This Privacy Policy explains how Riva ("we," "us," or "our") collects, uses, and protects your information when you use our AI email scheduling assistant service.
What Riva Does
Riva is an AI assistant that helps you schedule meetings. When someone CCs your Riva assistant on an email thread, it reads the conversation, checks your calendar availability, proposes meeting times, and creates calendar events once confirmed.
Information We Collect
Account Information
When you sign up, we collect:
- Email address and name from your Google account (for identity verification only)
- Phone number (if you choose SMS notifications)
- Telegram Chat ID (if you choose Telegram notifications)
Assistant Account
Riva requires you to connect a separate Google account as your "assistant." This is a different account from your personal Google account. For this assistant account, we request access to:
- Gmail (read, send, and manage emails)
- Google Calendar (view availability and create events)
- Google Contacts (look up attendee information)
Important: We do NOT have access to your personal email inbox. We only access the assistant account you explicitly connect.
Scheduling Data
When processing scheduling requests, we collect and store:
- Email threads where your assistant is CC'd (subject, body, participants)
- Meeting attendee information (names and email addresses)
- Meeting details (title, duration, proposed and confirmed times)
- Your scheduling preferences (working hours, timezone, buffer times)
Communication Data
We store messages exchanged for scheduling confirmations:
- SMS messages sent via Twilio
- Telegram messages sent via our bot
User Preferences
You can configure:
- Working hours and timezone
- Zoom personal meeting link
- Meeting duration defaults
- Scheduling rules and preferences
How We Use Your Information
We use your information to:
- Process and coordinate meeting scheduling requests
- Send emails from your assistant account
- Check your calendar availability
- Create calendar events with video conferencing links
- Send SMS or Telegram notifications for confirmations
- Analyze email content using AI to understand scheduling intent
Third-Party Services
We share data with these service providers to operate Riva:
| Service | Data Shared | Purpose |
|---|---|---|
| OAuth tokens, email content, calendar data | Gmail/Calendar/Contacts API access | |
| Anthropic (Claude AI) | Email content, scheduling context | AI analysis to understand scheduling requests |
| Twilio | Phone number, message content | SMS delivery (if you choose SMS) |
| Telegram | Chat ID, message content | Message delivery (if you choose Telegram) |
What We Do NOT Do
- Sell your personal information
- Use your data for advertising
- Share your data with third parties for their marketing purposes
- Share or sell your mobile phone number or SMS message data with third parties for marketing or promotional purposes
- Access your personal email (only the assistant account you connect)
Data Security
We protect your information by:
- Using HTTPS encryption for all data transmission
- Storing OAuth tokens securely in our database
- Hosting our servers in the United States (Render)
- Limiting access to authorized personnel only
Data Retention
- Account data: Retained until you delete your account
- Email threads and messages: Retained for service operation and scheduling history
- Scheduling requests: Active for 2 days, then archived
- OAuth tokens: Retained until you disconnect your assistant account
You can request deletion of your data at any time by contacting us.
Your Rights
You have the right to:
- Access your personal data
- Delete your account and associated data
- Revoke Google OAuth access at any time via your Google account settings
- Opt out of SMS by replying STOP to any message
- Export your data upon request
SMS/Text Message Terms
If you choose SMS notifications:
- Consent: By providing your phone number and selecting SMS notifications, you consent to receive scheduling-related text messages
- Message types: Appointment confirmations, scheduling options, reminders
- Frequency: Varies based on your scheduling activity (typically 2-10 messages per scheduling request)
- Rates: Message and data rates may apply
- Opt-out: Reply STOP to any message to unsubscribe. We will confirm your opt-out and stop sending messages within 10 days
- Help: Reply HELP for assistance or contact us at the email below
These are transactional messages related to your scheduling requests, not marketing messages.
Children's Privacy
Riva is not intended for users under 18 years of age. We do not knowingly collect information from children.
California Privacy Rights
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information we collect
- Right to delete your personal information
- Right to opt-out of sale of personal information (we do not sell your data)
- Right to non-discrimination for exercising your rights
Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email before the changes take effect. Your continued use of Riva after changes become effective constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or want to exercise your rights, contact us: