Legal

Privacy Policy

How we collect, use, store, and protect your data.

Last updated: 2 October 2026

Orvo is operated by Sorin Constantin Ciornei, NIP PL6793214413, ul. Szlak 77/222, 31-153 Kraków, Poland. This notice explains how we process personal data when you use Orvo and how to contact us about your rights: office@getorvo.com.

1. Information We Process

  • Account information: Your name, email address, sign-in details, profile, preferences, subscription and trial history, and communications with us.
  • Relationship-management content: Contacts, organisations, notes, tasks, relationship maps, shared records, uploaded files, recordings, transcripts, AI prompts and generated results. This may include information about people who do not have an Orvo account.
  • Connected services: When you connect a supported service, we receive the profile information, contact data, messages or other information required for the integration you choose, and credentials or tokens needed to operate that integration. The permissions requested depend on the feature.
  • Google data: Google sign-in provides your account identifier, email and basic profile. Google Contacts import requests read-only access to your contacts. It does not modify, create or delete contacts in your Google account.
  • Phone contacts: If you choose mobile contact import and grant access, contacts are read on your device for selection. Only the contacts you select and confirm are uploaded. Import does not itself modify your address book or share contacts with another Orvo account.
  • Payment information: Stripe processes subscription payments. We receive subscription, customer, payment-status and transaction information needed for billing and account access. Orvo does not store full card numbers.
  • Technical information: Usage events, device and browser information, IP addresses, diagnostic and security logs, and cookie or similar identifiers, depending on your use of the Services and cookie choices.

2. Purposes and Legal Bases

For account administration, billing, security and our own service operations, Orvo acts as a data controller. Where the GDPR applies, our legal bases are:

  • Contract: To create and operate your account, provide requested features, manage subscriptions and respond to service requests.
  • Legitimate interests: To secure and maintain the service, diagnose faults, prevent abuse and repeated free trials, and manage legal claims, subject to balancing these interests against your rights.
  • Legal obligations: To retain required accounting records and respond to legally binding requests.
  • Consent: Where required for optional cookies, particular integrations or other optional processing. You can withdraw consent for future processing without affecting processing that was lawful before withdrawal.

For personal data entered about contacts, the user or organisation that determines the purpose of that processing is generally the controller, and Orvo processes the information on its behalf. A user's acceptance of our Terms does not by itself supply a lawful basis for processing every contact's information.

3. AI and Transcription

Orvo uses external AI and transcription services for features such as summaries, relationship intelligence, meeting preparation and voice transcription. Depending on the feature, requests can include contact names and work details, relevant notes and tasks, relationship context, prompts, recordings and transcripts. Imported contacts may be included in this context.

AI Assistant/Intelligence and voice transcription are off until you separately enable them after reviewing the activation disclosure when you open Orvo or in Settings. When Assistant/Intelligence is enabled, summaries and intelligence may also be generated or refreshed automatically in the background. Turning off a feature does not undo requests already sent or automatically delete previously generated results.

The provider list below identifies the current services and their data-handling arrangements. We may change providers or models, with advance notice and renewed consent where required. Turning a feature off does not delete data a provider has already lawfully retained for security or legal purposes.

If you independently connect an external assistant or other application to Orvo, that application's access and processing are separate from Orvo's built-in AI switches. Review the connection permissions and disconnect the application if you no longer want it to access your data.

4. Hosting and Security

Orvo's application and database are hosted on Render in Virginia, United States. Render provides infrastructure security and encryption at rest for its managed PostgreSQL storage and persistent disks. Orvo uses HTTPS for connections to its hosted website and API.

Orvo is responsible for its own application configuration, account permissions and handling of data. Access to production systems is restricted to authorised personnel for service operation, support, security or legal purposes. Access to Google user data is additionally restricted as described in Section 6.

These safeguards reduce risk, but no online service can guarantee absolute security. Infrastructure-provider certifications do not constitute certification of Orvo. Do not enter the restricted content described in our Terms.

5. Providers and International Processing

Provider list reviewed 2 October 2026. The providers below have different roles: infrastructure and enabled AI process service data on our behalf; payment, security and analytics providers may also process data for their own stated purposes.

  • Render — hosting, PostgreSQL, file storage and operational logs. Our production region is Virginia, USA. The database has a rolling seven-day point-in-time recovery window. The upload disk takes daily snapshots; the dashboard states seven-day availability. Render's published disk terms describe availability for at least seven days, so this is not a guarantee of exact physical erasure on day seven. See disk retention, database recovery and data-processing terms.
  • Groq — current built-in AI inference and transcription provider. Enabled requests contain the relevant content described in Section 3. Groq states that inference content is not retained by default, with exceptions for reliability investigations and abuse monitoring, generally up to 30 days unless a legal requirement requires longer. Retained content is stored in the USA. Operational usage metadata is retained separately. We do not claim that Orvo has zero-data-retention enabled. See Groq's data arrangements and DPA and transfer safeguards.
  • Resend — transactional email delivery. Receives recipient addresses and the account messages and notifications we ask it to deliver. Its DPA identifies primary processing in the USA and contractual transfer safeguards. Resend publishes 30-day email and log retention for its Free, Pro and Scale plans; Enterprise retention can differ. Its separate 90-day deletion period after termination concerns Orvo closing its Resend account, not an individual user closing Orvo. See the published retention schedule. See Resend's processing terms.
  • Stripe — payments and subscriptions. Receives billing and payment data. Retention includes payment, fraud-prevention and statutory accounting requirements; closing Orvo does not remove legally required transaction records. International processing is governed by Stripe's privacy and processing terms.
  • Cloudflare — website protection and Turnstile checks; Google — optional website analytics. These providers receive relevant connection, device and usage information. They may process it internationally, including in the USA. Analytics is loaded only after your acceptance as explained in Section 10. See Cloudflare's notice and Google's notice.

Gemini and OpenAI: Google Gemini and OpenAI's API are possible alternatives, not the currently configured built-in AI endpoint. OpenAI's API is distinct from the ChatGPT consumer application; an OpenAI model served by Groq does not itself mean content is sent to OpenAI. Before activating a replacement, we will update this list and verify its processing terms, locations and retention. We will not switch contact data into an unpaid service that permits incompatible training or human review.

We do not sell personal data. Information may be disclosed to the following recipients for the purposes described in this notice:

  • Hosting and network providers: Render and providers used for delivery and protection of the website, including Cloudflare where used.
  • Payment providers: Stripe for payment processing and subscription administration.
  • AI and transcription providers: Providers used for the enabled features described in Section 3.
  • Email delivery providers: Providers used to deliver account messages, notifications and emails you request. If you configure your own email service, that service receives the messages you send through it.
  • Analytics providers: Google Analytics, only after acceptance as described in Section 10.
  • Other users and connected applications: As needed for sharing, collaboration, exports and integrations you choose. Information you disclose to another account or external application may be retained separately by that recipient.
  • Legal recipients: Authorities, professional advisers or others where disclosure is legally required or necessary and lawful to protect rights, investigate abuse or handle legal claims.

Some recipients may process information outside the European Economic Area, including in the United States. Transfers subject to the GDPR require an applicable transfer mechanism, such as an adequacy decision or appropriate safeguards including the European Commission's Standard Contractual Clauses. You can contact us for the recipients, locations and safeguards applicable to your data and to request a copy of relevant safeguards.

6. Google API Data and Limited Use

Our use and transfer of information received from Google APIs must comply with the Google API Services User Data Policy, including its Limited Use requirements.

  • Google data is used for prominent user-facing features, including contact import, contact management and enabled relationship-management features. As described in Section 3, imported contact information can form part of AI requests.
  • Transfers for these features require the disclosures and user consent required by Google's policy. Other permitted disclosures are limited to the exceptions in that policy, such as security or legal requirements. A general reference to service providers does not authorise otherwise prohibited uses.
  • Google API data is not used for advertising, sold to data brokers, or used to determine creditworthiness.
  • Human access to Google data is limited to the user's affirmative agreement to access specific data, necessary security or legal purposes, or permitted internal use of aggregated data, as allowed by Google's policy.

Google sign-in requests identity, email and profile scopes. Contact import requests https://www.googleapis.com/auth/contacts.readonly. You can remove Orvo's Google authorisation through your Google Account permissions. Removing authorisation does not itself delete contacts already imported into Orvo.

7. Retention and Account Deletion

We retain account data and relationship-management content while needed to provide your account and the features you use. You can request account deletion through Settings or by contacting us.

  • Account closure: Your account is disabled and the current session is ended. Locally stored integration tokens are cleared and Orvo-issued access credentials are invalidated. This is not a promise that every external provider's authorisation grant is automatically revoked; you can also remove the connection in that provider's settings.
  • Subscriptions: Account closure initiates cancellation of linked Stripe subscriptions. If a payment-provider error delays cancellation, contact us to resolve it and confirm the outcome.
  • Core CRM records: A scheduled job selects deleted accounts for erasure after 30 days. It removes core CRM database records such as contacts, notes, tasks, organisations, relationship maps and associated records. Processing happens on a scheduled run rather than at an exact 30-day deadline.
  • Trial-abuse prevention: We retain the closed account's email address and account/trial history to identify previous registrations and help prevent repeated free trials. This record is retained while needed to enforce the one-trial-per-person offer, subject to review when that offer changes or a valid objection or erasure request is received. It is not a reason to keep your contact notes. You may object to this processing or request erasure, subject to applicable law.
  • Billing and legal records: We retain invoice and transaction records for the periods required by applicable tax and accounting laws, and information necessary to establish, exercise or defend legal claims for the relevant claim periods.
  • Uploaded files: Registered account uploads and referenced profile/contact photos are scheduled for cleanup after the 30-day closure period. Cleanup runs hourly on the web host and retries failures. Temporary transcription/document inputs expire after one day; temporary email attachments and standalone meeting-summary files after seven days. Saved notes and transcripts remain account content.
  • Logs and backups: Local application logs rotate over 14 days, and failed background-job payloads are pruned after seven days. Our Render Pro workspace retains hosted application logs for 14 days; backups follow the arrangements above. Backups expire through rotation, not selective per-account erasure. Any restoration must reapply completed erasure requests before restored personal data returns to ordinary use. Copies lawfully shared with another account may remain in that recipient's records.

Routine scheduled cleanup does not require a second email. Contact office@getorvo.com for an erasure request, or to exercise your rights. Legal retention and data already disclosed to independent recipients may limit immediate erasure.

8. Information About Your Contacts

If you store information about other people, you or your organisation must have a lawful basis and provide any notices required by law. Obtain any necessary recording permissions and respect confidentiality obligations. Data-protection responsibilities also apply to information imported from another account or service.

If you believe someone is storing your information in Orvo, contact us. After appropriate verification, we will handle the request for processing for which we are responsible and, where applicable, assist or refer it to the relevant controller. User responsibilities do not remove Orvo's own obligations.

9. Your Rights

Subject to the conditions in applicable law, you may request access, correction, erasure, restriction, portability or object to processing based on legitimate interests. Where we rely on consent, you may withdraw it for future processing. We may need to verify your identity before acting.

Contact office@getorvo.com to exercise your rights. You may complain to the Polish supervisory authority, the President of the Personal Data Protection Office (UODO), or to another competent supervisory authority, including in the EEA country where you live or work.

Essential cookies support sign-in, security and payments. We also use local storage to remember your cookie choice.

Our public pages load Google Analytics only after you accept analytics. Before acceptance or after rejection, the analytics script is blocked. Accepting analytics does not grant advertising storage, advertising user-data or advertising-personalisation consent. Google Contacts data is not used for advertising.

Use Cookie settings in the footer to change or withdraw your choice. Rejection removes accessible analytics cookies and reloads the page if analytics was already running. Browser controls can also block cookies. Withdrawal does not recall information already received by Google.

11. Changes and Contact

We may update this notice as the service, providers or legal requirements change. We will notify you of material changes by email or an in-app notice and obtain consent where required before new processing that requires it. For business or organisational contact data processed on your behalf, our Data Processing Agreement applies.

Sorin Constantin Ciornei, operating Orvo
NIP: PL6793214413
ul. Szlak 77/222, 31-153 Kraków, Poland
Email: office@getorvo.com