Privacy notice

Rivon is a software service for service businesses — solar installers first — that answers incoming enquiries, works out whether a job is feasible, and prepares a quotation.

Rivon is currently operated by its founding team and is not yet incorporated as a company. We will name the legal entity here as soon as it is registered, and tell existing customers when we do. Until then, the contact point for anything in this notice, including any request about your data, is rivonna.ai@gmail.com.

We are in an early stage: Rivon is used by a small number of invited businesses while we build it. The practices described here apply from the moment any real personal data reaches the service.

Data protection law distinguishes between deciding why data is processed and merely handling it for someone else. Rivon does both, in different places, and it changes who you should talk to.

So if you messaged a solar installer and want your data removed, the quickest route is to ask that installer. You can also write to us at rivonna.ai@gmail.com and we will pass the request on and support it.

If you have a Rivon account, we hold:

When someone contacts a business that uses Rivon, we handle the following on that business's behalf:

Consent to be contacted, where a channel requires it, is recorded with the version of the wording that was shown, so it is always clear what was agreed to and when.

These are design decisions built into the software, not just promises:

• We never assess anyone's ability to pay, payment history or financial standing. Our scoring looks only at how urgent and complete an enquiry is, and how well it fits what the business does. Creditworthiness assessment is deliberately out of scope.
• We never sell personal data, and we do not share it for anyone else's advertising.
• We never use one business's data for another. Every record is tagged with the business it belongs to, and the database enforces that separation independently of the application.
• We do not use your customers' conversations to train AI models.
• We never hide that a customer is talking to an assistant.

Under the GDPR, each purpose needs a lawful basis. Ours are:

Rivon uses automation in two places, and we think it matters that you understand exactly where.

Prices and feasibility are calculated, not generated. Every number in a quotation comes from arithmetic on the rate card the business entered. No language model produces a price, a system size or a feasibility verdict. The assistant writes the words around numbers that ordinary code has computed.

Scoring never decides anything on its own. An enquiry gets a score for intent, urgency, completeness and fit. It is a sorting aid for the business, not a verdict on a person. We store the inputs and the model version behind every score so it can be explained on request.

No enquiry is finally rejected by a machine. Where a job looks unfeasible, the outcome is either confirmed by a person at the business or recorded as provisional with a route to human review. You will not be turned away by software with nobody to appeal to.

The assistant identifies itself. At the start of every conversation, customers are told they are talking to an automated assistant, and that disclosure is logged. Businesses using Rivon cannot disable it. A human can take over a conversation at any point.

We use a small number of suppliers to run the service. They process data on our instructions, under contract, and nothing more.

We may also disclose data where the law requires it, or to establish or defend a legal claim. If Rivon is ever sold or merged, data may transfer to the buyer, and we will tell you before that happens.

Where a supplier processes data outside the European Economic Area, that transfer is covered by the European Commission's standard contractual clauses or an adequacy decision. If you message a business through WhatsApp, Messenger or Instagram, Meta also handles your data in its own right, under its own privacy policy — using those apps is a choice you make with Meta, not with us.

Everything Rivon stores sits in the European Union — specifically Frankfurt, Germany. The database, the application servers, file storage and the web front end are all hosted there. Businesses are tagged with their region, and data belonging to an EU business stays in the EU.

A deletion request is honoured within backups' normal rotation: the live data goes immediately, and backup copies age out within 30 days.

• Everything travels over encrypted connections, and is encrypted at rest.
• Passwords are stored as one-way hashes using a modern algorithm. Nobody at Rivon can read your password.
• Access tokens for connected WhatsApp, Messenger and Instagram accounts are encrypted separately before they reach the database.
• Each business's data is separated at the database level as well as in the application, so a bug in one layer cannot expose another business's records.
• Session cookies are HTTP-only and cannot be read by scripts in the browser.
• Access to production systems is limited to the people who need it.

If a breach ever occurs that is likely to put people at risk, we will notify the relevant supervisory authority within 72 hours and tell those affected without undue delay.

If you are in the EU or the UK, you have the right to:

• Access — get a copy of the personal data we hold about you.
• Rectification — have inaccurate data corrected.
• Erasure — have your data deleted, where there is no overriding reason to keep it.
• Restriction — have us pause processing while a dispute is resolved.
• Portability — receive your data in a machine-readable form, or have it sent elsewhere.
• Objection — object to processing based on legitimate interests, including being profiled or scored.
• Withdraw consent at any time, where processing relies on it. This does not undo what was done beforehand.
• Complain to your national data protection authority. You can do this whether or not you contact us first.

Write to rivonna.ai@gmail.com. We respond within one month, and will tell you if a request needs longer. There is no charge unless a request is clearly excessive. If you contacted a business through Rivon rather than holding an account, see Our two roles first.

Full instructions are on their own page: Delete your data. In short, email rivonna.ai@gmail.com with the subject line “Data deletion”, and:

• if you have a Rivon account, the email address on it; or
• if you messaged a business through WhatsApp, Messenger or Instagram, the phone number or account you messaged from, and roughly which business you contacted.

We will confirm receipt, give you a reference so you can check progress, and complete the deletion within 30 days. Live records go immediately; backup copies are overwritten on their normal 30-day cycle.

If you connected a Facebook Page or Instagram account to Rivon, you can also remove Rivon's access at any time from your Meta Business Settings, under connected business integrations. Doing so stops us acting on that account immediately. It does not by itself delete data already stored, so send the email as well if that is what you want.

Rivon uses two cookies, and only two. Both are strictly necessary to keep you signed in, so no consent banner is required and there is nothing to opt out of.

No analytics, no advertising pixels, no third-party trackers, no cross-site profiling. Signing out clears both cookies.

Rivon is a tool for businesses and is not directed at children. We do not knowingly collect data from anyone under 16. If you believe a child's data has reached us, tell us at rivonna.ai@gmail.com and we will delete it.

We update this notice when the service changes. The date at the top always reflects the current version. If a change materially affects how we handle your data, we will tell account holders by email before it takes effect rather than relying on you to check this page.

For anything in this notice — a question, a request about your data, or a complaint — email rivonna.ai@gmail.com. We read everything that arrives there.

We have not appointed a data protection officer, as we are not required to. Requests go to the same address and are handled by the founding team.