Privacy Policy

Convia

Effective Date: November 6, 2026
Last Updated: November 6, 2026

1. Introduction

Welcome to Convia.

Convia is a personal continuity workspace designed to help individuals organize conversations, knowledge, research, documents, goals, commitments, decisions, and everyday workflows through an integrated AI-powered environment.

At Convia, we believe personal information, knowledge, and digital workflows deserve thoughtful protection. This Privacy Policy explains how we collect, process, store, use, and protect information when you access our website and services.

This policy applies to the Convia website, web application, account registration and authentication, AI-powered features, document storage, research functionality, connected third-party integrations, and other services made available through Convia.

By accessing or using Convia, you acknowledge that you have read this Privacy Policy.

2. Information We Collect

We process information that you provide directly, information generated through your use of the platform, and information received from integrations that you authorize.

2.1 Account and Authentication Information

When you create a Convia account, we process information necessary to establish and maintain your account, which may include:

Email address.
Account identifiers.
Authentication credentials and related security information.
Login and session information.
Account status and associated metadata.

Browser sessions use a server-issued HttpOnly cookie. Non-browser API clients may authenticate with bearer tokens.

2.2 Conversations and Personal Workspace Information

Convia is designed to maintain continuity across your activities and conversations.

Depending on the features you use, we may store:

Conversation messages and chat history.
AI-generated responses.
Extracted context and user-defined constraints.
Saved memories and knowledge records.
Missions, objectives, and tasks.
Commitments, deadlines, and status updates.
Relationships between missions and tasks.
Risks and decision records.
User-reviewed action proposals and approval records.
Agent plans, execution steps, and activity events.
Personal notes, collections, tags, and reusable playbooks.
Saved research, artifacts, and contextual workspace information.

This information is associated with your authenticated account and is used to provide the functionality of your personal workspace.

2.3 Uploaded Documents and Files

Convia provides a private document workspace supporting formats such as PDF, DOCX, PPTX, XLSX, TXT, Markdown, and CSV.

When you upload a document, we process and may store:

The original uploaded file.
File name and format.
File size and associated metadata.
Extracted text and document passages.
Relevant source locations and document references.

Uploaded originals are maintained in private backend document storage, while extracted document content and related references are stored in the application database.

Document information is used for document retrieval, summaries, comparisons, contextual research, and other features requested by you.

2.4 Research and Search Information

When you use Convia's research capabilities, we may process:

Search queries.
Research instructions.
Retrieved source information.
Source metadata and snippets.
Research session history.
AI-generated research summaries.
Citation references and saved research artifacts.

Research information may be retained in your account so that you can revisit, manage, and reuse previous research sessions.

2.5 Information From Connected Third-Party Services

Convia offers optional integrations with external services, including Google Workspace.

When you authorize a connection, we may process information made available through the permissions you grant.

Google Workspace information may include:

Gmail

Inbox message information returned through supported read-only listing and search operations.

Google Calendar

Upcoming events from your primary calendar within the supported retrieval period.

Google Drive

Recent file metadata made available through the read-only integration.

Convia currently uses read-only Google Workspace access. It does not send or modify emails, create or edit calendar events, or download and modify Google Drive files through this integration.

Google OAuth access and refresh tokens are encrypted before being stored in our backend.

You can disconnect Google Workspace through the integration controls. Disconnecting requests token revocation and removes the associated stored credentials from Convia. Account deletion removes credentials stored by Convia but may not revoke the Google authorization grant; revoke that grant separately in your Google Account.

2.6 Voice and Audio Information

Convia provides optional browser-based voice functionality.

Depending on the feature used, information may include:

Speech input.
User-provided voice recordings.
Audio submitted for transcription.
Generated speech output.

Browser-based speech recognition and synthesis may be handled by your browser or its underlying service provider.

Convia also supports an optional NVIDIA Parakeet transcription workflow. Audio is sent to the Convia backend and forwarded to NVIDIA for transcription after you explicitly initiate the recording or transcription action.

2.7 Travel and Other User-Provided Information

When using travel-related features, Convia may process information such as destinations, travel dates, and search preferences to generate official provider search links. Those details are included in a provider URL only when you choose to open that link.

When you continue to a provider, that provider handles booking, pricing, and payment.

2.8 Automatically Processed Technical Information

When you access Convia, our website and backend infrastructure may automatically process limited technical information, including:

IP address.
Browser type and version.
Operating system and device information.
Request timestamps.
Accessed application routes.
API request metadata.
Security and diagnostic information.

This information may be used for service operation, troubleshooting, security, and abuse prevention.

3. How We Use Your Information

We process information for the following purposes:

Providing the Service

To operate user accounts, maintain workspace records, manage conversations, retrieve saved knowledge, and provide the application's core functionality.

AI-Powered Assistance

To process user instructions, generate responses, summarize documents, explain information, assist with writing, and support research and planning workflows.

Document Management

To securely receive, store, extract, retrieve, summarize, compare, and manage documents uploaded by users.

Research and Information Retrieval

To execute user-requested searches, retrieve external information, maintain research history, and generate source-linked research artifacts.

Integrations

To provide authorized access to connected third-party services and display relevant information within Convia.

Security and Reliability

To authenticate users, enforce account-level access controls, detect suspicious activities, investigate technical issues, and maintain service reliability.

Communication

To respond to support requests, communicate important service information, and address privacy-related inquiries.

We do not intend to use private workspace content for targeted advertising or commercial data brokerage.

4. AI Processing and Third-Party AI Providers

Convia offers optional AI-powered functionality through external inference providers.

Depending on the configuration of the service and the feature being used, Convia may utilize:

Nebius AI.
NVIDIA AI.
NVIDIA Parakeet for audio transcription.

4.1 Information Sent for AI Processing

When you use AI-powered features, relevant information may be transmitted to the configured AI provider.

This may include:

Your submitted prompts and instructions.
Relevant conversation history.
Contextual information selected for the operation.
Relevant saved memories or workspace records.
Selected document passages.
Text submitted for explanation, summarization, or generation.

Convia uses contextual retrieval and does not automatically attach every record in your account to every AI request.

Context Packs and other explicit selections allow you to determine which saved information is included in particular workflows.

4.2 Document AI Processing

Uploading a document does not automatically mean its entire contents are sent to an AI provider.

Document extraction and indexing are performed by the Convia backend. Selected extracted passages may subsequently be transmitted to the configured inference provider when you request AI-powered questions, summaries, or related processing.

4.3 Third-Party Provider Practices

External AI providers process submitted information under their respective privacy policies, contractual terms, and data processing practices.

Convia does not independently control the retention, security, or processing policies of external AI providers.

Users should avoid submitting passwords, private credentials, confidential business information, or other highly sensitive material unless they understand and accept the applicable processing arrangements.

5. Research and External Search Providers

Convia may use Tavily Search to provide research and information retrieval capabilities.

When a research operation is initiated, relevant search queries are transmitted from our backend to Tavily.

Retrieved source metadata, snippets, research results, and associated synthesis may be stored within your account as part of your research history.

Tavily operates independently and is subject to its own privacy and data processing policies.

6. Google Workspace Integration

Connecting Google Workspace requires your explicit authorization through Google's OAuth consent process.

Convia requests permissions required for the supported integration features.

Google Workspace information is retrieved for use within your personal workspace and is not intended for advertising or unrelated commercial purposes.

Google OAuth credentials are encrypted before being stored in our backend.

You may disconnect the integration at any time through Convia's integration settings or revoke access through your Google Account permissions.

Disconnecting removes the associated stored credentials from Convia and requests revocation through Google.

Google's own privacy practices and data policies continue to apply to information maintained by Google.

7. Data Storage and Processing

Convia uses a backend architecture to provide persistent and authenticated workspace functionality.

Your information may be stored across the following application components:

Application Database

Account information, conversations, workspace records, research sessions, generated artifacts, document references, and related application data.

Private Document Storage

Original documents uploaded through the document vault.

Browser Storage

Browser sessions use a server-issued HttpOnly, SameSite cookie, marked Secure in production. Browser local storage may retain non-sensitive display identity and appearance preferences; it is not the source of browser authentication. Non-browser API clients may use bearer tokens.

Third-Party Processing Services

Selected information may be transmitted to authorized external providers when you use integrations, AI, research, or transcription features.

Convia uses account-scoped access controls to ensure protected workspace records are associated with their respective authenticated users.

Convia does not sell, rent, or trade personal information or private workspace content to advertisers or data brokers.

Information may be shared in the following circumstances:

Service Providers

Information may be shared with hosting providers, infrastructure providers, AI services, search services, and other vendors when necessary to operate the platform or deliver requested functionality.

User-Authorized Integrations

Information may be transmitted to third-party services when you explicitly connect or use those integrations.

Legal Requirements

Information may be disclosed when required by applicable law, a valid legal request, or a competent governmental authority.

Security and Protection

Information may be processed or disclosed when reasonably necessary to investigate abuse, enforce applicable terms, protect users, or safeguard the security and integrity of Convia.

We aim to limit disclosures to information reasonably necessary for the relevant purpose.

9. Data Retention and Deletion

Convia retains information for as long as necessary to provide the requested services, maintain your account, fulfill legitimate operational requirements, and comply with applicable legal obligations.

Different information categories may have different retention periods.

Account information is retained while your account remains active.
Conversation and workspace records remain available until deleted or otherwise removed.
Uploaded documents may be deleted through the document management functionality.
Research sessions and saved artifacts may be removed through available management controls.
Google OAuth credentials are removed when the integration is disconnected, subject to completion of the relevant revocation and deletion operations.
Technical and security records may be retained for operational or legal purposes.

You can request account deletion from Settings in Convia. Account deletion removes your account's stored workspace records and uploaded document files from active application storage. Deleting your Convia account removes credentials stored by Convia but does not necessarily revoke the Google authorization grant; revoke it separately in your Google Account.

You may also contact us with privacy requests. We will assess eligible requests and remove eligible information within the timeframe required by applicable law.

Certain information may remain in restricted records where retention is required by law or necessary to establish, exercise, or defend legal claims.

10. Data Security

We take reasonable technical and organizational measures to protect information processed through Convia.

These measures include:

Account authentication and access controls.
User-scoped access to protected workspace records.
Server-side management of third-party provider credentials.
Encryption of stored Google OAuth credentials.
Input validation and controlled API access.
Restricted document storage and account-level document management.
Separation of application functionality and backend provider operations.

We continuously seek to improve our security practices as the platform evolves.

However, no method of electronic transmission, processing, or storage is completely secure. We cannot guarantee absolute protection against all possible security incidents or unauthorized access.

Users are encouraged to maintain secure passwords, protect their devices, and avoid sharing authentication credentials.

11. Cookies and Browser Storage

Convia uses an HttpOnly, SameSite cookie to maintain browser sessions; the cookie is marked Secure in production. Browser local storage may retain non-sensitive profile display information and appearance preferences. Non-browser API clients may use bearer tokens.

The website and its hosting infrastructure may also use essential technical mechanisms for service delivery, security, and reliability.

Any additional analytics, advertising, or non-essential tracking technologies introduced in the future will be addressed in this policy as applicable.

12. Your Privacy Rights and Choices

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

Request access to personal information associated with your account.
Request correction of inaccurate or incomplete information.
Request deletion of personal information.
Withdraw consent for processing where consent is the applicable legal basis.
Disconnect third-party integrations.
Request information about how your personal data is processed.
Raise privacy complaints or concerns.
Exercise other rights provided under applicable data protection laws.

You may manage certain information directly through Convia's workspace and document management controls.

For additional requests, contact us using the information provided in Section 17.

We will review and respond to eligible requests in accordance with applicable legal requirements.

13. International Data Processing

Convia may rely on infrastructure providers and external processing services operating in different countries.

Depending on the services configured and used, your information may be processed or transferred outside your country of residence.

Where international transfers occur, Convia will seek to implement appropriate safeguards and comply with applicable data protection requirements.

14. Children's Privacy

Convia is a general-purpose productivity and workspace platform and is not specifically designed to collect personal information from children.

We do not knowingly seek personal information from children in violation of applicable laws.

Where applicable law requires parental or guardian authorization, we will follow the relevant legal requirements.

15. Third-Party Links and Services

Convia may provide links to third-party websites, search results, travel providers, documentation, and external applications.

Once you navigate to an external service, its own privacy policy and terms govern your interaction.

Convia does not control the independent data processing practices of external websites and services.

We recommend reviewing their privacy policies before submitting personal or confidential information.

16. Changes to This Privacy Policy

We may revise this Privacy Policy periodically to reflect:

New product features.
Changes to existing data processing activities.
New third-party integrations.
Security and infrastructure improvements.
Changes in applicable laws and regulatory requirements.

Any revised policy will be published on our official website.

The updated effective date will appear at the beginning of the document.

Where applicable, we will provide notice and obtain any required consent before implementing material changes to our data processing practices.

17. Contact Information and Grievance Redressal

For privacy-related questions, requests, complaints, or concerns, contact the person responsible for operating Convia:

Product: Convia

Developer / Operating Individual: Ritu Raj Bora

Data Fiduciary Contact: Ritu Raj Bora

Website: https://convia-web.xyz

Privacy and Grievance Email: riturajbora291@gmail.com

Registered / Correspondence Address:

West Garmari, Raha,
Nagaon, Assam,
782103, India.

Please use the subject line:

Privacy Request – Convia

We will review and address eligible privacy requests and grievances in accordance with applicable data protection laws.