Privacy Policy

Version 2026.1 · In effect from August 13, 2026

This explains what information Acorvia holds, why, and who else touches it. It covers both the agencies who buy Acorvia and the reps whose details agencies keep in it.

If you're a rep, start here. Your details are in Acorvia because your agency put them there. They decide what is collected and why — we only hold it for them. To see, correct or delete anything about you, ask your agency first; they can do all of it themselves. If you can't reach them, write to us and we'll help.

1. Two different jobs we do

Acorvia handles two kinds of information, and our responsibilities differ for each.

Whose information	Who decides what's collected	Our job
The agency that buys Acorvia, and the staff who sign in	We do	We're responsible for it directly — the "controller"
The reps whose details an agency keeps in Acorvia	The agency does	We hold and process it on their instructions — the "processor"

So: questions about a rep's details go to that rep's agency. Questions about how Acorvia itself handles information come to us.

2. What we collect about our customers

When you sign up

Your agency's name and the web address you choose
Your name, work email and (if you give it) phone number
Roughly how many reps you have, if you tell us

When you pay

Card payments go through Stripe on Stripe's own page. We never see or store your card number. We keep the customer and subscription reference Stripe gives us, so your bills line up with your account.
Your billing address and tax details, where you give them to us.

While you use it

Sign-in times and IP addresses, to keep the account secure
Records of significant actions taken in the app, so a question about who changed what has an answer
Technical logs — errors, timings — that let us find and fix problems
Anything you send us: support emails, and bug reports you file from inside the app, including any screenshot you attach

3. What agencies keep about their reps

We don't choose this — each agency does. In practice it usually includes:

Name, date of birth, email, phone and postal address
Tax identification (such as an SSN or EIN) collected on a W-9, and their tax classification
Documents the rep hands in: signed agreements, tax forms, direct deposit authorisations
Who sponsors them and who sits below them
Their sales, commissions, payouts, and any stock they hold
If they use the rep portal: sign-in times, and sales they record

Tax identification numbers and bank details are encrypted where they are stored, and only their last four digits are shown in the app.

We do not sell this information, we do not share it with other agencies, and we do not use it to market anything to reps.

4. Why we hold it

To run the service — the reason it's there at all.
To bill correctly — counting active reps and taking payment.
To keep accounts secure — spotting misuse and unusual sign-ins.
To support you — answering questions and fixing faults.
To improve Acorvia — understanding which parts are used and where people get stuck. We use overall patterns for this, not individual reps' details.
To meet legal obligations — such as keeping financial records.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

Only the services we need to run Acorvia, each doing one job:

Who	What for	What they see
Stripe	Taking your subscription payment	Your billing contact and card details — which go to them directly, not through us
SendGrid	Sending email — invites, sign-in links, notices	The recipient's name and email address, and the message itself
Shippo	Buying shipping labels, if your agency uses it	The delivery name and address on that shipment
Anthropic	Writing a short plain-language summary of bug reports filed from inside the app	The text and images in that bug report. Don't put personal details in a bug report you don't want read this way.
Our hosting provider	Running the servers and database	They store the information but don't use it

We may also share information where the law requires it, or to protect someone's safety or our rights. If Acorvia is ever sold or merged, your information may move with the business — you'd be told beforehand, and this policy would keep applying until you were told otherwise.

Your agency's information is never shown to another agency.

6. Cookies and tracking

Acorvia uses the smallest amount of this we can manage.

The app keeps your sign-in token in your browser's local storage so you stay signed in. That's necessary for it to work at all.
The website at acorvia.com carries no advertising trackers and no third-party analytics.
We don't track you across other websites, and we have nothing to sell to anyone who would.

7. How we protect it

Everything travels over an encrypted connection (HTTPS).
The most sensitive fields — tax identification numbers and bank account numbers — are encrypted where they're stored, so they're unreadable even to someone holding the database file.
Passwords are stored as one-way hashes. Nobody at Acorvia can read yours.
Each agency's information is separated, and every request is checked against the account it came from.
Inside an agency, you control who can see what, screen by screen.
Access on our side is limited to the people who need it to run the service.

No system is perfectly secure. If personal information is exposed by a breach on our side, we'll tell affected agencies promptly, tell them what we know, and report it where the law requires.

8. How long we keep it

While your account is open — for as long as you keep it.
After you cancel — 90 days, so you can come back or ask for a copy. Then it's removed. Backups age out over a further short period.
Financial records — bills and payment records are kept longer where tax and accounting law requires it.
Signups that never finished — the name, address and email from an abandoned signup are kept so we can help if you come back to it.

9. Your rights

Depending on where you live, you may have the right to ask for a copy of the personal information held about you, to have it corrected, to have it deleted, to object to certain uses, or to be free from discrimination for exercising any of these.

If you're a rep: ask your agency. They hold the decision and can act on it themselves, immediately. We'll help them if they need us.

If you're our customer: write to [email protected] and we'll respond within 30 days. We may need to confirm who you are first.

10. Where it's held

Acorvia's servers are in the United States. If you use Acorvia from elsewhere, your information is transferred to and held in the US.

11. Children

Acorvia is a business tool and isn't meant for anyone under 18. We don't knowingly collect information about children. If you believe a child's information is in Acorvia, tell us and we'll remove it.

12. Changes to this policy

When we change this policy, the version and date at the top change with it. For anything that materially affects how we handle personal information, we'll email account admins at least 30 days beforehand.

13. Getting in touch

Privacy questions: [email protected]
Anything else: [email protected]