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Privacy Policy

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This Privacy Policy explains how Calven AI, LLC, a Delaware limited liability company ("Calven", "we", "us"), collects, uses, and protects personal data when you visit the calven.ai website (the "Website") or use the Calven service at app.calven.ai (the "Service"). Questions and requests go to legal@calven.ai.

Where we process personal data on behalf of a customer workspace, our Data Processing Addendum sets out the terms of that processing.

1. Data we collect

  • Account data. Name, email address, and workspace membership, collected when you sign up for the Service.
  • Billing data. Billing contact name and work email, company name, billing address, tax ID, and payment history for workspaces on a paid plan. Card details go directly to Stripe, our payment processor, and never reach Calven.
  • Customer content. Files, documents, transcripts, CRM records, personas, messaging documents, and chat conversations your workspace submits to or creates in the Service.
  • Interview respondents. The name and contact details of people your workspace invites to a win/loss interview. For AI voice interviews, audio is processed in real time to produce a transcript and is not recorded. Calven keeps the transcript with the interview; the voice provider keeps its copy of the transcript for up to 30 days.
  • Slack and Microsoft Teams apps. If your workspace connects the Calven app for Slack or for Microsoft Teams, Calven receives the messages people send to it or that mention it, and the files they share with it. It keeps the IDs of the people who use it, your Slack workspace ID and name or your Microsoft Entra tenant ID, the IDs of the channels it works in, and the conversation references it needs to reply. When someone links their Slack or Teams account to their Calven account, Calven keeps that link until they remove it. For a channel message Calven does not answer, it keeps only the message's IDs and the sender's ID, never the text. To answer in a thread, Calven reads that thread's earlier replies and their authors' names, and uses them only for that answer. Records of the messages Calven receives are kept for 90 days, and records of the notifications it sends for 365 days. Shared files are kept like other uploaded files. When an admin disconnects or uninstalls the app, Calven deletes the installation, its channel details, and the linked accounts 30 days later, unless the app is reconnected first.
    • Slack: Calven never stores the text of a Slack message; it reads the message from Slack when it answers. Where an admin turns it on for a channel, Calven also answers posts in that channel that do not mention it. Calven keeps each linked person's Slack time zone to time their daily digest.
    • Microsoft Teams: Calven keeps the text of a Teams message until it has answered, and deletes it within 24 hours at the latest. It also keeps the names of the teams and channels the app is added to, and the Microsoft sign-in name of a linked account. In a team whose owner allows it, Microsoft sends Calven every channel message. Teams messages pass through Microsoft's Bot Framework service, which is not limited to the EU.
  • MCP data. Each call an AI client makes to the Calven MCP server is logged with the tool used, its outcome and timing, the workspace, and the user whose key or sign-in made it. The log does not store what was asked. Personal MCP keys are stored only as a one-way hash, and Calven does not store the access tokens an AI client receives when you sign in through it.
  • Integration data. Data exchanged with third-party services your workspace chooses to connect, plus the credentials needed to maintain the connection.
  • Website forms. If you submit a form on the Website, such as a Startup Program application, we collect the details you enter, your company domain, campaign parameters, and coarse device information. Your IP address is used transiently to derive an approximate location and is not stored.
  • Usage data. Product usage events and technical logs that help us operate and improve the Service. While a workspace is on a trial, we may record session replays of how its administrators and contributors use the Service. A replay may show the Service's own interface text, competitor names and websites, the company details entered in the first onboarding step, and the prompts typed to agents. Everything else, including customer and CRM data, contacts, quotes, documents and file names, transcripts, survey answers, personas, agent answers, other members' details, and credentials, is masked before capture. Replays are deleted after 30 days.
  • Support sessions. When Calven support signs in to a workspace to help or to resolve a critical incident, the session is recorded in that workspace's audit log. Each session lasts at most four hours. Workspace administrators can require that support asks them first.

The Service is for business use by people aged 18 or older. We do not knowingly collect personal data from children. If you believe a child has given us personal data, email legal@calven.ai and we will delete it.

2. How and why we use data

We use data to provide and operate the Service, process your content with AI models on your instruction, process payments and issue invoices, communicate with you about your account and your trial, secure our systems, and improve the product. We process personal data as necessary to perform our contract with you, based on our legitimate interests in operating, securing, and improving the Service, or with your consent where required. We do not sell personal data and we do not use your data for third-party advertising.

3. AI processing

The Service analyzes customer content using third-party large language models hosted on Microsoft Azure in the European Union. Content is sent to these models only to perform the work your workspace requests. Microsoft may keep prompts and outputs for up to 30 days to detect abuse; only authorised Microsoft personnel in the EU can review them, and only when abuse is flagged. AI voice interviews run on ElevenLabs, which uses its own model providers for the conversation; every respondent is told at the start of the call that they are speaking with an AI. Your content is not used to train AI models.

Workspace administrators can turn on "Help improve Calven with anonymized data" in the Service's security settings. It is off by default. While it is on, we may create anonymized data from your workspace, removing information that identifies you, your organization, your customers, or any individual, and use it only to test and improve the Service, such as the quality of our agents and their output. We never use it to train AI models, and we never sell, share, or disclose it to third parties, other than the service providers that already process your content to operate the Service. We rely on your consent for this use. An administrator can turn it off at any time, which stops new data from being used.

4. Sharing

We share data with service providers that support the Service and the Website, such as cloud infrastructure and AI hosting, authentication, payments, email delivery, analytics, customer relationship management, and web data collection providers. They may process data only to provide their services to us. The full list of subprocessors is published at trust.calven.ai. We also exchange data with third-party services your workspace connects, at your direction, and we may disclose data where required by law.

Our Calven app for Microsoft Teams is enabled by Microsoft Bot Framework. The Microsoft Bot Framework is a set of web-services that enable intelligent services and connections using conversation channels you authorize. As a service provider, Microsoft will transmit content you provide to our bot/service in order to enable the service. For more information about Microsoft privacy policies please see their privacy statement here: https://go.microsoft.com/fwlink/?LinkId=521839. In addition, your interactions with this bot/service are also subject to the conversational channel's applicable terms of use, privacy and data collection policies. To report abuse when using a bot that uses the Microsoft Bot Framework to Microsoft, please visit the Microsoft Bot Framework website at https://www.botframework.com and use the "Report Abuse" link in the menu to contact Microsoft.

5. Data location and transfers

Customer content is stored in the European Union on Microsoft Azure. Calven is a US company and some of our service providers process data in the United States. Where personal data is transferred internationally, we rely on appropriate safeguards such as our providers' EU-US Data Privacy Framework certifications and standard contractual clauses.

6. Retention

We keep account data and customer content while your account is active. When a subscription ends, the workspace becomes read-only and is kept for 90 days, then deleted; when a trial ends without a plan, it is kept read-only for 30 days, then deleted. Either way, a deleted workspace can be restored on request for 30 days. On written request, we delete or return your content within 30 days. Backups age out within 35 days of deletion and are restored only for disaster recovery. Interview transcripts are kept with the interview they belong to. Call transcripts imported from meeting-notes integrations are kept for the period a workspace admin chooses (1 year for new workspaces; no limit for workspaces created before this setting until an admin chooses a period). A transcript imported longer ago than that period is deleted automatically, with its stored files and the meeting tool's own call summary; what Calven extracted from the call is kept until it is deleted separately. Technical logs are kept for 90 days. Security logs, and the log of calls AI clients make to the Calven MCP server, are kept for 365 days. Billing records are kept for as long as tax law requires. Website form data is kept until you ask us to remove it.

7. Security

We protect personal data with appropriate technical and organizational measures, including encryption in transit and at rest.

8. Cookies

The Website uses no tracking cookies; our analytics (PostHog) run in memory only and store nothing on your device. From October 5 to November 19, 2026, a sample of Website visits is recorded as a session replay with all form input masked, so we can see where the site confuses people. If you start a trial from the Website, the visit that led to it (how you arrived, the pages you viewed and for how long) is linked to your new account, so we can see which pages bring people to the Service. The Service uses only cookies that are strictly necessary for authentication and session management; its analytics also run in memory only.

9. Your rights

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal data, and to object to or restrict certain processing. To exercise these rights, email legal@calven.ai. If you are in the European Economic Area or the UK, you may also lodge a complaint with your supervisory authority.

If you are an interview respondent or a contact in a customer's workspace, that customer is the controller of your data and Calven processes it on their behalf. You can still contact us; we will forward your request to the customer or act on it as the Data Processing Addendum requires.

10. Changes to this policy

We may update this policy from time to time. If a change is material, we will notify you by email or in the Service before it takes effect. The date above shows when this policy was last updated.

11. Contact

Calven AI, LLC, a Delaware limited liability company
Mailing address: 6 Liberty Square, PMB #596, Boston, MA 02109, USA
Privacy and legal: legal@calven.ai
Product support: support@calven.ai
Security: security@calven.ai