Privacy Policy

This Privacy Policy explains how Clavion Labs ("Clavion Labs," "we," "us," or "our") collects, uses, stores, shares, and protects personal data. It applies to this website, to inquiries and bookings you make with us, and to the software integrations we build and operate for our clients through Clavion Connect, including our QuickBooks Online and Google Workspace integrations. It also describes the privacy rights available to you, including under the EU and UK General Data Protection Regulation (GDPR).

Who we are

Clavion Labs is the trade name (dba) of Clavion Arts LLC, a Colorado limited liability company, and is an artificial intelligence and software consultancy that builds workflow automations for business clients. For personal data submitted through this website (for example, a contact form), Clavion Labs is the data controller. When we connect Clavion Connect to your QuickBooks Online company and process the data inside it, we act as a data processor on behalf of you, the client, who remains the controller of that data. We process it only on your behalf and under your direction.

Information we collect

Information you provide. When you contact us or book a consultation, we collect the details you submit, such as your name, email address, and the contents of your message. Payments for paid bookings are processed by our scheduling and payment providers; we do not store your full card details.

Information collected automatically. Like most websites, our hosting infrastructure may log basic technical information such as IP address, browser type, and pages requested, for security and reliability. Our website uses only the cookies necessary for it to function and does not use advertising cookies.

QuickBooks Online data (Clavion Connect). With your explicit authorization, Clavion Connect accesses only the QuickBooks Online accounting data required to perform the automation you have engaged us to build. This may include:

• Company information, including the company identifier and tax configuration
• Customers, products and services, and classes
• Transactions such as estimates and invoices, and their associated documents

We request the minimum permission scope necessary. Clavion Connect uses the accounting permission scope only. We do not access your payroll, bank account, or payments data, and we do not request permissions we do not need.

Google Workspace data (Clavion Connect). Where an automation requires it, and with your explicit authorization through Google's consent screen, we access your Google Workspace data only to perform the automation you have engaged us to build. Depending on your workflow, this may include:

• Gmail: to read and organize messages, manage labels, and draft or send email as part of the automation. It never permanently deletes mail.
• Drive: to find, read, organize, share, copy, or export the files the automation needs. It never deletes or trashes files.
• Docs: to read, create, and edit documents.
• Sheets: to read and write spreadsheet data.
• Chat: to read and post messages in spaces and view space membership. Chat message content is accessed under a restricted scope and handled under the same Limited Use terms described below.

We request only the scopes that your workflow requires, and the integration acts only within the access you approve on Google's consent screen.

Google API limited use. Clavion Labs' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We do not sell Google user data, do not use it for advertising, and do not allow humans to read it except where you give consent, where required for security or to comply with law, or where the data has been aggregated and anonymized.

How we use this information

We use the information we collect to respond to your inquiries and bookings, to provide and operate the automations you have authorized, and to secure, support, and improve our services. For QuickBooks data specifically, that means looking up a customer, creating or updating a transaction, applying the correct tax, and returning a finished document to your team. We do not use your data for advertising, and we never sell it.

Legal bases for processing

Where the GDPR applies, we rely on the following legal bases:

• Contract: to deliver the services and integrations you have engaged us to build and operate.
• Consent: when you submit a contact form, book a consultation, or authorize a connection to your QuickBooks Online company. You may withdraw consent at any time.
• Legitimate interests: to secure, maintain, and improve our services, where not overridden by your rights.
• Legal obligation: to comply with applicable law.

Authorization and credentials

Connections to QuickBooks Online are established through Intuit's OAuth 2.0 authorization flow. A QuickBooks Online administrator on your team grants access through Intuit's own secure screen. Clavion Labs never receives, sees, or stores your QuickBooks username or password. We store only the access and refresh tokens Intuit issues, which we use to make authorized API calls on your behalf. Tokens are stored securely and are refreshed automatically as they expire.

How we store and protect data

Data and credentials are stored in access-controlled cloud infrastructure, encrypted in transit and at rest. Access is limited to the Clavion Labs personnel who operate and maintain your service. We retain only the data needed to run, support, and debug the service.

Data sharing and subprocessors

We do not sell your data, and we do not share it with third parties for their own marketing. We share data only with the service providers (subprocessors) that help us deliver the service, and with the platforms you direct us to use, such as your own QuickBooks Online account. Our subprocessors include cloud hosting and database providers, our scheduling and payment providers for bookings, and, where an automation requires it, AI processing providers used strictly to perform the function you authorized. Each is bound by its own security and confidentiality obligations. We may also disclose information where required by law.

International data transfers

Our service providers are primarily located in the United States. Where we transfer personal data from the European Economic Area or the United Kingdom, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses, to protect that data.

Data retention

We keep personal data only for as long as needed for the purposes described in this policy, to operate the service, and to meet legal or contractual obligations. Authorization tokens are stored encrypted. You may disconnect Clavion Connect at any time: for QuickBooks Online, from the Apps page inside your account; for Google Workspace, from your Google Account's security settings, under the apps with access to your account. On disconnection, the stored authorization tokens are revoked and become unusable. On request, or at the end of your engagement, we delete your stored connection, operational data, and credentials from our systems.

Your privacy rights

Depending on where you live, you may have the right to access, correct, update, or delete your personal data, to restrict or object to certain processing, to request a portable copy of your data, and to withdraw consent where processing is based on consent. If you are in the EEA or the UK, you also have the right to lodge a complaint with your local data protection supervisory authority.

Because we process QuickBooks data as a processor on behalf of our clients, if your data was provided to us by a business we work with, we will refer your request to that business and support them in responding. To exercise any right, contact us at support@clavionlabs.com. We will respond within the timeframe required by applicable law.

Children's privacy

Our website and services are intended for businesses and are not directed to children. We do not knowingly collect personal data from children.

Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated effective date at the top of this page.

Contact

For any question about this policy or about how your data is handled, or to exercise your privacy rights, contact us at support@clavionlabs.com or through our contact page.