1. Who we are and what this covers
IvaDesk operates Iva, a personal and professional AI assistant for iPhone and the web. Contact our privacy and support team at contact@ivadesk.com for questions or requests.
This policy covers Iva’s available features and clearly identified Early Access features. A feature’s presence in this policy does not mean it is enabled in every build, account or region. Your device, account permissions and release version affect availability.
2. Information and why it is used
We handle information you provide, information from features you choose to use, and records needed to operate and protect the service. Not every category is required for every feature.
- Account details
- Email, account identifiers and sign-in/session information support registration, authentication, access recovery and account administration.
- Profile information
- Your display name, preferences and an optional profile photo personalize your account. A photo is not required for basic account access.
- Conversations
- Messages, attachments or excerpts you submit and generated replies support chat, history and the task you request. Relevant history or authorized workspace context may accompany an AI request.
- Documents and files
- Selected uploads, imported copies, filenames, metadata and extracted text support your private file library, previews and analysis you separately request.
- Professional workspace records
- Contacts, clients, cases, tasks, meetings and deals support the records and relationships you create or are authorized to access.
- Voice data
- Audio, transcripts, titles, links and summaries support recording, transcription, playback or summarization where the particular voice feature is available.
- Connected-account information
- Provider account labels, identifiers, granted permissions, selection metadata and protected authorization credentials enable the specific connection you authorize.
- Activity, technical and security records
- Request and action status, access events, device/app version, error and network information may support reliability, permissions, fraud prevention, troubleshooting and investigation.
- Support communications
- Your contact details and the information in a support request help us respond and investigate the issue.
3. Connected work accounts: Drive, Gmail, Calendar and Dropbox
Google Drive has two distinct connection paths. The previous selected-file integration uses drive.file to read and import files you select. The staged Drive management connection separately asks for full Drive permission so you can browse your accessible existing files and request reviewed organization changes. It supports bounded folder/file listings, selected supported text, Google Docs and first-sheet Sheets CSV reads, and reviewed folder or text-file creation. Existing-file rename, move and restore stay unavailable until the connection's conflict-protection checks are accepted. Shared-folder creation, shared-item moves, permission/ownership changes, external sharing, permanent deletion, binary uploads and existing-file content editing are not offered by this staged feature. The Google permission can allow more than Iva exposes.
Dropbox: the Full Dropbox read/write permission covers the connected account and is broader than access to one selected folder. Iva browses folders you open, previews supported selected files, imports copies you choose, and supports reviewed folder creation and file or folder moves and renames. Those writes affect the Dropbox original. The provider permission can allow additional content changes even where Iva does not offer them. Linking a Dropbox folder to a contact or case saves a reference; it does not automatically import its contents or send them to AI.
Connecting an account grants the displayed provider permissions. It does not itself authorize AI analysis, a customer message, a new external action or broader future features. A new capability may require an updated notice, additional provider permission and your confirmation.
Each Iva user connects their own authorized work account. Connecting an account does not grant other Iva users access to it or connect a customer’s separate Google account. Google account identity, email address and granted permissions identify the connection; connecting Google does not replace your Iva sign-in.
Gmail is available to explicitly admitted pilot users. The staged management connection uses gmail.modify for user-requested message search/read, actual Gmail draft creation and reading, reviewed sending, archiving, marking read, existing custom-label changes and restoration. It does not request permanent-delete permission. Trash remains unavailable until secure fresh sign-in verification is accepted. Searches return bounded pages rather than an automatic mailbox archive. The previous Mail connection remains a separate legacy path during migration. Native Mail-screen reads do not automatically send message text to AI. When you ask Agent to use Gmail, selected message headers, addresses, text and relevant results are processed through Iva's backend and OpenAI APIs for that task. Every external write needs exact review of its sender, target and contents. Connecting alone does not start background mail ingestion. This feature does not download email attachments or load tracking images.
Direct Google Calendar is available to explicitly admitted pilot users. The staged connection separately requests calendar-list read access and calendar.events to read accessible calendars/events and review supported individual timed-event creation or edits where Google gives the user writer or owner access. The previous owned-calendar connection remains separate during migration. Data can include account/calendar/event identifiers, labels, titles, times, time zones, locations and action status. Calendar cancellation remains unavailable until secure fresh sign-in verification is accepted. Invitations, recurring/all-day event changes, calendar sharing and calendar-container deletion are not offered. Native Calendar-screen reads do not automatically send event text to AI; user-requested Agent work may send selected event results through Iva's backend and OpenAI APIs. Connecting alone does not enable background synchronization. iPhone calendar permission is a separate connection.
Each Google integration requests its displayed permissions and presents its own handling notice. Connecting does not enable unrelated Google features, grant organization-wide access or establish Google verification. Contacts, Docs/Sheets editing, Gemini and other Google capabilities are not included merely because you connect Gmail, Drive or Calendar.
4. Importing a file is separate from AI analysis
Importing creates a separate private copy in Iva. It does not automatically submit that document to AI. The source file remains with Google Drive or Dropbox, and the Iva copy has its own storage and deletion lifecycle.
To analyze a document, you must take a separate action to send the selected content for analysis. Depending on the feature, this can include selected pages, extracted text, your question and authorized case context. Review the selection before sending. Analysis may create another record, such as a conversation, extracted text or summary.
Deleting an imported file does not by itself establish that every related conversation, summary, export or provider record has been deleted. Those records require their applicable controls or a deletion request.
5. AI processing and providers
When you ask Iva to generate an answer or analyze selected content, the information needed for that request is processed through Iva’s backend and its AI processing service. This can include your message, relevant conversation history, the document text or transcript excerpt you choose, and authorized workspace context. AI replies may be inaccurate.
Iva uses OpenAI APIs for supported AI requests and Supabase for authentication and backend data services. Selected content sent for analysis can pass through those services. The marketing website and optional third-party features can use additional providers described below. Processing locations and retention can differ by provider and feature.
For user-requested Agent work, selected connected Gmail, Drive or Calendar results can also be included in the AI request. The request may include relevant conversation context and earlier authorized tool results. Merely connecting an account, browsing a native service screen or importing a file does not itself submit that content to AI. Scope of provider permission and authorization for a particular Agent task are separate. Requests and results may be retained in private conversation/run history and exact-action approval or uncertain-operation recovery records; these can contain message, file or event text.
Importing a file or connecting an account does not itself authorize AI analysis. Review the selected content and processing notice before sending sensitive information. We do not promise zero provider retention or Canadian-only processing. A future Gemini integration would require a separate disclosure of the provider, information sent and applicable controls before activation.
6. Google data and Limited Use
Iva’s use and transfer of information received from Google APIs must follow the Google API Services User Data Policy, including Limited Use requirements, and the applicable Google Workspace policies linked below. Google data is used for the user-facing functions you request. These restrictions also apply to derived content and our processors.
We do not sell Google user data, use it for advertising or creditworthiness decisions, or use it to train or improve general-purpose AI models. Transfers are limited to providing the requested feature, permitted security or legal purposes, or other narrow exceptions allowed by Google’s policies. Human access is limited to the permitted cases, such as your specific consent to view particular content for support, security investigation or a legal requirement.
An AI request does not authorize a prohibited secondary use. New Google-data processing paths must meet these restrictions before activation. This policy is not a certification, a completed security assessment, or a claim that Google has verified Iva.
7. Voice recordings, transcripts and device permissions
Where available, recording requires microphone permission and a deliberate recording action. Obtain the notices, authority and participant consent required for your situation before recording another person. Stopping microphone access does not delete a recording already created.
Voice features have different processing paths. The native Voice Notes implementation reviewed for this notice stores recordings and transcripts on the iPhone and does not provide cloud synchronization of those notes. If you explicitly request an AI summary, the selected transcript excerpt is sent through the AI pathway and a separate cloud conversation may retain the request and result. That summary flow does not upload the audio. Check your released build and feature notice before relying on this behavior.
Other dictation, speech or OCR features depend on the build, settings, operating system and provider. Do not assume all voice or OCR processing is on-device, that every language supports local recognition, or that all notes synchronize across devices. Check the feature’s notice and permissions before submitting information.
8. Disconnect, revoke and delete are different
- Disconnect in Iva: stops use of that connection within Iva and is intended to invalidate its access credentials or grants as supported.
- Revoke at Google or Dropbox: removes the provider authorization for future requests. You can manage this in the provider’s account or connected-app settings.
- Delete an imported Iva copy: removes the separate Iva record through its available deletion flow. It does not delete the provider original.
- Disconnecting or revoking access does not automatically delete copies, conversations or summaries already created in Iva. Request or use their separate deletion controls.
- Disconnecting a Google service in Iva stops future access through that connection and clears its accessible connection credential. It does not recall sent mail, remove Gmail drafts, cancel saved Google events, delete Drive originals, remove recipients' copies or erase Iva history. In the staged management flow, private review and uncertain-operation records may remain so an original result can be checked without repeating the action. Those records and other Iva copies need their applicable deletion controls or a verified deletion request. Revoke provider authorization separately in your Google account settings.
9. Access controls and security
Iva uses account and workspace permissions to determine which records a signed-in user may access. An imported copy is private to its authorized account or workspace; linking it to a case or meeting does not by itself make it public. Information you export or intentionally share leaves that boundary.
Access controls and protected server-side credential storage are part of Iva’s security design. Provider API secrets and connection credentials must be kept separate from public client code and AI prompts; sign-in sessions may also be stored on your device. These safeguards reduce risk, but no system can promise absolute security. Contact us for the controls applicable to a particular Early Access connection before entrusting sensitive information to it.
For support, security investigations or legal requirements, access to information must be limited to the people and purposes that are authorized. Contact us if you suspect a privacy or security issue.
10. Retention, backups and account closure
Retention depends on the record, the feature and applicable legal obligations. We retain information for the purposes described in this policy and as needed to operate the features you use, address security issues and meet legal requirements. Conversations, imported files, local recordings, support records, security logs and backups can have different lifecycles. A fixed schedule for every record category is not yet established; contact us about a particular record.
Use the deletion controls available for the relevant record, or request account closure or deletion at contact@ivadesk.com. We may need to verify that you are entitled to make the request and clarify which account, workspace or records it covers. Do not send sensitive documents merely to identify your request.
Removing active records may not immediately remove backup, security or provider copies. Some information may need to be retained for a legal obligation. Backup expiry and provider-side deletion timelines are not confirmed by this notice; we will explain applicable limits when handling your request. We do not promise instant or irreversible deletion.
Device-local notes, exported files and copies held by other people or services can require separate action. Cloud account closure does not itself establish that recordings or notes on a device have been removed. Use the relevant local deletion controls or ask us for help. Uninstalling the app is not the same as closing the cloud account.
Retention differs between legacy and staged Google connections. Previous Iva working Gmail drafts have their own encrypted draft/review expiry and cleanup controls. The staged management flow saves actual email drafts in Gmail, where they remain until changed or removed under Google's controls; Iva does not promise to delete them automatically. Its Core action reviews expire after five minutes for new execution. Expired or uncertain work must be checked rather than repeated. Core keeps original request identifiers/digests and private approval/recovery records. Terminal review bodies become eligible for scrubbing after seven days during later preparation activity; this is not a guarantee of immediate scheduled removal. Uncertain review bodies and relevant Agent history can remain for safe recovery until resolved or handled through applicable deletion controls. Native selected-message/event/file reads do not create an automatic background archive, but user-directed Agent requests/results can be stored in Iva run/conversation records. No universal fixed purge schedule is promised for this new pilot.
Google connection credentials are encrypted and kept server-side. Core checks current Iva access, service permissions and source-account binding before use. Disconnect or applicable account deletion removes the active credential; an expired or disabled pilot gate stops use but need not immediately remove every sealed credential, history or recovery record. Revoke access in Google to remove the provider authorization. Minimal duplicate-prevention metadata may remain for the account lifetime. Sent mail, Gmail drafts and saved Drive/Calendar data remain subject to Google's separate controls and retention. Backups, security records and other retained history have the limits described in this policy.
11. Your choices and privacy rights
You can choose whether to add a photo, connect a provider, import a file, grant microphone/speech permissions or request AI analysis. Refusing an optional permission may make that feature unavailable without removing unrelated features. Review your device permissions and provider-connected apps at any time.
Depending on the law that applies, you may request access to or correction of personal information, withdraw consent, ask for deletion or account closure, and raise a concern about our practices. Some requests have legal exceptions; we will explain the applicable limits and next steps. A right to export every record or format is not promised.
Contact contact@ivadesk.com. You may also contact the relevant privacy regulator, including the Office of the Privacy Commissioner of Canada where applicable. Workspace users may need to contact their organization about records it controls.
12. Cookies, local storage and analytics
Sign-in/session technology, browser storage and technical records can be needed for authentication, preferences, drafts, request recovery and security. The web companion implementation includes per-account tab session storage for draft text and request metadata; this is separate from an imported file library or cloud conversation history. Availability depends on the released feature.
The existing marketing website uses third-party services for specific features: OpenAI for website chat, Resend for inquiry delivery, Calendly for booking, and LiveAvatar/Tavus on the Maya demonstration page. Embedded services can receive network/device information and use their own cookies or storage when loaded. These website services are not evidence that the iPhone app uses the same providers.
A dedicated marketing-analytics SDK was not identified in the website implementation reviewed for this policy. Hosting, security services and embedded providers may still collect technical usage data. A complete deployed cookie and analytics inventory is not yet confirmed. We will update this notice for optional analytics or tracking and obtain consent where required before introducing it.
13. Service providers and international processing
Information may be handled by the providers used for authentication, hosting/storage, AI processing, support/email or a connection you authorize. Processing can involve countries outside your province or Canada, where information may be subject to local law and lawful government requests.
A Canadian database location alone would not establish that AI processing, email, diagnostics, support, backups and every service provider remain in Canada. The complete provider-and-country inventory is still being confirmed. We make no Canadian-only data-residency promise. Contact us before using the service where a specific processing location is a requirement.
14. Children and eligibility
Iva accounts are for people aged 18 or the age of majority where they live, whichever is higher. Iva is not intended as a children’s service. Contact us if you believe an ineligible person has created an account.
This account-age rule does not itself prohibit an authorized professional from holding a dependant’s information for a lawful, necessary purpose. Such information still requires appropriate authority and safeguards.
15. Updates and contact
We will update this policy as features and processing details change. The latest version shows its effective and last-updated dates. Material new uses, permissions or transfers require appropriate notice and any consent required by law or provider rules before they begin. Continuing to use a service is not a substitute for a required new consent.
Privacy and support: contact@ivadesk.com.