Privacy Policy

Arelvo, Inc., a Delaware corporation ("Arelvo," "we," "us") provides sales intelligence software for commercial HVAC, mechanical and commercial cleaning companies. Arelvo maps commercial properties in a customer's territory, detects buying signals from public records and other sources, identifies the companies and decision-makers behind those properties, and — within the controls the customer sets — sends personalized outreach, handles replies and meetings, and keeps the customer's CRM up to date.

This policy covers three groups of people:

• Customers and their users — businesses that subscribe to Arelvo and the people on their teams who log in.
• Website visitors — people who visit arelvo.ai or start the free territory scan.
• Business contacts — people at companies whose buildings appear in a customer's territory, whose business contact information Arelvo processes so a customer can reach them about commercial HVAC or cleaning services.

Arelvo is a business-to-business service. It is not intended for consumers or for personal, family or household purposes.

• For account, billing and website information, Arelvo decides how the information is used (we act as a "business" or "controller").
• For information processed to run a customer's outreach — the business contacts, emails, replies, meetings and CRM records in a customer's workspace — Arelvo processes it on the customer's behalf and under the customer's instructions (we act as a "service provider" or "processor"). The customer decides whom to contact and is responsible for its outreach. Requests about that information may be passed to, or answered together with, the customer concerned.

Information you give us

• Account details: name, work email, company, role, and a password (stored only as a salted hash).
• Business profile: your website, territory, services, target property types, sales preferences, sender name and title, do-not-contact lists, and the answers you give in the onboarding conversation.
• Content you add: knowledge-base text, notes, uploaded documents, edits to emails and sequences, messages to support, and each user's availability for meetings.
• Arelvo AI: what your users ask Arelvo AI and its answers, kept as each user's own conversation history, and the actions it takes at their request.
• Calls: the outcomes and notes your users log about calls to prospects (when, how it went, what was said, when to follow up). Arelvo doesn't record phone calls.
• Billing: plan and billing contact. Card and payment details are collected and stored by Stripe; Arelvo does not see or store full card numbers.
• Legal acceptance: when you accept our Terms, we record the name, email, version, date, IP address and browser you used.

Information from services you connect — only what each connection's permissions allow, and only while connected:

• Google Workspace or Microsoft 365: sending email from your mailbox, reading the email threads Arelvo started (to detect replies and bounces), summary counts of mailbox history (to judge whether a mailbox is established), and calendar details where you enable them.
• CRM (HubSpot, Pipedrive): companies, contacts and deals, to avoid contacting existing customers and to sync opportunities.
• Google Calendar or Outlook Calendar (Arelvo Booking): the busy/free times on the calendars you choose, their names, and the meetings Arelvo adds for bookings (which it can move or cancel when the prospect reschedules). Arelvo does not read the titles, attendees or contents of your other events.
• Calendly: meetings booked with you. Slack or Microsoft Teams: a channel to post alerts to.
• Meeting recording (Recall.ai): for meetings booked through a customer's Arelvo calendar link, a notetaker joins the call and we receive the recording, the transcript and a summary of the meeting. A customer can remove the notetaker from a meeting or ask us to turn recording off.

Business, property and contact information from other sources

• Public records: city and county building permits, property and parcel records (including owner of record and sales), and similar government data.
• Public map data (OpenStreetMap) about commercial buildings, and public company websites and news.
• Business contact data from third-party B2B data providers: names, job titles, business email addresses, business phone numbers, employer, work location and public professional profile links.
• Email verification results (whether a business address can receive mail).

Outreach and activity — the emails Arelvo sends for a customer, replies and their classification, bounces and opt-outs, meetings (including what a prospect enters on a customer's booking page — name, work email, company, phone if asked, and answers to the customer's questions — and the confirmation and reminder emails we send them), and the outcomes a customer records.

Technical information — log data such as IP address, browser type, pages requested and timestamps, used to run, secure and troubleshoot the service.

• To provide the service: map territories, detect and explain signals, score opportunities, identify decision-makers, research accounts, write, send and follow up on outreach, plan calls and act on how they went, classify replies, book, schedule and summarize meetings, answer your users through Arelvo AI and carry out what they ask it to, and sync CRMs.
• To improve what Arelvo writes and recommends for your workspace — learning from your workspace's own results, including call outcomes and notes. This learning stays within your workspace.
• To operate customer accounts, process payments, send service and security messages, and provide support.
• To keep the service safe and deliverable: prevent abuse, enforce opt-outs, suppression lists and sending limits, and protect mailbox and domain reputation.
• To improve Arelvo, using aggregated or de-identified information that does not identify any customer or person.
• To comply with law, respond to lawful requests, and enforce our Terms.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not use one customer's workspace data (its contacts, emails, replies, meetings or CRM records) to serve another customer.

Arelvo uses AI to score opportunities, write account research, draft emails and call scripts, change sequences when a user asks, classify replies, summarize meetings, read call notes, and answer your users in Arelvo AI. To do this we send the relevant information — for example, a property's public records, a company's website text, a reply, or a user's question with the workspace details needed to answer it — to our AI provider (currently Google's Gemini API, with Anthropic as a backup) and use the result in your workspace.

AI output can be wrong: facts Arelvo shows carry their source, inferences are labelled as inferences, and emails are checked against the account's documented evidence before sending, with anything unsupported held for a person to review.

Arelvo's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Gmail and Google Calendar access only to provide the features you turned on — sending your outreach, finding replies and bounces in the threads Arelvo started, answering replies you approve, and scheduling.
• We do not use this data for advertising and do not sell it.
• People at Arelvo do not read this data unless you ask us to (for support), it's needed for security or to investigate abuse, or the law requires it.
• We transfer it to others only as needed to provide those features (for example, sending a reply to our AI provider to classify it), to comply with law, or as part of a merger or acquisition with notice to you.

We apply the same limits to data received from Microsoft 365 through Microsoft Graph. You can disconnect either account at any time in Arelvo and revoke access in your Google or Microsoft account settings.

• With the customer whose workspace it belongs to, including the users that customer invites.
• With services you connect, at your direction — for example, creating a deal in your CRM or posting an alert to Slack.
• With service providers who process it for us under contract (listed below).
• With the recipients of outreach — the emails a customer sends through Arelvo naturally go to the people they're addressed to.
• For legal reasons — to comply with law or legal process, protect rights, safety and security, or enforce our Terms.
• In a business transfer — if Arelvo is involved in a merger, acquisition, financing or sale of assets, subject to this policy.

These providers process personal information for Arelvo to deliver the service. We update this list when it changes.

Services a customer connects (such as Google, Microsoft, HubSpot, Pipedrive, Calendly, Slack and Microsoft Teams) process data under that customer's own agreements with them.

If you received an email sent through Arelvo, it was sent on behalf of the company named in it, about commercial HVAC or cleaning services at a property associated with your company. We process business contact information — your name, title, business email and phone, employer and work location — together with public information about the property, so that company can reach the right person.

• To stop emails, reply "stop" (or use the opt-out in the email). The sequence stops and you're added to that company's suppression list.
• To be excluded across all Arelvo customers, or to ask what we hold about you, have it corrected or deleted, email shawnmergen@arelvo.ai. We keep the minimum needed (your email address) on a suppression list so you aren't contacted again.

• Workspace data is kept while the customer's subscription is active. After an account closes, it remains available for export for 30 days and is then deleted from active systems within a further 30 days; backups roll off on their normal schedule.
• Billing records and Terms acceptances are kept as long as needed for tax, accounting and legal purposes.
• Arelvo AI conversations are kept until the user deletes them or the workspace's data is deleted.
• To stop abuse (password guessing, bulk signups, flooding forms), Arelvo counts attempts by a one-way hash of the email address or IP address involved — never the address itself — and deletes those counts after two days.
• Suppression entries (opt-outs and do-not-contact requests) are kept so the request continues to be honoured.
• Public-record and business data is refreshed over time; outdated contact data is replaced or removed as it's re-verified.
• Log data is kept for a limited period for security and troubleshooting.

Data is encrypted in transit (TLS). Connection tokens, API keys and mailbox passwords are encrypted at rest, and account passwords are stored only as salted hashes. Access to customer data inside Arelvo is limited by role and to what's needed to run and support the service. No system is perfectly secure; if we learn of a breach affecting your information, we will notify affected customers and individuals as required by law and without undue delay.

Depending on where you live — including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon and other U.S. states with privacy laws — you may have the right to:

• know what personal information we hold about you and how it's used and shared, and get a copy;
• correct inaccurate information;
• delete your information;
• opt out of the sale or sharing of personal information and of targeted advertising (we do neither);
• limit the use of sensitive personal information (we don't use sensitive personal information for these purposes); and
• not be discriminated against for exercising these rights.

To make a request, email shawnmergen@arelvo.ai. We'll verify the request using information we already hold, respond within 45 days (extended where the law allows), and let you appeal a decision by replying to our response. You may use an authorized agent, who will need to show your permission. Where we process information on a customer's behalf, we may direct the request to, or handle it with, that customer.

Arelvo uses cookies only to keep you signed in and secure — no advertising cookies. To understand how the website and product are used and to fix problems, Arelvo records its own usage analytics: pages viewed, time on page, how far you scroll, which buttons and links you click (by their label and position), and errors, together with your browser, device type, approximate country, the page or campaign that referred you (UTM tags) and, when you're signed in, your account and workspace. It uses random identifiers kept in your browser's storage to recognize a visit and a returning browser. It never records what you type into forms, passwords, payment details or the content of your emails. Where we use Microsoft Clarity for heatmaps and session replay, it records how pages are used (including mouse movement, as a rough measure of attention) with text you enter and sensitive areas masked; Clarity is never used in Arelvo's internal admin areas. Visitors in Europe (the EU/EEA, the UK and Switzerland) are asked first, and Clarity loads only if they accept; a Global Privacy Control signal turns it off for anyone. This information is used only to run and improve Arelvo, not for advertising, and it isn't sold or shared. Maps in the product and on the website load map tiles directly from OpenFreeMap, which receives your IP address to deliver them. We honour Global Privacy Control signals as a request to opt out of sale or sharing, although we don't sell or share personal information.

Arelvo is operated from the United States and designed for U.S. businesses and U.S. commercial properties. Information is processed and stored in the United States (map tiles are served from the European Union). If you access Arelvo from outside the U.S., your information will be transferred to and processed in the U.S.

Arelvo is a business service and isn't directed to anyone under 18. We don't knowingly collect personal information from children; if you believe we have, contact us and we'll delete it.

We may update this policy as the service or the law changes. We'll update the date at the top, and for material changes we'll notify customers by email or in the product before the change takes effect.

Arelvo, Inc. — privacy questions and requests: shawnmergen@arelvo.ai · +1 (518) 588-3598

See also our Terms of Service.