify the businesses that use Aivlin by email. A new service provider that receives platform data or conversations is added to the list above before it starts receiving them.
Contact
Aivigator Inc., a Texas corporation (USA)
100 N Central Expressway, Suite 914, Richardson, TX 75080-5326, USA
info@aivigator.com