Aivorium - Privacy Notice for the private beta

Controller and contact

Konstantin Tumashevich, an individual based in the United Kingdom, operates Aivorium and is the controller of the information described here. Contact support@aivorium.com for privacy requests or concerns. Aivorium is not a registered company. Our registration and password-recovery sender is verify@aivorium.com.

Information and purposes

Invitations contain the name and email provided by the operator, validity and use status, and delivery records. We use these to manage the private beta, on the basis of legitimate interests in inviting selected testers and preventing unauthorised registration. You may object to this use at the support address.

Registration uses your email, display name, password hash if you choose a password, and the identity identifier and verified email supplied by Google if you choose Google Sign In. We use these to create and secure your account and provide the service you request, on the basis of contract or steps taken at your request before entering a contract. Google Sign In requests only openid, email and profile; it does not request Gmail or Google Drive access.

We record the Terms and Privacy versions and content hashes presented at registration, the registration method, and a server-recorded acceptance time. Terms acceptance is evidence of the agreement; it is not universal consent to processing. Necessary account operations use the contract basis. We retain proportionate agreement evidence and security records on the basis of legitimate interests in accountability and resolving disputes, and apply legal obligations where an identified law requires them.

Security information includes session token hashes, expiry and revocation information, rate-limit counters and administrative audit records. Our legitimate interests are preventing abuse, protecting accounts and investigating incidents. Access is restricted and we minimise the information retained. You may object to this processing; we will assess whether overriding grounds require it to continue.

Workspace and optional career processing

This release does not automatically run a career assessment, analyse vacancies, connect a mailbox or submit an application merely because you register. Where you later choose available career functions, structured Career Bank data and operational records are stored in PostgreSQL. CV and cover-letter PDFs may be stored in your connected Google Drive. Existing document processing also creates local rendering/QA artifacts, including DOCX and PDF files, and records their hashes. Do not assume Drive is the only location containing a copy. Connecting a Drive or mailbox is a separate action from Google Sign In. Before enabling additional processing, you must receive the relevant provider and purpose information. We do not use a general registration checkbox as authority for unrelated marketing or future functions.

Where information is processed

The application and PostgreSQL are hosted by SIM-Networks in Germany. Transactional mail is sent through Resend. Resend states that it stores message content, delivery logs and related data in the United States; choosing an EU sending region does not change storage location. Its published DPA and international-transfer arrangements include safeguards for UK transfers. The operator must maintain the applicable processor arrangements. Google processes sign-in information under its applicable terms and privacy information. Files in your own Google Drive also remain subject to your Google account controls. Data must not be described as staying only in Germany.

Retention and deletion

We retain account and workspace information while it is needed for the active service. When you request closure or deletion, we review live records, local document artifacts and connected-service records, erase what is no longer required, and explain any specific record that must be retained and why. Backup copies require controlled expiry or deletion and must not be restored into active use in a way that reverses an erasure. Disconnecting Drive is not deletion of files in your own Drive; you can manage those files directly, and may ask for assistance identifying Aivorium's files.

Authentication links have a 30-minute validity, and OAuth state has a 10-minute validity. Expiry makes them unusable; it is not the same as immediate deletion of database records. The existing cleanup implementation, when enabled, removes expired OAuth state after one day, expired registration/reset flows after 30 days, and expired session records after seven days. Encrypted outgoing mail payloads are cleared at expiry by the mail worker/cleanup mechanism. Delivery metadata, invitations and administrative audit records require a separate necessity review. We do not promise that all such records are automatically purged.

There is no approved promise of permanent retention of original forwarded-email bodies. The registration route does not ingest those bodies. Existing mailbox/career processing requires a separately verified data inventory and retention decision before it is enabled for a new account. Normalised job descriptions, evidence fragments and original provider mailboxes are distinct records and should not be confused with a stored raw forwarded email.

Your rights

Contact support@aivorium.com to request access, correction, erasure, restriction, or a portable copy where the legal conditions for portability apply. You may object to processing based on legitimate interests. Where we rely on consent for a specific optional purpose, you may withdraw that consent without affecting earlier lawful processing. We will verify the requester's identity and normally respond within one month, subject to applicable lawful extensions or clarifications. This beta uses operator-assisted requests; a comprehensive self-service export/delete screen is not yet provided. You may complain to the UK Information Commissioner's Office: https://ico.org.uk/make-a-complaint/.

Cookies and browser storage

Necessary secure session cookies support sign-in, registration links and optional provider sign-in. The interface uses a returning-visitor hint and, during verification, the entered email in session storage. These hints do not grant access. Background polling does not count as administrative activity. No marketing consent or analytics tracking is introduced by this registration release.

Required information and changes

We cannot activate an account without a valid invitation, the necessary registration information and proof of email control. We do not make an employment decision or submit an application as part of registration. Material changes to purposes or this Notice will be made available before they apply. Contact the controller if you need this information in another accessible form.