Privacy Policy

Last updated: September 27, 2026.

1. Who we are

Ari is an email and admin assistant for small businesses, operated by AIify ("we", "us", "AIify"). It reads a business's email, calendar, and files, and the voice memos and photos the business captures; drafts replies; keeps a per-project record of the business's work; and helps file and organize the business's documents. Human approval is the default for outbound messages. A workspace owner may opt in to limited automation for routine acknowledgements or routine replies to trusted senders; money and high-stakes messages always require human approval. "You" is the business that connects its accounts, and the people it adds to its workspace.

AIify is based in Ontario, Canada. Our Privacy Officer is accountable for how we handle personal information and can be reached at [email protected]. When Ari handles information about your customers, staff, and other contacts, it does so on your behalf, as your service provider: you decide what to connect and capture, and you are responsible for having the right to share that information with us.

2. What data we access, and why

We access what's needed to run the assistant for your business:

• Account identity (Google, Microsoft, or Apple: name and email) — to sign you in and limit access to the email addresses your administrator approved. Email sign-in links are delivered through Postmark.
• Email (Gmail, iCloud Mail, Outlook) — to read mail for context, draft replies, send replies you approve, and send any limited routine replies your workspace owner has expressly enabled (section 5).
• Calendar (Google, iCloud, Outlook) — to read your schedule and write events. Most events Ari spots wait for your one-tap confirmation, but Ari also adds some events on its own (section 5).
• Files (Google Drive, OneDrive) — to file your uploads into your drive; to organize it (create folders, rename, move, recycle-bin) only when you confirm each change; to find and read files when you ask Ari about them, including files other people have shared with you; and, when you import a Drive folder, to copy its files into your Ari workspace (section 6).
• Voice memos, photos, and email attachments — to transcribe audio, tell speakers apart, read text from photos and scanned pages, and extract project facts. Photos are stored as uploaded, including any location data embedded in them. Putting a name to a speaker happens only through an optional voiceprint (section 6). A memo can include other people's voices, such as a customer on a site walkthrough; its audio is still sent for transcription and to tell speakers apart (section 4), but no voiceprint is made for anyone who has not enrolled. Ari also transcribes voicemails you forward or upload, and audio files attached to email you receive. From a voicemail it notes who called, what they want, any callback number, and anything they promised, and matches the caller to people in your email by name or phone number. Voicemails and audio attached to email you receive are voice memos too: when speaker separation is on, their audio also goes to pyannoteAI.
• Text messages — if you turn on SMS, your phone number and the notifications and replies we exchange with you by text, and the photos and recordings you text to Ari. These can include message summaries and draft text.
• Push notifications — the push address your browser or phone gives us, so Ari can notify you. Each notification is encrypted so the push service that delivers it cannot read it, but it appears on your lock screen. When an email brings a sign-in or two-factor code, Ari pushes the code itself, so the code shows on your lock screen.
• Forwards and bills — if your workspace sets up a standing forward (for example, receipts to your bookkeeper) or an accountant's address, Ari sends the matching emails or bills to that address.
• Product usage events — which screens and features you use in the app (page views and button events), tied to your account and containing no email or draft content. We keep them for 180 days to improve the product.
• Cookies — essential first-party cookies only: session cookies that keep you signed in and protect that sign-in from tampering, short-lived cookies used while you sign in, connect an account, and one that remembers you finished onboarding. We set no advertising, analytics, or cross-site tracking cookies.
• Early-access requests made on getari.io (section 7).

We request the minimum provider scopes these features need. Ari syncs the mail that arrives in the mailboxes you connect (and, if you run a history import, the past mail you choose to import). When you ask Ari a question, it can search your drive by file name, including shared drives and files other people have shared with you, and read the files that match; it also reads files you point it to or import. It does not crawl or index your whole drive.

3. How we use it

Your data is used only to provide and improve the assistant features for your own business — drafting, routing, filing, organizing, and answering your questions. We do not:

• use your data for advertising;
• sell your data, or share it except with the subprocessors below (to run the service), with the people you tell Ari to send it to (your replies, forwards, and follow-ups), for security, or to comply with law;
• let our staff read your content, except as described under operator access below;
• use your Google or Microsoft data to train generalized AI/ML models.

Operator access. A small number of authorized AIify operators can see your content through our operator console, which is reachable only over a private network or through Cloudflare Access sign-in. They use it only to handle a support request you make, to review a failed or flagged send, for security, or where the law requires it. The console's review queue lists each waiting item's sender, recipients, subject, and a one-line summary, but not the message or draft text. An operator can open one message, draft, processing trace, or file at a time. Each open requires the operator to record a reason (a support request, a failed or flagged send, security, or a legal requirement) and is recorded in your business's audit log with the operator's sign-in identity; if that record cannot be written, the item is not shown. Decisions operators make, such as approving or blocking a flagged send, are also recorded in the audit log. The console has no screen for browsing a mailbox.

Follow-ups to your customers. Ari can propose follow-up emails for you to send to your own customers: a request for a review after a job, or a check-in on a conversation that went quiet. Each one waits for your approval. Review requests end with your business's name and postal address (from Settings) and a line telling the customer they can reply "no more follow-ups"; Ari proposes none until that address is set. When a customer replies asking to stop, Ari records it when it syncs the reply and proposes no further review requests or check-ins to that address. You are the sender of these messages and are responsible for having your customers' consent where anti-spam law requires it (in Canada, CASL; in the US, the CAN-SPAM Act).

Ari's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use data from Microsoft only to provide the features described here, and never for advertising.

4. Who processes it (subprocessors)

We run on third-party services. As of the date above:

We use our AI subprocessors under their business API terms. Anthropic's commercial terms do not allow it to train models on our inputs; for OpenAI, Groq, and pyannoteAI we rely on their standard business terms and have not yet signed separate agreements with them. We do not currently have zero-data-retention agreements with them: under their standard terms they may keep inputs and outputs for a limited period, for example for abuse and safety monitoring (Anthropic, for instance, may keep content its safety systems flag for up to two years). When a history import is run for your business, Ari sends that mail to Anthropic's batch service, which keeps the results for up to 29 days so the import can resume. A material change to this list is disclosable to you.

5. How we protect it, and what Ari does on its own

• Data location. Your data is stored in the United States (Google Cloud, US region). Speaker diarization and voice recognition are processed by pyannoteAI in the EU (France). Our other subprocessors process data in the United States or elsewhere, as their own terms describe. Because your information is processed outside Canada, it may be accessible to the courts, law enforcement, and national security authorities of those countries.
• Encryption. Connection credentials (OAuth refresh tokens, app-specific passwords), per-business AI provider API keys, and voiceprints are encrypted with AES-256-GCM using a key derived per business, so one business's secrets can't be decrypted with another's key. Everything else we store (email copies, documents, transcripts, facts, drafts) sits on Google Cloud's encrypted database and storage disks, but is not encrypted with a per-business key.
• Least access. Credentials are decrypted only by the internal services that connect to your email, calendar, and file providers; voiceprints only to build your business's voice-recognition set; API keys only to make model calls. Our AI components never receive your account tokens or passwords. To do their work they do receive the content involved: message and thread text, document text, photos, scanned pages, and sample documents you upload as templates (as images, to read their text and layout), and voice audio (for transcription and speaker recognition).
• Isolation. Every data access is fenced to your business; sign-in is limited to email addresses your administrator approved.
• Sending. Human approval is the default for email. Limited routine automatic sending is available only when a workspace owner opts in; money and high-stakes messages always wait for approval. With that setting on, Ari sends a qualifying reply without a per-message approval, after a short undo window. An automatic send only ever replies to the authenticated person who wrote in; anything with a price or amount, a commitment, a new recipient, or a high-stakes flag waits for a person. The independent Outbound Guardian checks every send, automatic or approved. The owner can turn automatic sending off in Settings at any time.
• Calendar. Ari adds some events to your calendar without asking first. When an authenticated email, in a thread you have taken part in, confirms a specific time, Ari adds the event. When someone you have emailed before, whose email is authenticated, proposes a specific time, Ari pencils it in as a tentative hold that does not block your time. Each shows a card so you can undo, confirm, or remove it. Other events Ari spots wait for your confirmation, and Ari never emails a calendar invitation to anyone without your tap. Automatic calendar entries are on for every workspace.
• Files. Every file change requires confirmation: Ari renames, moves, or recycle-bins an existing file only after you confirm that change, and deletions go to the recycle bin (recoverable), never a permanent delete. Ari adds new files to your drive when you upload or file something, when a filing rule you set up applies, or when you run the in-app backup, which replaces its previous backup files. In OneDrive, Ari changes only files in your own drive: it can read a file someone else shared with you, but never changes it. In Google Drive, a change you confirm can also apply to a file someone else shared with you if your Google account is allowed to edit it.
• Pause and alerts. You can pause Ari. During a hard pause, Ari also holds your standing forwards and sends them when you resume. Sign-in and two-factor codes are pushed to you even during a pause or quiet hours. When Ari has also reached you by push notification, it texts you right away about urgent items at most 6 times an hour per phone; after that it notifies you by push only, and may text a reminder later about an item still waiting.
• Audit. Actions such as approvals, automatic sends, calendar and file changes, account connections, operator decisions such as review verdicts, and each time an operator opens an item of your content are recorded in an audit log. Any team member can change a bill's status or forward a bill to your accountant, and each of those actions is recorded with who did it. Our database refuses any change to an audit entry and refuses to delete one except when your account is deleted; the log is kept for the life of your account and deleted with it.
• Incident notice. If your data is ever accessed, lost, or leaked without authorization, we notify you without undue delay, and within 72 hours of confirming the incident, with what was involved, the likely cause, and how we're remediating it.

6. What we store, for how long, and how deletion works

• Credentials. We keep your encrypted credentials and connection status (provider, address, scopes) while an account is connected. Disconnecting deletes the stored credential. For Google we also ask Google to revoke our access; for Microsoft, remove Ari from your account's app permissions, and for iCloud, delete the app-specific password. Disconnecting stops syncing; it does not delete mail Ari already stored.
• Email. Ari keeps a copy of the email it syncs from your connected mailboxes as your business's record: sender, recipients, subject, date, and the message's own text (quoted earlier replies are stripped), plus a search index built from that text (embeddings made by OpenAI). Mail classified as junk, and automatic replies, are kept only as a header record without their text. Ari also stores informational notices (such as security alerts and receipts) with their text, and the drafts and approval cards it prepares. Stored email, notices, and the search index are kept until your account is deleted; there is no automatic expiry. We keep this record for as long as it serves you, which is while your account is open, because it is how Ari answers from your history. When an approval card is finished (sent, declined, blocked, or superseded), its message text, draft text, and processing details are removed 90 days after it was last updated; its subject, sender, date, one-line summary, and outcome are kept until your account is deleted.
• Documents. Attachments that arrive by email, files you upload, and files from a Drive folder you import are stored in your workspace (the original file, its extracted text, and a search index) until your account is deleted. Archiving a document hides it from your inbox but does not delete it.
• Your uploads are stored as your business's record in our US storage and also written to a copy in your own Drive or OneDrive.
• Voice memos, photos, and captured files are stored with their recorded audio and transcript, or the original image, in our US storage. An unfiled capture can be discarded from your inbox, which deletes its recording or image and its transcript. Any written notes Ari made from it, and any commitments it noted (marked dismissed), are kept until your account is deleted. Once filed to a project, it is kept until your account is deleted. Archiving or closing a project does not delete its media, documents, or messages.
• Facts, drafts, and learned rules (project and people facts, including phone numbers from your correspondents' email signatures; summaries; commitments Ari notes from voicemails, memos, and email, and call-back reminders; and what Ari learns about how you write) are kept until your account is deleted.
• Voiceprints are optional biometric identifiers, used only to put a name to a speaker in your business's voice memos. We do not sell, lease, or trade them, or use them for anything else. Each person enrolls their own voice in the app and gives their own consent; we record who consented, when, and which version of the consent wording they accepted. Nobody can enroll another person's voice, so customers and other people heard in a memo stay an unnamed "Speaker 1" or "Speaker 2". Building and matching voiceprints sends voice audio and the voiceprints to pyannoteAI in the EU (France). The recording used to enroll is deleted once the voiceprint is made, and a new voiceprint is also matched against the previous 30 days of memos. Voiceprints are encrypted at rest. The enrolled person can delete their own voiceprint at any time from the Voices page, and so can the workspace owner or an admin; anyone can also email [email protected] to have theirs deleted. Deleting a voiceprint destroys it; we keep only the record of the consent, until your account is deleted, as proof of the consent and its withdrawal. A voiceprint is destroyed automatically once its person is removed from the workspace, or once it has gone three years without recognizing a speaker (we check weekly), and every voiceprint is deleted when your account is deleted. Voiceprints made under our earlier process, where a workspace owner or admin enrolled a person after confirming that person had agreed, carry no consent given in the app by the person themselves; the owner, an admin, or [email protected] can delete them, and the three-year rule applies to them too. This bullet is our written retention schedule and destruction policy for voiceprints.
• Export. The in-app backup writes your projects, documents, voice notes, captures, facts, commitments, learned rules, and drafts to an "Ari" folder in your own Drive. It does not include stored email copies (your mail remains in your own mailbox), search indexes, voicemail call-back reminders, or quotes, bills, and job costs; ask [email protected] for those and we provide them within 30 days.
• Account deletion. Deletion is carried out by us on request, not by a self-serve button. Email [email protected] from a workspace owner's address and we complete it within 30 days. It first revokes the provider access we hold at Google; if Google does not confirm a revoke, nothing is deleted until a retry succeeds, and if a stored Google credential cannot be read, we tell you to remove Ari from your Google account yourself. Microsoft and iCloud give us no way to revoke that access: we delete the stored credential, and you remove Ari from your Microsoft account's app permissions or delete the iCloud app-specific password. It then deletes your business's database records, together with the queued background work that carries your content, and then its stored files. If deleting a stored file fails, the failure is reported to us and we re-run it. Copies then remain for a limited time in backups kept only to recover from failures: automated database backups and point-in-time recovery logs are kept for 7 days, and deleted files remain recoverable in our storage for 30 days. Database snapshots we take before software releases are kept until we delete them, and until then can contain your data. Deletion does not touch your own mailbox, calendar, or drive, or the "Ari" backup folder in your Drive.

7. Early-access requests on getari.io

The early-access form on getari.io collects your name, email, the kind of business you run, and an optional message. With it we record the time, your IP address, your browser's user agent, and the page you came from. The request is stored in Cloudflare Workers KV and, when configured, forwarded by webhook to our team's notification channel. We use your name, email, business, and message only to contact you about early access, and the time, IP address, user agent, and page only to block spam and abuse and to see how you found us. We email you about early access within six months of your request unless you agree to hear from us for longer; every such email identifies us, gives our mailing address, and lets you unsubscribe, and we act on an unsubscribe within 10 business days. The request is deleted automatically 12 months after you submit it, or sooner if you ask. To limit abuse we keep a per-IP request counter for one hour, and submissions caught by our spam filter for 90 days.

8. Your choices

• Disconnect a provider at any time from the app, or revoke access from your Google or Microsoft account security settings.
• Turn automatic sending off, or undo or remove calendar events Ari added.
• Delete your own voiceprint from the Voices page at any time, or ask your workspace owner or admin, or us, to delete it.
• Export through the in-app backup, and request export or deletion of your data.
• If you received a review request sent through Ari, reply "no more follow-ups" to stop them from that business.
• Ask to see or correct the personal information we hold about you, or withdraw a consent you gave. We answer within 30 days.
• Contact us at [email protected] for any privacy request (export, deletion, access, correction, or questions). For legal notices, contact [email protected]. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information.

9. Children

Ari is a tool for businesses and is not directed to children. We do not knowingly collect personal information from anyone under 18.

10. Changes

We'll update this policy as the service changes and update the "last updated" date. We tell connected businesses about material changes by email when they take effect.