Our privacy policy

Information we collect

We may collect personal and usage data when you visit our website, create an account or use our services. This may include:

• Name, email address and contact details
• Company information (team size, sector, role)
• Billing and payment details for a subscription
• Project or workflow data you upload or create within our platform
• Technical information such as IP address, device and browser type
• Usage data, such as pages visited, features used and interactions with our application

How we use your information

We may use your data to:

• Provide, manage and improve our AI-driven automation services
• Personalize your experience and make relevant recommendations
• Communicate with you about your account, product updates and promotions
• Generate insights and analytics to optimize productivity and workflows
• Securely process transactions, subscriptions and payments
• Comply with legal obligations and prevent fraudulent activity

Google user data

Helvaro offers an optional Google Calendar integration. Helvaro works fine without it and every other feature is unaffected. This section applies only if you have connected your calendar yourself.

What we request

• Your email address and basic profile So the dashboard can show which Google account is connected, and you do not connect the wrong calendar by mistake.
• Manage calendar events To place an appointment booked through Helvaro into your calendar, and to update or remove it when that appointment is rescheduled or cancelled.
• Read your calendar To check whether you are free at a proposed time, so the agent never offers a slot you are already booked for, and to show your existing appointments alongside Helvaro's own in the Calendar view.

What we store, and what we do not

From your Google account we store three things: a refresh token (so you do not have to sign in again for every appointment), the email address of the connected account, and the calendar ID of the calendar you selected.

We do not store the contents of your calendar. When you open the Calendar page, we fetch your events from Google at that moment and pass them straight through to your browser. They are never written to our database, never archived, and never used for anything beyond rendering that one view. Close the page and nothing remains.

Events you have marked private are shown without their title, only as “Busy”. That a slot is taken is needed to prevent double bookings; why it is taken is none of Helvaro's business.

Events Helvaro creates in your calendar contain only a title, a description, a start and end time, and a time zone.

How we protect it

The refresh token is encrypted before storage (AES-256-GCM), so it exists in our database only as ciphertext. The encryption key is held separately and is not stored in the database. If encryption fails for any reason, Helvaro refuses to store the token rather than writing it in plaintext.

Access is scoped per customer: an account can only ever reach its own calendar connection, never that of another Helvaro customer.

Who we share it with

No one. Your Google data is not sold, not rented, not used for advertising, not used to train AI or machine learning models, and not shared with third parties, except where we are legally required to do so.

Calendar contents are never sent to an AI model. The agent only learns whether a time slot is free, not what is in your calendar.

Disconnecting and deletion

You can disconnect at any time via Settings › Google Calendar › Disconnect in your Helvaro dashboard. Helvaro then revokes the grant with Google as well and deletes the token and email address from our database. Appointments already in your calendar remain, they are yours.

You can also revoke access directly with Google at myaccount.google.com/permissions.

Limited Use

Helvaro's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

AI agents and the European AI Act

Helvaro is an AI system that talks directly to people. Regulation (EU) 2024/1689, the AI Act, sets transparency requirements for that. Those requirements have applied since 2 August 2026. Below is how we meet them.

You are talking to an AI

Both the agent on this website and the agent on WhatsApp make clear in their first message that you are talking to an AI, not to a member of staff. We do not hide this and we do not give our agents a false human identity. If you explicitly ask for a person, the conversation is handed over to an employee of the company using the agent.

What the agent does with your message

What you type or send goes to a language model that composes the reply. Sent along with it are: your message, the earlier messages in the same conversation, and the instructions of the company you are contacting. Your conversation is not used to train models.

Conversations are kept for as long as the company using the agent needs them to help you further, and are deleted afterwards. If you want to know how long that is at a specific company, or want your conversation erased, contact us using the details at the bottom of this page.

Human oversight

The agent holds a conversation, asks questions and schedules appointments. It makes no decisions with legal or similarly significant consequences for you. An employee can take over any conversation at any moment and sees everything. If you disagree with an assessment the agent made, you have the right to a human review.

What our agents do not do

• No emotion recognition We do not infer your state of mind from voice, face or text.
• No biometric categorisation We do not process faces, fingerprints or any other biometrics.
• No deepfakes or cloned voices Our agents type text. They do not imitate existing people in image or sound.
• No hidden manipulation No deceptive techniques, no exploiting vulnerability, no scoring of people as persons.

Knowing what we run

Article 4 of the AI Act requires anyone who supplies or deploys AI to have sufficient understanding of what the system does and where it goes wrong. Our team is trained on this, and every customer is briefed at handover on what the agent can and cannot do.

Spotted something wrong?

If an agent answers incorrectly, or something went wrong, let us know through the contact form. We review the conversation and adjust where needed. You can also lodge a complaint with the Belgian Data Protection Authority at any time.

Data security

We take data security very seriously. Your information is protected with industry standards, including encryption, secure servers and access controls.

Although we take appropriate measures, no method of online transmission or electronic storage is 100% secure. We therefore cannot guarantee absolute security.

Sharing data with third parties

We do not sell or trade your personal data. We may only share data in the following situations:

• With trusted external service providers who help us with website management, billing, hosting or supporting our services
• When legally required
• In the event of a merger, acquisition or sale of business assets, where data may be transferred as part of business continuity

All external partners are contractually obliged to protect your data.

Cookies & tracking technologies

Our platform may use cookies, pixels or similar technologies to:

• Remember your preferences and improve the user experience
• Analyze website usage and traffic patterns
• Support authentication and session management

You can manage cookies via your browser settings. Disabling cookies may, however, limit certain functionality.

Your rights

Depending on your location, you may have the right to:

• Access, correct or update your personal data
• Request deletion of your data
• Opt out of marketing communications
• Restrict or object to certain forms of data processing

To exercise these rights, you can contact us using the details below.

Changes to this privacy policy

We may update this privacy policy from time to time. Any changes will be published on this page with an updated effective date. We recommend checking this page regularly.

Contact

If you have questions about this privacy policy or how we process your data, you can contact us via:

Email: hello@helvaro.pro