Privacy Policy

1. Introduction

This Privacy Policy describes how Wolvia, Inc., a Delaware corporation ("Wolvia," "we," "us," or "our"), collects, uses, stores, and discloses information in connection with the Wolvia platform, including all associated services, integrations, agents, and features (the "Platform"). This Privacy Policy is incorporated into and subject to our Terms of Use.

By accessing or using the Platform, you agree to the practices described in this Privacy Policy. If you do not agree, do not use the Platform.

2. A Note on Trust

Wolvia remembers what you tell it. That is the product. Because of that, we take the responsibility of handling your information more seriously than most platforms have reason to. This Privacy Policy is not a formality – it is a description of how we actually operate, written plainly enough that you can hold us to it.

3. Information We Collect

(a) Account Information. When you create an account, we collect your name, email address, organization name, and role or title. Administrators who invite Authorized Users may provide us with those individuals' names and email addresses.

(b) User Content. The Platform is designed to receive, process, and store information you and your Authorized Users provide in the course of using the Platform, including messages, documents, files, and any other content submitted to or generated through the Platform ("User Content"). User Content may include information drawn from connected third-party tools such as messaging platforms, email, document storage, and task management systems, to the extent you authorize those connections.

(c) Memory and Context Data. Wolvia maintains persistent memory files within your organization's workspace. These files contain information derived from your interactions with the Platform – including preferences, project details, relationship context, and prior conversations – and are used to provide continuity and context across sessions.

(d) Technical and Usage Data. We automatically collect information about how you interact with the Platform and the devices you use to access it, including features used, frequency and duration of sessions, actions taken, error logs, performance data, browser type, operating system, IP address, and general location (city or region level, not precise geolocation). We use cookies and similar technologies to maintain session state, authenticate users, and support Platform functionality. We do not use third-party advertising cookies. We may use analytics tools to understand usage patterns and improve the Platform. You can manage cookie preferences through your browser settings, though disabling cookies may affect Platform functionality.

4. How We Use Your Information

Wolvia is designed to function as your organization's internal tool – not as a data collection service. The information you provide is used to operate the Platform for your benefit, within your workspace, under your organization's direction. We do not mine User Content for our own commercial purposes. Your Wisdom governs how information is handled within your workspace, and the controls described below are designed to keep it that way.

We use the information we collect to:

(a) Provide, operate, and maintain the Platform;

(b) Maintain Wolvia's persistent memory and provide continuity across sessions;

(c) Process User Content through the Platform's AI capabilities, including document analysis, drafting, task management, and workflow automation;

(d) Authenticate users and manage account access;

(e) Communicate with you about your account, the Platform, and changes to our terms or policies;

(f) Monitor and improve the performance, security, and reliability of the Platform;

(g) Respond to support requests and troubleshoot issues;

(h) Detect, prevent, and address fraud, security incidents, and violations of our Terms of Use; and

(i) Comply with applicable legal obligations.

We do not use User Content to train, fine-tune, or improve any underlying large language model or any third-party artificial intelligence model. This commitment is described further in Section 5.

5. AI Infrastructure and Data Processing

(a) Model Provider. The Platform is currently optimized for use with Anthropic's Claude and accessed through Amazon Web Services ("AWS") Bedrock, but is designed to be LLM-agnostic. Multiple large language models may be accessed through the Platform over time, and we will use commercially reasonable efforts to ensure that all model providers are engaged under agreements that prohibit the retention of input and output data beyond the duration of each individual request.

(b) Wolvia Systems. User Content is stored and maintained on Wolvia's own systems and infrastructure. We do not transmit User Content to the model provider for any purpose other than processing individual requests in real time.

(c) No Training. User Content is never used to train, fine-tune, or improve any large language model – whether operated by Wolvia, by our model provider, or by any third party. This is an architectural commitment.

(d) External Data Separation. Each organization's workspace is strictly separated from every other organization's workspace at the infrastructure level. We do not commingle, share, or expose one organization's User Content to another organization under any circumstances.

(e) Internal Information Governance. The handling of information within an organization's workspace – including privilege designations, access controls, and role-based sharing – is governed by the organization's own policies as described in Section 8(d) of the Terms of Use. Each organization's designated data governance lead (the "Wisdom") is responsible for directing Wolvia's internal information handling within that workspace. Wolvia will follow the Wisdom's directives regarding what information is retained, how it is categorized, and when it is deleted.

(f) User Control Over Data. Organizations retain control over how their data is recorded, stored, and managed within the Platform. This includes the ability to:

(i) Direct Wolvia to delete specific memory files, conversation histories, or other stored content at any time;

(ii) Establish retention policies through the Wisdom that govern how long different categories of information are maintained;

(iii) Instruct Wolvia to exclude specific categories of information from persistent memory;

(iv) Request a complete export of all User Content in a standard, portable format; and

(v) Request deletion of all User Content from Wolvia's active systems, which we will process within thirty (30) days.

Wolvia will implement organizational data directives received from the Wisdom or an authorized administrator. You are responsible for ensuring that such instructions comply with all laws and your own internal policies.

Nothing herein restricts Wolvia’s ability to preserve and enforce its rights under this Agreement or meet all laws, regulations, and judicial orders.

(g) Automatic Deletion and Data Minimization. We maintain automated processes to support data hygiene within the Platform. These include the deletion of transient processing data (such as individual LLM request inputs and outputs held by the model provider) in real time, and the purging of User Content from active systems following termination in accordance with the retention periods described in Section 7. Organizations may configure additional automated deletion rules within their workspace through the Wisdom.

6. How We Share Your Information

We do not sell your personal information. We do not share User Content with third parties except in the following limited circumstances:

(a) Model Provider. User Content is transmitted to our model provider solely for the purpose of processing individual requests, under agreements that prohibit the model provider from retaining, accessing, or using that data for any other purpose.

(b) Service Providers. We may share information with third-party service providers who assist us in operating the Platform, including cloud hosting, analytics, and customer support providers. These providers are contractually required to use your information solely to perform services on our behalf and to maintain its confidentiality.

(c) Legal Requirements. We may disclose information if required by applicable law, regulation, subpoena, court order, or governmental request. Where legally permitted, we will provide you with prompt notice before making such a disclosure.

(d) Business Transfers. In the event of a merger, acquisition, reorganization, or sale of all or substantially all of our assets, your information may be transferred to the successor entity, which will be bound by this Privacy Policy with respect to your information.

(e) With Your Consent. We may share information with third parties when you have given us explicit written consent to do so.

7. Data Retention

(a) Active Subscriptions. We retain User Content and account information for the duration of your subscription. Within that period, retention of specific content within your workspace is governed by your organization's policies as implemented through the Wisdom. We do not impose minimum retention periods on User Content – if your organization directs deletion, we delete.

(b) Post-Termination. Following termination of your subscription, you may request export of your User Content in accordance with your Order Form or the Terms of Use. After the retrieval period expires, we will delete User Content from our active systems. Residual copies in backup or archival systems may persist for a limited period and will remain subject to this Privacy Policy until deleted.

(c) Legal Obligations. We may retain information for longer periods where required by applicable law, regulation, or legal process, or to establish, exercise, or defend legal claims.

8. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect your information against unauthorized access, disclosure, alteration, and destruction. These measures include encryption of data in transit and at rest, access controls, regular security assessments, and incident response procedures.

We accept access to privileged and sensitive organizational information only under the understanding that this access is governed by prudent data handling guidelines established by each organization through its Wisdom. Information entrusted to the Platform is segregated by organization, subject to the organization's own access controls and retention policies, and deletable at the organization's direction. We treat the Platform as an extension of your organization's internal systems – not as an external repository over which we exercise independent discretion.

No method of transmission over the internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. If we become aware of a security incident affecting your personal information, we will notify you in accordance with applicable law.

9. Your Rights and Choices

(a) Access and Export. You may request access to or export of your User Content at any time during your subscription through the Platform or by contacting us at privacy@wolvia.ai. Post-termination retrieval is governed by the Terms of Use and your Order Form.

(b) Correction. You may update or correct your account information at any time through the Platform. For corrections to User Content stored in Wolvia's memory, you may instruct Wolvia directly or contact your organization's Wisdom.

(c) Deletion. You may request deletion of your account and associated personal information by contacting us at privacy@wolvia.ai. Deletion of User Content within an active organizational workspace is subject to the direction of the organization's Wisdom and applicable administrator controls. We will process deletion requests within thirty (30) days, subject to any legal retention obligations.

(d) Communications. You may opt out of non-essential communications from us by following the unsubscribe instructions in any such communication or by contacting us at privacy@wolvia.ai. You may not opt out of communications related to your account, security, or changes to our terms and policies.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act ("CCPA"), as amended by the California Privacy Rights Act ("CPRA"):

(a) Right to Know. You have the right to request information about the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected it, the business purposes for which we collected it, and the categories of third parties with whom we shared it.

(b) Right to Delete. You have the right to request deletion of your personal information, subject to certain legal exceptions.

(c) Right to Correct. You have the right to request correction of inaccurate personal information.

(d) Right to Opt Out of Sale or Sharing. We do not sell or share your personal information for cross-context behavioral advertising purposes. No opt-out is necessary.

(e) Non-Discrimination. We will not discriminate against you for exercising your privacy rights.

To exercise any of these rights, contact us at privacy@wolvia.ai. We will verify your identity before processing your request. You may designate an authorized agent to submit requests on your behalf.

11. Children's Privacy

The Platform is not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If we become aware that we have collected personal information from a person under 18, we will delete that information promptly.

12. Third-Party Integrations

The Platform connects to third-party services – including messaging platforms, email providers, document storage, and task management systems – at your direction. When you authorize a connection, information may flow between the Platform and the third-party service in accordance with the permissions you grant. We are not responsible for the privacy practices of third-party services. We encourage you to review the privacy policies of any third-party service you connect to the Platform.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will provide notice of material changes by email or through the Platform at least thirty (30) days before the changes take effect. Continued use of the Platform after the effective date of an updated Privacy Policy constitutes acceptance of the changes. The "Effective Date" at the top of this policy indicates when it was last revised.

14. Contact Information

If you have questions about this Privacy Policy, your personal information, or our data practices, contact us at:

Wolvia, Inc. 215 Park Ave S New York, NY 10003 privacy@wolvia.ai

For general support: support@wolvia.ai For legal inquiries: legal@wolvia.ai