Privacy notice

Effective date: 16 October 2026. Last updated: 18 October 2026.

Who we are

Ruvano (ruvano.ca) is operated by RUVANO TECHNOLOGIES LTD., Vancouver, BC. We have no public street address; please contact us by email at [email protected]. Our Privacy Officer is responsible for how we handle personal information and can be reached at [email protected].

Why we collect it (purposes)

We tell you our purposes before or when we collect your information. We use it only to: reply to your enquiry; answer questions in the website chat; handle a request you ask the assistant to pass to our team; measure how the site is used, so we can improve it; keep the site secure; and, for clients who choose to connect a Gmail or Google Workspace account, sort and label their email and prepare draft replies for them to review and send themselves (see "Connected Google accounts (Gmail)" below). We collect only what we need for these purposes.

What we collect

Contact form: your name, email, company, country, business type, message, and the country your connection comes from (from your IP address). To limit spam, we keep a one-way hash of your IP address for about an hour. Website chat: the messages you type in that session, which are sent to our AI service provider in the United States to produce a reply. We don't store them. Our AI provider keeps them for up to 30 days for abuse checks, then deletes them, and doesn't use them for training. Requests you confirm: if you ask the assistant to pass a request to our team (for example a billing or support question, or a call, demo or site-visit request), it reads back a short summary and asks for your OK. Only after you agree do we keep that confirmed summary: your name, business, email or phone number, the type of request, a short description and any preferred times. The rest of the conversation is not kept. Server logs: basic technical data such as IP address, browser type and pages requested, used to keep the site secure. Website analytics: the pages you visit, the referring site, your approximate location, and your browser and device type, as described under Cookies and similar technologies below.

Website chat

The chat is an AI assistant and says so. Please do not share health details or other sensitive information in it. For clinics and pharmacies, the chat does not take bookings or patient names: it answers hours, location and services and links you to the clinic's own booking system, which handles your booking under the clinic's own privacy policy. It does not handle prescriptions, refills or patient records. We don't store your chat messages. Our AI provider keeps them for up to 30 days for abuse checks, then deletes them, and doesn't use them for training. Your chat history is kept in your browser for that session only. If you share details we don't need, we do not use them. Never share payment card numbers, bank details, passwords or health information in the chat; the assistant will not accept them.

Requests you confirm

A confirmed request summary is stored by us and emailed to our team at [email protected] so a person can reply. It is used only to handle that request and is not used for marketing. You can ask us to correct or delete it at any time.

Connected Google accounts (Gmail)

This section applies only to clients who choose to connect a Gmail or Google Workspace account to their Ruvano assistant. It does not apply to website visitors.

What we access. When you click "Connect Gmail" in your Ruvano account, you sign in on Google's own page; we never see your Google password. Google asks you to approve one permission, "Read, compose, and send emails from your Gmail account" (gmail.modify). Our assistant reads, labels and drafts messages, and nothing else. We use the permission only to:

read your incoming messages and threads, so your assistant can sort and summarise them for you;
apply the Gmail labels you choose (for example "Needs reply"), so your mail is sorted inside Gmail;
save draft replies in your own Gmail Drafts folder for you to review, edit and send.

Google's wording for this permission includes sending. Our assistant never sends email from your account, and never deletes or trashes your mail. Our system allows only reading, labelling and drafting calls to Gmail and blocks send and delete calls. You, the account owner, send every email yourself.

How we use it. We use Gmail data only to provide the features you see and switch on in your Ruvano account. We do not sell it. We do not use it for advertising, including retargeting or personalised or interest-based ads. We do not use it to decide creditworthiness or for lending. We do not transfer it to data brokers or information resellers. We do not use it to create, train or improve artificial intelligence or machine-learning models.

Who processes it. To write summaries and drafts, the relevant message content is sent to AI service providers that process it under contract on our behalf, only to return the summary or draft to us, and that do not use it to train their models. They may keep it for up to 30 days for abuse checks only, then delete it. Our hosting and security providers store and process data for us under contract, and may be located in the United States (see "Processing outside Canada"). We share Gmail data with no one else, except where needed for security (for example, investigating abuse), to comply with the law, or as part of a merger, acquisition or sale of assets, and in that last case only after asking for your explicit consent first.

Who can read it. No Ruvano person reads your email unless you ask us to look at a specific message or draft and we record your agreement, it is needed for security (such as investigating a bug or abuse), it is needed to comply with the law, or the data has been aggregated and anonymised for internal operations.

What we store and for how long. We process message content in memory to produce the summary, label or draft, and we do not keep a copy of your mailbox or your message text on our systems (our AI service providers may keep content for up to 30 days for abuse checks only, as described above). Drafts and labels live in your own Gmail. On our side we keep only what the assistant needs to work: message, draft and label IDs, their status and timestamps, and an activity log of what the assistant did and when, without message text. The activity log is kept for 12 months. Your Google access tokens are kept until you disconnect or your service ends.

How we protect it. Data is encrypted in transit (HTTPS) and at rest. Your Google access tokens are stored encrypted and are not written to our logs.

How to disconnect and delete. You can stop our access at any time in your Ruvano account (Settings → Connected accounts → Disconnect Gmail), or in your Google Account at myaccount.google.com/connections. When you disconnect in your Ruvano account, we revoke our access with Google at once and delete your stored Google tokens; other Gmail data we hold is deleted within 30 days. Drafts and labels already in your Gmail stay there until you remove them. You can also ask our Privacy Officer at [email protected] to delete your data at any time.

Google's Limited Use requirements. Ruvano's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Voice

Voice audio is not recorded or stored by us. It is streamed to our AI service provider only to produce a spoken reply during the session. If you confirm a request by voice, only the confirmed summary described above is kept.

Cookies and similar technologies

We use two web analytics services to see how our website is used. We do not use advertising cookies.

We use Cloudflare Web Analytics, provided by Cloudflare, Inc. It does not use cookies or local storage. It collects aggregate page-view data: the pages visited, the referring site, country, and browser and device type. It is not used to identify individual visitors or for advertising.

We also use Google Analytics 4, provided by Google LLC, to measure visits and the pages viewed. It sets first-party cookies named _ga and _ga_<container-id>, which are kept for up to 2 years. Google acts as our service provider (processor) and handles this data on our behalf. The data may be processed in the United States and other countries. Google Analytics 4 does not store IP addresses. We do not use Google Analytics for advertising, and our setup turns off Google signals and ad personalisation.

We ask for your consent before setting Google Analytics cookies, and you can change your choice at any time with Cookie settings in the footer.

How to opt out: you can block or delete cookies in your browser settings, or install the Google Analytics opt-out browser add-on.

Processing outside Canada

Website chat and voice replies are generated by our AI service provider in the United States. Your chat messages and voice audio are sent to our AI service provider to produce a reply. Our hosting and security providers may also process data in the United States or other countries. Website analytics data from Google Analytics is processed by Google LLC in the United States and other countries. Information processed outside Canada is subject to the laws of those countries and may be accessible to their courts, law enforcement and national security authorities.

Who we share it with

Only the service providers that host and secure the site, run the AI assistant, and provide website analytics (Cloudflare and Google), for these services only. For clients who connect Gmail, see "Connected Google accounts (Gmail)" for exactly who processes that data and the limits we follow. We do not sell personal information.

How long we keep it

Chat messages: not stored by us; our AI provider keeps them for up to 30 days for abuse checks, then deletes them, and doesn't use them for training. Confirmed request summaries: 12 months after we receive them, then deleted, unless you ask us to delete them sooner. Contact form submissions and lead emails: 24 months after our last contact with you, then deleted, unless you ask us to delete them sooner. Voice audio: not recorded or stored by us. Server logs: 30 days. Google Analytics cookies: up to 2 years in your browser, unless you delete them sooner. If we use your information to make a decision that directly affects you, we keep it for at least one year after that decision, as PIPA requires.

Children

This site and our services are for businesses. They are not directed to children, and we do not knowingly collect personal information from anyone under 19.

If you cancel a package

When a client cancels, access to the agents stops at the end of the 30-day notice period. You can ask us to export or delete your data. Deletion requests are handled by our Privacy Officer at [email protected] within 30 days. If you connected Gmail, we revoke our access with Google when your service ends and delete the Gmail data we hold within 30 days.

Your rights

You can ask to access, correct or delete your personal information, or withdraw consent, by writing to our Privacy Officer at [email protected]. We answer within 30 days.

Complaints

Please contact our Privacy Officer first at [email protected]. You also have the right to complain to the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC), oipc.bc.ca. Where federal law applies, you may also complain to the Office of the Privacy Commissioner of Canada.

The law we follow

As a British Columbia business, we follow BC's Personal Information Protection Act (PIPA). Where information crosses provincial or national borders, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) may apply.

Changes to this notice

If we change this notice, we will post the new version here with a new date.