Privacy Policy

1. Who is responsible

The controller of your personal data is NAVI AI AGENTS – FZCO, a Free Zone Company registered in Dubai under trade licence No. 66428 issued by the Dubai Integrated Economic Zones Authority, with its registered address at IFZA Business Park, DDP, Unit 66428-001, Dubai Silicon Oasis, Dubai, United Arab Emirates.

For any question or request about your data, contact us at administration@naviassistant.ai. We have not appointed a Data Protection Officer, as we are not currently required to; our privacy team handles all requests at this address.

Where the EU or UK GDPR requires us to appoint a representative in the European Union or the United Kingdom, we will do so and publish their details on this page.

2. Personal data we collect

Depending on how you interact with us, we process the following categories of data:

• Account data: how you sign in (your Google account, or your email address with a one-time 6-digit code), the name, email address and profile identifier of that account, the first and last name you confirm in Aya, your interface language, your time zone and the time your day starts, whether you told Aya you are a founder (you can change it), and your subscription status.
• Conversation data: the messages you send to Aya and the replies Aya generates, so that Aya can keep context and show your history.
• Connected source data: you choose which sources to connect: Gmail, Google Calendar, Google Drive and Google Sheets; Outlook and Microsoft 365 mail and calendar, including shared mailboxes you already have access to; other mailboxes (IMAP and SMTP) and calendars (CalDAV); and the Calendar app of your Mac. Aya reads the emails, events, files and sheets needed to answer your requests, and checks for new emails and calendar changes to keep Aya’s Brief up to date (see below). For each change she keeps, for up to 45 days, a short technical record (sender, subject, date, labels and a reference to the message or event), never the body. Reading requires only read permissions. If you also allow Aya to act on an address, she can prepare emails, replies, drafts, calendar events and sheet updates, which are sent, created or changed only after you approve each one. Summaries and answers produced from that content become part of your conversation data.
• Business memory: to understand your business, Aya analyses the metadata of your sent emails and calendar (recipients, dates, participants) over up to five years, recent emails from real people, and a few key conversations. From this she keeps a business portrait (your activities, offer, customers) that you can validate or correct, and a map of your relationships (role, status, last contact, short note). Emails are never copied into this memory.
• Aya’s Brief: to keep your list of what needs your attention up to date, Aya periodically checks your connected accounts for new emails and calendar changes (about every 2 to 15 minutes, depending on activity). She stores short items that she writes herself (a title, why it matters, a due date where there is one, a reference or link to the source message or event, and the source account), not copies of emails. Short excerpts used to justify an item are checked and then discarded. Each request also keeps a short dated follow-up (for example when it was received, when you replied, and the names of files sent in reply, never their content); to tell whether a reply completes a request, Aya checks attachment names and links and, only when unsure, a short excerpt of that reply, which is then discarded. You can mark items as done or dismiss them, or ask Aya to remind you at a time you choose: she then notifies you in the app and sends a reminder email to your account address from administration@naviassistant.ai. When an email contains a code you must give someone in person (for example to a delivery driver), Aya writes it in the item so you have it at hand; sign-in and security codes are never kept. The addresses of items are converted into map coordinates (see the service providers below).
• Meeting prep: before an upcoming meeting with someone outside your team, Aya may look up public information about that attendee (search engine results only, never content taken from the pages themselves) and prepare a short brief with suggested questions, marked "to confirm". A photo is shown only when Aya is confident it is the same person. Meeting preps are deleted 7 days after the meeting and search results are cached for 30 days. This relies on the legitimate interest of preparing business meetings, and you can turn it off in Settings.
• Proactive suggestions: Aya may add suggestions to Aya’s Brief from your connected sources and your Brief (for example a reply that has been waiting for two days, or a deadline tomorrow), and occasionally show one briefly. You can turn off her interruptions (sounds and automatic opening) and set quiet hours in Settings. While the desktop app is open it sends a light presence signal every minute, so that reminders ring in the app instead of by email.
• Remembered facts: the facts and preferences you explicitly ask Aya to remember, with the history of the facts they replaced. You can view and delete them in Aya (Settings → Memory).
• Vault (secrets): passwords, codes, cards, bank details or keys you choose to save in Aya’s vault are encrypted on your computer before they leave it (AES-256), with a key that stays in your computer’s secure keystore. We store only this encrypted form, which neither we nor Aya can read, plus the name and description you give each secret (Aya uses them to find the right one) and an access log (when and from which device, never the value). A secret is shown only on your computer, after your device password, PIN or fingerprint. A recovery key, shown to you once, lets you restore the vault on another computer; we keep only the vault key protected by it, which we cannot open. If you type a secret in a message, Aya blocks it before sending and masks it again on our servers.
• Note: the text, lists, links and images you put in your Note in Aya. It is stored on our servers so it syncs between your computers; images are kept in a private storage space that only your account can reach. Aya reads your Note, looks at one of its images or adds to it only when you ask (for example "what did I note about…" or "add this to my note"), and rewrites it only when you press Restructure, after showing you the result. A text-only earlier version is kept at most every 10 minutes of writing so you can restore it.
• Contacts and deals: to act for you, Aya keeps cards for the people and companies you work with (name, title, company, email addresses, phone, LinkedIn and website), taken from email signatures, from what you tell her and from your corrections, which she never overwrites. She also keeps your deals with them (stage, amounts, invoiced or paid status, next step and dated changes), read from your emails and conversations. You can view and correct them in Aya (My Aya → Memory).
• Documents: if you connect Google Drive, Aya creates an "Aya Memory" folder in your Drive and reads only the files you put in that folder (the rest of your Drive is never read). She also keeps the business attachments (quotes, invoices, contracts, proposals) of emails exchanged with your business contacts. From each document we store its extracted text split into short passages, numerical representations of those passages used for search (embeddings), and a short card (type, summary, parties, amount, date). A file removed from the folder is forgotten; you can also forget any document in Aya (My Aya → Memory → Documents).
• Live transcriptions: when you turn on the transcription of a real conversation (on your computer or phone), the audio is streamed to Soniox to be written as text and is never stored; we keep the text (who spoke is shown as S1, S2…), its languages and its duration. Aya reads it once to propose a card (facts, commitments, things to check); nothing is added to your memory before you confirm, and what sounds private (health, family, someone else's life) is shown apart and not kept unless you tick it. You are responsible for telling the people you record and for obtaining their consent where the law requires it (it does in many countries, including the United Arab Emirates); Aya reminds you each time. You can discard a transcription: its text is then erased.
• Feedback: the bugs, ideas and critiques you send us (from the app or by asking Aya), an optional screenshot you choose to take, and a technical context (app version, operating system, language, screen), never your conversations. We use them to fix and improve Aya and show you their status.
• Usage measurement: which screens and buttons you use, when you hesitate before acting or click several times, and errors shown, recorded as names only (never what you write, read or receive), kept 180 days. You can turn it off in Aya ("Help improve Aya"), which also erases what was recorded.
• Mac Calendar: if you connect the Calendar app of your Mac, Aya sends the upcoming events it holds (title, dates, place, repetition, calendar name and other attendees, never notes) so they can appear in Aya’s Brief.
• Notion: if you connect Notion, you choose in Notion’s own window which pages and databases Aya may see; she sees nothing else. Aya searches and reads them to answer your requests, adds the shared pages to your Documents (passages, embeddings and a short card, refreshed when a page changes) and, for shared databases, works out what each one holds (for example contacts, companies, deals, tasks or projects) to keep your contact cards, deals and Brief up to date, with a link back to the page. We also receive the name and email address of your Notion account. She creates or changes a page or a database row only after you approve it.
• Slack: if you connect a Slack workspace, Aya acts with your own user access. When you ask, she searches and reads the conversations you can see. Slack also notifies us of your direct and group messages, of messages that mention you and of the threads you take part in; Aya keeps these messages (text, author, conversation, time) for up to 7 days to put what needs your answer in your Brief, and ignores ordinary channel messages and bots. She sends a message or a reply in your name only after you approve it.
• Discord: if you add Aya’s bot to one of your Discord servers, she reads only the channels you choose to follow on that server (never private messages, which Discord does not give to any app), keeps the messages read for up to 45 days so you can search them, and puts the questions addressed to you in your Brief. We receive your Discord identifier and name to recognise your mentions. She posts a message only after you approve it. Removing the bot from the server or disconnecting stops all reading.
• HubSpot: if you connect a HubSpot account, Aya reads your contacts, companies, deals and pipelines, tasks, tickets, notes, products and form submissions (first up to 12 months of history, then the changes) to complete your contact cards and deals, put your own upcoming tasks in your Brief and prepare your meetings. She creates notes, tasks, contacts or associations and updates deals only after you approve each one.
• Shopify: if you install Aya on your Shopify store, she reads its information, products and inventory, orders (the last 60 days at first, then the changes), disputes, policies and, where Shopify B2B is used, companies and buyers, to report on your sales, warn you about late shipments, low stock or disputes, and answer customer emails with the right order. Customers’ names, email addresses and countries are read only when Shopify grants access to protected customer data; their postal addresses and phone numbers are never stored. For your customers’ data, you are the controller and we process it on your behalf. Refunds, cancellations, fulfilments, discounts, price and stock changes and draft orders are made only after you approve each one.
• Instagram: if you connect your professional Instagram account, Aya receives from Meta the direct messages sent to that account and the comments on its posts (sender's Instagram name and username, text, time; attachments only as their type), to put in your Brief who is waiting for your answer, remember the people and what they asked, and prepare replies. Messages are kept 45 days; what Aya learned (contacts, facts, Brief items) stays until you remove it. A reply, a public reply to a comment or a private reply is sent only after you approve it, and only within the period Instagram allows (24 hours after the person's last message) (or up to 7 days for a reply you write yourself, when Meta allows it).
• WhatsApp: if you connect your WhatsApp Business number (Embedded Signup, your phone's WhatsApp Business app keeps working), Aya receives from Meta the messages of that number, the messages you send from the app, up to 6 months of past conversations and the names of your contacts (used only to name your conversations, never added to Aya's memory by themselves). Messages are kept 45 days. Replies and template messages are sent only after you approve each one; template messages are billed by Meta to your WhatsApp Business account, and Aya shows Meta's estimated price before you approve. Personal WhatsApp accounts cannot be connected.
• Disconnection and deletion: disconnecting Instagram or WhatsApp in Aya erases their messages and the open Brief items they created; removing Aya from your Instagram or Facebook settings sends Aya Meta's deletion request, which erases the account's data at once (a confirmation code and a status page are returned to Meta). We do not use these messages for advertising, sell them, or use them to train AI models.
• Documents behind a link: when you ask, Aya can fetch a document from a link in one of your emails (secure web addresses only, up to 20 MB; programs, scripts and archives are refused). A link to an unusual site is fetched only after a one-click approval, and a page that needs a sign-in is opened in your own browser instead. The file is kept in a private space of your account as one of your Documents and is checked for malware by our antivirus provider; we keep a fingerprint of files already checked so they are not scanned again.
• Your writing style: so that the emails she drafts sound like you, Aya reads the last emails you sent (about 160 per mailbox) and writes a short style guide (tone, greetings, sign-offs and invented examples) by language and kind of recipient, and notes the register you use with each contact. Your emails are not kept for this, and the guide never contains a sentence taken from them. When you edit a draft before sending, she records only the kind of change (for example shorter or more formal), never the text. You can turn this off, edit the guide or ask Aya to learn again in Aya (Memory → Your email style).
• Conversation reports from your tools: if you set up one of your tools (for example an automation exporting your LinkedIn or WhatsApp conversations) to send conversations to your Brief’s webhook, we keep the messages received only until Aya has read them, then only their identifiers and fingerprints to avoid duplicates. Aya proposes what to add to your memory and your Brief on a card that you confirm.
• Custom solutions: if Navi builds a custom solution for you (Pro+ plan, under a separate agreement), Aya exchanges with it only what it is designed for: the commands you ask Aya to run, the signed events it sends to your Brief and the views shown in Aya. Actions it marks as sensitive require your approval.
• Local mode: where it is offered, you can let Aya’s AI models (and, on a Mac, speech recognition and her voice) run on your own computer. In that mode your requests, documents and audio are processed on your computer and no request is sent to third-party AI providers; your account data (conversations, Brief, memory) is still stored on our servers as described in this policy. The models are downloaded once from their official sources.
• Referral and partner programmes: your referral code, who joined with it and the rewards given (credits applied through Stripe). If you become a partner: your acceptance of the partner conditions (version and date), your partner code, the clients attributed to you (shown in your partner space by first name and initial only) and the commissions owed and paid.
• Opportunities and webhooks: if you turn on business opportunities, Aya searches public events that fit your business from your business portrait and the city you confirm; addresses of public events are placed on a map. If you create a webhook, the tools you give its address to can add items to your Brief; we keep the items and a log of each call (time, number of items).
• Approvals and actions: when Aya prepares an action, such as an email reply or a calendar event, we keep the approval request (the proposed content), your answer and, once the action is carried out, its receipt (such as the identifier the provider returns for the sent message or created event), as part of your account history.
• Relationships: Aya sorts the people and companies you deal with by their role for you (for example client, prospect, supplier, colleague or family) and keeps for each one a short note of what she understood, the reasons for that role with their dates, the companies a person belongs or belonged to, and the history of role changes, which you can undo. To decide, she looks at the subjects and directions of your recent exchanges, a few of your own opening lines and your meetings; this evidence is used and then discarded. Your corrections always prevail. These cards concern other people: they are kept only to help you in your work, never shared or sold.
• Activity profile: from your connected sources and what you tell her, Aya keeps a short description of your activity (for example founder, employee, freelance, student or job seeker, with your sector and role) so that her features fit you; your corrections prevail. If you are looking for a job, the applications she follows for you stay private: they never appear in our administration tools, logs or spoken messages, and Aya refuses any action that would reveal them to your employer.
• Files, pasted text and screen captures: the files you give Aya (PDF, Word, images, text, spreadsheets, transcripts, up to 20 MB) and long texts you paste are stored in a private space of your account and read once to extract their text. A screen area you select with "Look at this" is sent to Aya as an image and deleted after one day. When a file is a meeting transcript, Aya prepares a meeting report (decisions, commitments, contacts, next steps) that changes nothing until you confirm it.
• Voice: when you dictate, your voice is streamed to our speech-to-text provider only while you speak; we keep the resulting text, never the audio. When Aya speaks, the text she says is sent to a text-to-speech provider. When you first launch Aya, she may greet you by your first name: the greeting is generated once and kept as an audio file, which may be reused for anyone with the same first name, language and voice.
• Computer features (desktop app): when you ask, Aya can open a website or an app, copy to your clipboard, show a notification, export a text to your Downloads folder, read the address of the page open in your browser or the text you selected or copied, and search for files by name or content in the folders you allowed. Only what is needed reaches our servers: for a file search, the names, folders, sizes and dates of the results, never their content unless you give Aya the file.
• Web search: when you ask about public information, Aya may send a search query written from your request to our search provider and read one public web page.
• Routines and background tasks: the instructions you ask Aya to repeat (for example every morning) or to carry out in the background, with the steps and result of each run. They run on our servers under the same rules as a conversation: nothing is sent or changed without your approval.
• Phone app and notifications: if you use Aya on your phone, we keep a notification token for your device and its type, so we can send you reminders. The phone app uses the microphone only while you dictate or record.
• Other AI assistants: if you connect an assistant such as ChatGPT or Claude to Aya, we keep the authorisation you gave (the assistant's name, the access you ticked and the date) and, for 90 days, a log of its calls without their content. The assistant reads only what you allowed, never your vault or the bodies of your emails, and can only propose changes that you approve in Aya. You can disconnect it at any time.
• Crash reports: when the app or a server function fails, a technical report (error, app version, operating system and an account identifier) is sent to our error monitoring provider. Email addresses, tokens, keys and numbers are removed before sending. Turning off "Help improve Aya" also stops the reports from your computer.
• Emails we send you: sign-in codes, the reminders you set, messages about your subscription (welcome, end of trial, payment) and, during your trial, a few tips to get the most out of Aya, each with a one-click unsubscribe link. We keep a record of which emails were sent.
• Subscription and payment: your plan, your trial and subscription status, your billing period and the identifiers Stripe gives us. Your card is entered on Stripe's pages and processed by Stripe: we never see or store its full number. Stripe also keeps your billing address, tax identifier and invoices. If you use an access code, we keep which code you used (codes are stored only in hashed form).
• Connection data: which sources you connected, when, their status, and an encrypted access token (see the section “Security”). For a mailbox or calendar connected with a password ("Other mailbox" through IMAP and SMTP, "Other calendar" through CalDAV), we keep its server settings and the password (preferably an app password), encrypted with a dedicated server key and then stored encrypted again; it is used only to read your emails or events and to send or create what you approve, never shown, and erased when you disconnect.
• Technical and diagnostic data: execution metadata such as which component ran, its duration, success or failure and cost. This metadata never contains the content of your messages, emails or events.
• Website data: standard server logs from our hosting and network providers (IP address, browser type, requested page, date and time), kept for security and reliability.
• Contact data: your first name, email address and preferred language when you write to us, and the content of messages you send us.
• Notify-me list: your email address, language, the feature you are interested in (for example confidential mode) and the date of your consent, when you ask to be told when it is available. We use it only to write to you about it; you can ask to be removed at any time.
• Automation requests: when you ask us to build an automation, your first name, email address, company (optional), the context you describe (optional), your language, your consent and the automation you were viewing.

We do not intentionally collect special categories of personal data. Connected sources may nevertheless contain such data if it is present in your emails or calendar; Aya only processes it to answer your own requests.

3. How we use personal data and legal bases

We use personal data for the following purposes, each with a legal basis where the law requires one (for example under the EU/UK GDPR):

• Providing the Service: authenticating you, understanding your requests, reading your connected sources when a request or Aya’s Brief needs it, generating answers, summaries and reminders, preparing your Brief list, keeping the facts you ask Aya to remember, and carrying out the actions you approve. Legal basis: performance of our contract with you.
• Keeping the Service secure and reliable: preventing abuse, investigating incidents and troubleshooting, including by authorised Navi staff using technical metadata only. Legal basis: our legitimate interests in operating a secure service, and compliance with legal obligations.
• Cost and capacity management: recording usage of AI providers to control costs. Legal basis: our legitimate interests.
• Answering your messages: replying to the messages you send us. Legal basis: our legitimate interest in answering you, or steps taken at your request before a contract.
• Automation requests: answering your request and preparing a proposal. Legal basis: steps taken at your request before entering into a contract, and your consent.
• Legal compliance: keeping records and responding to lawful requests from authorities. Legal basis: compliance with legal obligations.
• Subscriptions and billing: managing your trial and subscription, collecting payments through Stripe, issuing invoices and applying taxes. Legal basis: performance of our contract with you and compliance with tax and accounting obligations.
• Emails about the Service: sign-in codes, reminders and subscription messages (performance of our contract), and tips during your trial (our legitimate interest in helping you use what you pay for; you can unsubscribe in one click).
• Improving the Service: usage measurement and crash reports, without the content of your messages. Legal basis: our legitimate interests; you can turn them off.
• Data about other people: contact cards, relationship roles and meeting prep about the people you work with. Legal basis: your legitimate interest and ours in organising your professional relationships, limited to what Aya needs; these people can contact us to exercise their rights.
• Data of your Shopify store’s customers: we process it on your behalf, as your processor, only to provide the features you use for your store. You are responsible for informing your customers and for having a legal basis for this processing.

We do not use your personal data for advertising, and we do not sell or rent it.

4. Google user data (Limited Use)

Aya’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements (https://developers.google.com/terms/api-services-user-data-policy).

In particular: we use Google user data only to provide and improve the user-facing features you request; we do not transfer it to others except as necessary to provide those features, to comply with applicable law, or as part of a merger or acquisition with your notice; we do not use it for advertising; and humans do not read it unless you give us explicit consent for specific messages, it is necessary for security purposes (such as investigating abuse), or it is required by law.

We do not use Google user data to develop, improve or train generalised artificial intelligence or machine-learning models.

To provide these features, the relevant Google user data is processed by our AI service providers listed below (OpenAI, Anthropic and TypeSafe AI), on our instructions only. They do not use it to train their models, and Aya uses it for no purpose other than the features you use.

You can revoke Aya’s access at any time in Aya (Connectors → Disconnect), which deletes the stored token, or in your Google Account settings.

5. Other platforms you connect

The commitments of the previous section apply in the same way to the data we receive from Microsoft (Outlook and Microsoft 365), Notion, Slack, Discord, HubSpot, Shopify and any other mailbox or calendar you connect: we use it only to provide the features you use; we do not sell it, do not use it for advertising and do not use it to train or improve artificial intelligence models, ours or anyone else’s; humans read it only with your explicit consent for specific content, for security reasons, or when the law requires it.

Each platform remains governed by its own terms. Aya only has the access you grant when connecting, and you can revoke it at any time in Aya (Connectors) or in the platform’s own settings (for example by removing the app from your Slack workspace, your Notion connections, your Discord server or your Shopify store).

When you disconnect a tool, Aya stops reading it at once and erases its access token (unless another tool connected with the same account still uses it), the documents and pending items that came only from that tool and, for Notion and HubSpot, the links between your memory and that tool; contact cards also confirmed by another source are kept. When a store uninstalls Aya on Shopify, synchronisation stops; the customer data requests and erasure requests that Shopify sends us (for one customer or for the whole store) are honoured within the time Shopify sets.

6. Artificial intelligence and automated processing

Aya uses AI models to understand your requests and produce answers. A language model generates Aya’s replies; a fast decision model makes small operational decisions, such as whether to open a panel of the interface. AI models also assess new emails and calendar changes to decide which ones deserve a place in Aya’s Brief, and write its short items.

AI models also sort your relationships, describe your activity, read the files and screen captures you share, prepare meeting reports and meeting prep, and suggest opportunities. You can see and correct what Aya concluded.

These automated steps do not produce decisions with legal or similarly significant effects on you. Aya does not perform actions that change your data (such as sending an email or creating an event) without your explicit approval.

AI output can be inaccurate. You remain responsible for verifying important information before relying on it.

7. Service providers and sharing

We share personal data only with service providers acting on our instructions and under contractual confidentiality and security obligations:

• Supabase: database, authentication, storage of encrypted tokens and server functions. Aya application data is hosted in Singapore; Website data (contact messages, automation requests and the notify-me list) is hosted in the European Union (Paris).
• OpenAI: language model that interprets your request, generates Aya’s reply, reads the files and screen captures you share, prepares meeting reports and writes Aya’s Brief items; it receives the context needed for these tasks, including relevant content from connected sources. Data submitted through the API is not used by OpenAI to train its models. OpenAI also turns document passages and your questions into embeddings for search, and runs the web searches used to find opportunities (it receives your activity description and city, not your emails).
• Anthropic, PBC (United States): back-up language model (Claude), used only when our main language model is unavailable; it then receives the same context as the main model for that answer. Data submitted through the API is not used by Anthropic to train its models.
• TypeSafe AI (with Vercel AI Gateway and DigitalOcean as back-up routes): fast decision model (Jev) applied to short, bounded inputs, for example the text of your message, the sender, subject and preview of a new email (to decide whether it deserves a place in Aya’s Brief), contact metadata (to sort relationships) and facts you asked Aya to remember (to detect duplicates or contradictions). It also screens text coming from outside (emails, web pages) for instructions aimed at Aya.
• Brave Software, Inc. (United States): web and image search for meeting prep and for the questions you ask Aya about public information; it receives only the search queries (for example an attendee’s name and company), not your emails or account data.
• Soniox, Inc. (United States): speech-to-text when you dictate (Control + Option) and when you turn on the live transcription of a conversation. Your voice is streamed to Soniox only while you dictate; Aya keeps the resulting message, not the audio.
• Google: sign-in; the Gmail, Google Calendar, Google Drive (only the "Aya Memory" folder) and Google Sheets APIs you choose to connect; Gemini text-to-speech, through Google Cloud Vertex AI or the Gemini API, which receives the text of what Aya says aloud; Firebase Cloud Messaging, which delivers notifications to Android phones; and Google Workspace, which sends our emails (sign-in codes, reminders, subscription messages) and forwards Website requests to our team.
• Mapbox, Inc. (United States): map tiles for the opportunities map; it receives the map area displayed and technical connection data, not your account data.
• Komoot (Photon) and the OpenStreetMap Foundation (Nominatim): conversion of addresses (of public events and of your Brief items) into map coordinates; they receive only the address.
• YouTube (Google): demo videos on the Automations page. Thumbnails are loaded from YouTube’s image servers; the video player (privacy-enhanced mode, youtube-nocookie.com) loads only when you press play, and is then subject to Google’s privacy policy.
• Vercel: hosting and delivery of the Website.
• Tencent Cloud: a network relay that forwards encrypted Website traffic for visitors connecting from mainland China. It does not decrypt that traffic; it only logs connection metadata (IP address, requested host, time) for security.
• Microsoft: the Outlook and Microsoft 365 mail and calendar APIs (Microsoft Graph) you choose to connect.
• xAI: back-up text-to-speech, used only when our main voice provider is unavailable; it receives the text Aya says aloud.
• Stripe, Inc.: payments, invoices, taxes and the subscription management portal.
• Functional Software, Inc. (Sentry): error monitoring; it receives the cleaned crash reports described above, through a relay we operate.
• Apple: the Apple Push Notification service, which delivers notifications to iPhones.
• Notion Labs, Inc., Slack Technologies, LLC (Salesforce), Discord Inc., HubSpot, Inc. and Shopify Inc.: the services whose APIs you choose to connect. They are not our processors: they hold your data under their own terms, and Aya reads or changes it with the access you granted.
• Cloudmersive (United States): malware scanning of the documents Aya fetches from a link at your request; it receives the file to scan, not your account data.
• The assistants you connect yourself (such as ChatGPT or Claude) are not our providers: they receive what you allowed them to read, under their own terms and privacy policies.

We may also disclose personal data where required by law, to protect our rights or the safety of others, or to a successor in the event of a merger, acquisition or sale of assets, in which case this policy will continue to protect your data.

8. International transfers

We operate from the United Arab Emirates, host application data in Singapore, and use providers established in the United States and elsewhere. Your personal data may therefore be transferred to and processed in countries other than your own, which may not offer the same level of protection.

Where required, we rely on appropriate safeguards for these transfers, such as the European Commission’s Standard Contractual Clauses (and the UK Addendum), contractual commitments from our providers, and the transfer mechanisms permitted by UAE Federal Decree-Law No. 45 of 2021 and other applicable laws. You may request more information about these safeguards by contacting us.

Mainland China: the Service is not specifically offered in mainland China. If you use it from mainland China, your personal information is transferred and processed outside China: in Singapore (application data hosting), in the United Arab Emirates (our company) and by our providers located in particular in the United States and the European Union, described in the section “Service providers and sharing”. By using the Service, you are informed of these transfers. Your rights are set out in the section “Regional information”.

9. Retention

• Account and conversation data: for as long as your account is active, then deleted within 30 days of an account deletion request, unless the law requires longer retention.
• Business memory: kept while your account is active; you can pause the analysis or erase this memory at any time in Aya (Settings → Memory → Forget business memory), which also erases the facts you asked Aya to remember.
• Aya’s Brief items: kept while your account is active, as part of your account data. Items you mark as done or dismiss leave your list; reminders you set are sent once, at the time you chose, and the item stays in your list.
• Remembered facts and their history: kept until you delete them in Memory, use Forget business memory, or delete your account.
• Vault: each secret until you change it (the previous encrypted value is overwritten) or delete it; its access log until you delete your account.
• Note: kept while your account is active and deleted with it; earlier text versions are deleted after 30 days; an image leaves our storage when you delete your account.
• Voice: Aya does not store your audio; only her first-launch greeting, generated from your first name, is kept as an audio file. What you dictated is kept as the message you sent; each voice session’s duration is kept for billing.
• Live transcriptions: the text is kept to prepare your card and as the source of the meeting report you confirmed; a discarded transcription is erased at once. The audio is never stored.
• Approval records and receipts: kept as part of your account history while your account is active.
• Connection tokens: deleted immediately when you disconnect a source or delete your account.
• Content read from connected sources: not stored as a copy. Excerpts used to justify an Aya’s Brief item are discarded once checked; only the answers, summaries and short Aya’s Brief items that Aya writes are kept.
• Documents: passages, embeddings and cards are kept while the file stays in the Aya Memory folder (or, for an attachment, while your account is active), and deleted when you remove the file, forget the document or disconnect the Google account.
• Activity journal (which component ran, its duration, outcome and cost, without content): 90 days. Technical records of new emails and calendar changes: 45 days after they were handled. Interface actions: 90 days. Logs of the fast decision model and of other assistants' calls: 90 days. Webhook call log: 90 days. Proactive suggestion log: 180 days. Usage measurement: 180 days. History of delivered reminders: 30 days. Screen captures ("Look at this"): 1 day. Security logs and crash reports: a limited period proportionate to their purpose.
• Messages from your work tools: Slack messages received from your workspace, up to 7 days; Discord messages read in the channels you follow, 45 days; messages received from your tools for conversation reports, until Aya has read them (their identifiers and fingerprints are kept to avoid duplicates).
• Data from Notion, HubSpot and Shopify: kept while the tool stays connected (Shopify orders: 18 months at most). What Aya wrote into your memory from them (contact cards, deals, Brief items) follows the rules above and is forgotten when you disconnect, unless another source confirms it.
• Writing style guide: while your account is active, until you turn it off, change it or ask Aya to learn again. Antivirus results: a fingerprint of each file and its result, kept so the same file is not scanned twice.
• Referral and partner records: for as long as tax and accounting law requires.
• Files you give Aya and meeting reports: kept with your conversations while your account is active.
• Subscription records and invoices: for as long as tax and accounting law requires.
• On your computer and phone: a local cache (last Aya’s Brief, first History page, preferences) stays on your device under your account; your session is erased when you sign out.
• Contact messages: up to 24 months after our last exchange, or until you ask us to delete them.
• Notify-me list: until the feature is available and we have written to you, at most 24 months, or until you ask us to delete it.
• Automation requests: up to 24 months after our last exchange, unless a contract requires longer retention or you ask us to delete them.

10. Security

We apply technical and organisational measures appropriate to the risk, including encryption in transit, encryption of access tokens in a dedicated vault, per-account access controls in our database, read permissions by default and actions only after your explicit approval, least-privilege access for staff, and monitoring of the Service. Tokens given to webhooks and to other AI assistants and access codes are stored only in hashed form, secrets in your vault are encrypted on your own device, and passwords of other mailboxes are encrypted twice.

No system is completely secure. If a personal data breach is likely to result in a risk to your rights, we will notify you and the competent authorities as required by applicable law.

11. Your rights

Depending on where you live, you may have the right to:

• access the personal data we hold about you and receive a copy;
• correct inaccurate or incomplete data;
• have your data deleted;
• restrict or object to certain processing, including processing based on legitimate interests;
• receive your data in a portable format;
• withdraw your consent at any time, without affecting processing carried out before withdrawal;
• not be subject to decisions based solely on automated processing that produce legal or similarly significant effects.

To exercise these rights, write to administration@naviassistant.ai. We may need to verify your identity. We respond within the time limits set by applicable law (generally one month under the GDPR).

You also have the right to lodge a complaint with a supervisory authority, in particular in the country where you live or work, for example the UAE Data Office, your local data protection authority in the European Union, the UK Information Commissioner’s Office, the Saudi Data & AI Authority (SDAIA), Singapore’s Personal Data Protection Commission or the Data Protection Board of India.

12. Regional information

• United Arab Emirates: we process data in accordance with Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data, to the extent it applies, and we honour the rights it grants you, including access, correction, erasure, restriction, objection and portability.
• European Economic Area, United Kingdom and Switzerland: this policy is intended to meet the requirements of the EU GDPR, the UK GDPR and the Swiss Federal Act on Data Protection.
• Saudi Arabia: we process personal data in accordance with the Personal Data Protection Law and its implementing regulations, to the extent applicable.
• Singapore: we comply with the Personal Data Protection Act 2012 for data hosted and processed in Singapore.
• India: we process digital personal data in accordance with the Digital Personal Data Protection Act, 2023, to the extent applicable.
• Mainland China: if the Personal Information Protection Law of the People’s Republic of China (PIPL) applies to you, you have in particular the right to be informed, to access your information and obtain a copy, to have it corrected or deleted, to withdraw your consent and to obtain an explanation of our processing rules. Your information is processed outside China, as described in the section “International transfers”. To exercise these rights, write to administration@naviassistant.ai.

13. Cookies and similar technologies

The Website does not use advertising or cross-site tracking cookies. It may store strictly necessary technical data in your browser for the Website to function. When you play a demo video, YouTube may store data in your browser under its own policy. The Aya desktop application stores your session securely in your operating system’s keychain. Payment and subscription pages are served by Stripe under its own policy.

14. Children

The Service is reserved for people aged 18 or over, or the age of legal majority in their country of residence if it is higher. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

15. Changes to this policy

We may update this policy to reflect changes to the Service or the law. We will publish the updated version on this page with a new date and, where the changes are significant, inform you through the Service or by email.

16. Contact

NAVI AI AGENTS – FZCO, IFZA Business Park, DDP, Unit 66428-001, Dubai Silicon Oasis, Dubai, United Arab Emirates. Email: administration@naviassistant.ai.