Legal Centre

1. Contact Information

Avaname Incorporated1324 Corley Drive North, London, Ontario, Canada N6G 4L4Privacy questions, personal-information requests, marketing-consent withdrawal, and privacy complaints: privacy@avaname.comBilling, payment, cancellation, refund, subscription, and account-administration requests: avaname@avaname.com

2. Personal Information We Collect

• Information you provide, including name, business email, telephone number, job title, organization, billing address, account credentials, inquiry details, and communications.
• Nova conversation content and contact details you choose to provide, including first name, last name, email address, phone number, and inquiry information.
• Client Data processed for business clients, including lead lists, CRM records, message content and metadata, client configuration, knowledge-base materials, and information expressly routed to AURA.
• Technical information used to operate and secure the website and AURA, such as device/browser characteristics and security/audit events.
• Limited transaction and billing information. Payments are processed through embedded Helcim payment fields; Avaname does not receive, transmit, or store full payment-card numbers.
• A record of affirmative email-marketing consent where you select the optional checkbox, including source, time, wording/version, and any withdrawal/unsubscribe event.

3. How We Use Information

• Provide, administer, operate, secure, support, troubleshoot, and improve the website and AURA.
• Respond to inquiries, requested demonstrations, and follow-up about an inquiry.
• Process subscriptions, payments, refunds, cancellations, and account administration.
• Operate Nova and create client-specific CRM contacts where appropriate to the relevant AURA deployment.
• Send marketing emails only where permitted and, where required, with affirmative consent.
• Prevent, detect, investigate, and respond to fraud, abuse, security incidents, and legal obligations.

4. Nova and AI Features

Nova is Avaname's AI assistant. Full Nova transcripts and associated identifiable session/contact data are retained for up to 13 months after the last conversation activity for operation, security, troubleshooting, quality assurance, evaluation, and improvement of Nova. A contact captured through Nova may become a client-specific CRM record and then follows the applicable Client/account retention setting. Marketing-consent records may be retained separately as necessary to demonstrate consent and manage opt-outs.

After 13 months, identifiable transcripts and associated identifiers are deleted from active systems unless a legal hold or law requires retention. Avaname does not use Client Data to train or fine-tune underlying model weights. Properly de-identified or anonymized information that cannot reasonably be linked to an individual, Client, tenant, or specific conversation may be retained longer.

5. Cookies and Analytics

Our Cookie Policy explains browser local storage, consent choices, and analytics. Self-hosted Matomo analytics loads only after you enable Analytics in the consent banner. Matomo is configured without analytics cookies, masks IP addresses before storage, does not use persistent visitor IDs, and does not use session recording, heatmaps, form analytics, or third-party analytics processing. Raw Matomo logs are retained for up to 13 months; non-identifying aggregate reports may be retained longer.

6. Service Providers and Disclosure

We share personal information only as necessary to provide, secure, support, and administer our services; process payments; comply with law; or carry out a request made by you or a Client. AURA production data is persistently stored on Canadian-hosted infrastructure, subject to client-selected mailbox integrations and authorized remote-access paths.

• Rica Web Services Inc. (Servarica), Montreal, Quebec, Canada: AURA application/database hosting, CRM, SOPHIA operations, Nova transcript storage, self-hosted Matomo, LiveKit, logs, and cross-server backup replication.
• Canadian Web Hosting: dedicated Canadian GPU infrastructure for aura.avaname.com, including self-hosted model inference, embeddings, retrieval/knowledge store, safety checks, classification, and cross-server backup replication.
• Helcim: embedded payment processing for Avaname billing.
• Google and Microsoft: client-selected mailbox integrations used only when a Client authorizes Google Workspace/Gmail or Microsoft 365/Graph functionality.

7. International Access and Processing

Client Data is persistently stored in Canada. However, Client-selected Google or Microsoft mailbox providers may process relevant outreach and reply data under the Client's own configuration, and authorized administrators may access Canadian-hosted systems remotely. We do not represent that every Client-selected provider or authorized remote-access path is exclusively Canadian.

8. Retention

• Nova transcripts and associated identifiable session/contact data: up to 13 months after last activity.
• Raw Matomo analytics logs: up to 13 months; non-identifying aggregate reports may be retained longer.
• Routine operational logs: up to 90 days where practicable.
• Justified security/audit logs: up to 13 months.
• Client Data and Client-specific Outputs: during the Client relationship and the applicable 30-day post-termination export/deletion period.
• Backups: expire through the ordinary cycle after source deletion, targeted at no more than 35 additional days.
• Billing/tax, consent, security, and legal-hold records: only for the relevant required purpose or legal period.

9. Your Rights and Choices

Depending on applicable law, you may request access to, correction of, deletion of, or information about personal information we hold; withdraw consent; or object to certain processing. To make a privacy request, email privacy@avaname.com. You may unsubscribe from marketing through the unsubscribe option in a message or by contacting us. Business Clients generally control Client Data, and we assist them as required under applicable law and the DPA.

10. Security

We maintain reasonable administrative, technical, and organizational safeguards designed to protect personal information. No system or transmission can be guaranteed completely secure.

11. Changes

We may update this Policy as our services, practices, or legal requirements change. The Last updated date identifies the current version. Where required, we will provide notice of material changes.

12. Contact

Privacy: privacy@avaname.comBilling and account administration: avaname@avaname.comMail: Avaname Incorporated, 1324 Corley Drive North, London, Ontario, Canada N6G 4L4

1. Consent Choices

Our consent banner lets visitors accept all optional technologies, reject optional technologies, or manage preferences. Strictly Necessary technologies remain active because they are needed to operate the website, preserve the current consent decision, maintain security, and support necessary payment functions.

2. Strictly Necessary Technologies

The local-storage item \avaname.consent\ records your consent choice until you clear browser storage or consent is renewed. Necessary payment functions may also be set inside Helcim's embedded payment frame for card capture and fraud checks. Card information remains within Helcim's frame and does not reach Avaname's page, servers, or database.

3. Preferences

The optional \avaname.preferences\ local-storage item remembers the selected billing term and plan stream. It remains until you withdraw Preferences consent or clear browser storage. If you withdraw Preferences consent, this item is deleted and the website may ask you to choose these options again.

4. Analytics

If you enable Analytics, we load self-hosted Matomo analytics on Canadian infrastructure. Matomo does not set analytics cookies, masks IP addresses before storage, does not use persistent visitor IDs, and does not use session recording, heatmaps, form analytics, or third-party analytics providers. The Matomo script is not fetched until Analytics consent is granted. Raw Matomo visit logs are retained for up to 13 months. Aggregated reports that do not reasonably identify an individual may be retained longer.

5. Managing Preferences

You can choose Accept All, Reject All, or Manage Preferences. You may turn Preferences and Analytics on or off independently using the Cookie Preferences control. Reject All leaves only Strictly Necessary technologies active. You can also clear browser storage using browser controls; this may cause the site to request your choices again.

6. Consent Renewal

We re-prompt for consent every 12 months and sooner if we materially change technology categories, purposes, tracking features, vendors, or privacy impact.

7. Changes and Contact

We may update this Cookie Policy to reflect changes in technology, practices, or legal requirements. For privacy questions, contact privacy@avaname.com.

1. Company and Acceptance

Avaname Incorporated operates this website. By accessing or using it, you agree to these Terms & Conditions. If you do not agree, do not use the website. You must be at least 18 years old and able to enter a binding agreement.

2. Website Use

You may use the website only for lawful purposes and in accordance with these Terms. You must not interfere with the website, bypass security controls, scrape or harvest information without permission, introduce malicious code, impersonate another person, or use the website to violate law.

3. Intellectual Property

The website, AURA, SOPHIA, Nova, software, models, prompts, workflows, scoring methodology, content, designs, trademarks, and other Avaname intellectual property are owned by or licensed to Avaname. No right is granted except the limited right to use the public website as intended. You may not copy, reverse engineer, decompile, sell, sublicense, create a competing product from, or exploit Avaname intellectual property without written permission.

4. Nova and Website Forms

Nova is an AI assistant. Information submitted through Nova or website forms may be used to respond to the request and follow up regarding that inquiry, as described in the Privacy Policy. Optional marketing consent is separate and is not required to submit an inquiry, use Nova, or request information.

5. Third-Party Services

The website may link to or integrate third-party services, including embedded payment services. Those services are governed by their own terms and privacy practices. Avaname is not responsible for third-party services or content.

6. Disclaimers

The website and its content are provided on an "as is" and "as available" basis. Information may change and may contain errors or omissions. AURA and AI-generated content may be inaccurate, incomplete, biased, or unsuitable for a particular purpose. Nothing on the website guarantees sales, leads, meetings, revenue, deliverability, business results, uninterrupted availability, or fitness for a particular purpose.

7. Limitation of Liability

To the maximum extent permitted by law, Avaname is not liable for indirect, incidental, special, consequential, punitive, or exemplary damages, or lost profits, revenue, data, goodwill, or business opportunity arising from website use. This section does not limit liability that cannot lawfully be limited.

8. Changes and Termination

We may change, suspend, or discontinue the website or these Terms at any time. The Last updated date identifies the current version. Continued use after an update means acceptance of the updated Terms to the extent permitted by law.

9. Governing Law

These Terms are governed by the laws of Ontario and the federal laws of Canada applicable there. Subject to applicable law, disputes will be resolved in Ontario courts or through the dispute process stated in the applicable AURA Terms.

10. Contact

Avaname Incorporated1324 Corley Drive North, London, Ontario, Canada N6G 4L4Billing/account administration: avaname@avaname.comPrivacy matters: privacy@avaname.com