Privacy Policy
This Privacy Policy explains how Avento (“Avento”, “we”, “us”, or “our”) collects, uses, stores, shares, and protects information when you use our support intelligence platform, APIs, website crawler, embeddable widget, and Google Calendar scheduling integrations.
1. Overview & Scope
Avento provides customer-support intelligence infrastructure for websites, Framer projects, and digital platforms. We enable teams to ingest knowledge from websites and documents, deploy grounded conversational support widgets, review analytics and unanswered questions, and configure optional appointment booking and voice support.
Under applicable data protection frameworks (such as the GDPR and UK GDPR), our operational role depends on the context of the data processed:
- Customers & Account Owners: When you register an account, manage projects, configure widget branding, or connect integrations (such as Google Calendar), Avento acts as a Data Controller with respect to your account details, configuration preferences, and integration credentials.
- End-Users & Website Visitors: When visitors interact with the Avento support widget, submit queries, or request appointments on a customer's website, Avento acts as a Data Processor (or Service Provider) operating on behalf of and under the instructions of the customer who controls that website deployment.
2. Information We Collect
We collect information strictly necessary to provide, operate, secure, and improve our services. Our data collection includes:
Account & Authentication
- Clerk user identifier and account email address.
- Project names, public project API keys, and allowed domain origins.
- Widget branding preferences (bot name, avatar URL, theme colors, greeting messages).
- Creation and update timestamps.
Knowledge-Base Content
- Public website URLs submitted by project owners for indexing (crawled via Crawler Hub).
- Uploaded PDF documents (stored securely in Cloudinary).
- Extracted text, structured metadata, and sentence-level chunks stored in MongoDB Atlas.
- Vector embeddings generated by Gemini and stored in Pinecone per project namespace.
Chatbot & Visitor Interactions
- User questions, assistant responses, and session identifiers.
- Response latencies, source citations, and retrieved documentation URLs.
- Inferred conversation sentiment and interaction status (such as satisfied, curious, confused, frustrated, urgent, neutral) to assist project owners in spotting support issues.
- Unanswered queries clustered for Knowledge Gap detection.
Lead Inquiries & Bookings
- Visitor name, email address, message query, and optional phone number.
- Requested appointment date, time, duration, and timezone.
- Generated Google Meet video meeting URLs and calendar event IDs.
- Confirmation email delivery status and timestamps.
Voice Call Transcripts (Optional)
- When optional callback or voice agent features are enabled, voice audio is streamed and processed in real time during the call by voice providers (Vapi, Sarvam AI, Twilio).
- Avento does not store raw audio recordings in its primary application databases.
- Avento receives and stores textual call transcripts, turn-by-turn dialogue messages, call duration, phone numbers, and call status in MongoDB Atlas for dashboard review.
Technical, Log & Device Data
- IP addresses (processed ephemerally by hosting infrastructure and edge routers for request routing, security filtering, and rate limiting).
- Browser type, user agent, operating system, and referring URL.
- Essential session cookies managed by Clerk for user authentication and session persistence.
- Operational error logs and API request metadata.
3. Google API Data & Limited Use Disclosure
Specific disclosure regarding our Google Calendar integration, requested permissions, data handling, and compliance with Google's Limited Use requirements.
Avento offers an optional Appointment Booking Tool that allows website owners to connect their Google Calendar so that visitors interacting with the website chat widget can check real-time availability and schedule confirmed meetings with unique Google Meet links.
A. Specific Google OAuth Scopes & Permissions Requested
Our application requests the following specific OAuth scopes. Each scope is listed below with its full URL, the technical breadth granted by Google, how Avento specifically uses it, and why narrower scopes cannot support our booking features:
Permission granted: Allows viewing the primary email address of the authenticated Google account.
How Avento uses it: Verifies the identity of the account connecting the integration and displays the connected email address in project settings so the owner can confirm which account manages bookings.
Permission granted:Allows viewing the list of calendars on the user's account, including calendar titles, identifiers, and access roles.
How Avento uses it: Populates the calendar selector in the project dashboard so the project owner can choose which specific writable calendar (such as a Primary calendar or a designated business calendar) is used for availability checks and appointment creation.
Permission granted: Allows Avento to check busy and available periods on calendars the connected account can access.
How Avento uses it: Queries only the calendar selected in Avento before a visitor confirms an appointment, preventing double-booking without reading event details.
Permission granted:Technically grants permission to view, edit, create, and delete events on all calendars accessible to the authenticated user's account.
How Avento uses it:Avento restricts its automated actions strictly to the single calendar selected by the user to: (1) create new appointment events when a visitor confirms a booking, including the visitor's name, email, meeting instructions, and a generated Google Meet video conference link, and (2) cancel events if an appointment is cancelled through Avento. Avento does not inspect or process unrelated event details.
Scope necessity audit: We use the separate calendar.events.freebusy scope for availability. Because Avento must also create, invite attendees to, and cancel events on the user-selected writable calendar, read-only and free/busy-only scopes are technically insufficient for the event lifecycle.
B. Storage, Protection, and Access Controls
- Encrypted Refresh Tokens: Google OAuth refresh tokens are encrypted at rest using industry-standard AES-256-GCM authenticated encryption with a dedicated 32-byte server-only key (
GOOGLE_TOKEN_ENCRYPTION_KEY). Tokens are stored in MongoDB Atlas with restricted access rules (select: false) and are never exposed to browser clients or API payloads. - Ephemeral Access Tokens: Google API access tokens are short-lived, stored strictly in server memory, and refreshed on demand. They are never written to disk or database storage.
- Ephemeral Availability Queries:Free/busy intervals are queried on demand via Google Calendar's freeBusy API. Availability calculations happen ephemerally in memory; Avento does not store personal calendar entry contents or event titles from existing schedules.
- Confirmed Booking Records: When an appointment is confirmed by a visitor, Avento stores the resulting booking reference details: Google Event ID, calendar ID, Google Meet URL, attendee email, start time, end time, and synchronization status in MongoDB Atlas.
C. Sharing, Transfers, and Infrastructure Providers
Avento processes Google Calendar data through its application servers to provide the scheduling features described in this policy. The information needed to maintain a calendar connection and manage bookings is stored in Avento's operational database where applicable. Our hosting and infrastructure providers may process information as necessary to operate the service:
- Vercel: Hosts our application servers and executes the serverless API routes that manage scheduling requests.
- MongoDB Atlas: Securely stores encrypted refresh tokens and confirmed appointment booking records.
- Google APIs: Processes requests to check availability, create and manage calendar events, send calendar invitations, and create Google Meet links.
- Email Delivery Provider: Sends booking confirmations and calendar invites to the meeting organizer and visitor attendee using the configured email transport.
Avento does not sell Google user data or share it with advertising platforms or data brokers. We do not send Google Calendar event contents or free/busy results to AI language-model providers, and we do not use Google API data to train or fine-tune AI models.
No AI Model Training on Google User Data
Avento does NOT use Google user data obtained via Google APIs to train, retrain, fine-tune, or improve any artificial intelligence or machine learning models.
Free/busy availability checks and calendar event creation are executed through deterministic application endpoints. No Google Calendar contents, calendar entries, or Google account information are sent to LLM providers or utilized in model training sets.
Google Limited Use Compliance Statement
Avento'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.
D. Disconnecting Google Calendar & What Is Deleted
Project owners maintain full control over the Google Calendar integration:
- Disconnecting the Integration: You can disconnect Google Calendar at any time from your project dashboard under
Tools → Google Calendar → Disconnect. Clicking Disconnect immediately executes a permanent database delete (deleteOne) that removes the connection record, calendar selections, and the encrypted refresh token from MongoDB Atlas, stopping all future automated access. - Effect on Existing Google Calendar Events: Disconnecting removes Avento's stored credentials and stops future access, but does not automatically delete existing events previously scheduled on your Google Calendar. Those events remain on your Google Calendar unless you delete them manually.
- Effect on Separate Booking Records:Disconnecting does not automatically erase existing booking history records stored in Avento's operational database. Past booking records (visitor names, emails, appointment times, and meeting URLs) remain retained under our retention policy for customer reference, recordkeeping, and dispute resolution, unless you explicitly delete the project or submit an account deletion request.
- Revoking Google Permissions: You can also revoke Avento's OAuth access directly at any time through your Google Account Security Settings.
4. How We Use Information
We process collected data exclusively for the following operational purposes:
- Grounding AI Responses: Generating vector embeddings and retrieving factual text chunks from your indexed documentation to provide grounded, hallucination-resistant support answers.
- Operating Support Widgets: Enabling your website visitors to chat with your assistant, browse suggested questions, and submit inquiries.
- Facilitating Appointments: Calculating availability, scheduling confirmed appointments, and generating Google Meet links when enabled.
- Analytics & Documentation Improvement: Providing dashboards displaying conversation counts, sentiment, intent classification, and unanswered customer queries to help you fill gaps in your documentation.
- Transactional Communications: Sending booking confirmations and inquiry alerts to the project owner and visitor via configured email delivery.
- Security & Abuse Prevention: Verifying domain origins, managing API keys, preventing cross-origin abuse, and monitoring error rates.
5. Data Retention & Deletion
We retain personal data and project information only for as long as necessary to fulfill the operational purposes described in this policy, or as required by law:
- Customer Account Data: Retained for the duration of your active account with Avento. You can request account closure and permanent deletion of your account and all associated projects at any time by emailing connect.avento@gmail.com. Following verification, account profiles, project settings, and associated data are permanently purged from active production databases.
- Knowledge-Base Documents & Vectors: When you delete a document (crawled webpage or uploaded PDF) or delete a project from your dashboard, the text chunks and document records are immediately deleted from MongoDB Atlas, and the associated vector embeddings are permanently removed from Pinecone (via batch ID deletion or complete namespace deletion).
- Google Calendar Connection: Disconnecting Google Calendar from project tools permanently deletes the connection record and encrypted OAuth refresh token from MongoDB Atlas immediately. Existing events on your Google Calendar remain intact, and past booking records remain retained under our booking retention criteria.
- Chat Logs & Analytics: Chat transcripts and knowledge-gap question text are scheduled for automatic deletion 30 days after they are created or last detected, respectively; database cleanup may take a short time after that point. Active widget sessions and incomplete appointment workflow state expire after 30 minutes without activity. Confirmed booking records remain available for the lifetime of the project, and chat and analytics records can be removed earlier when the project or account is deleted.
- Booking Records: Confirmed booking records (visitor contact details, scheduled times, and meeting URLs) are retained for the lifetime of the project for operational reference, schedule management, and dispute resolution. They are permanently erased when the project or account is deleted.
- Voice Data: Audio streams are processed in real time during a call and are not stored in our primary databases. Textual call transcripts, turn text, and summaries become eligible for redaction after 30 days. The authenticated maintenance process performs that cleanup when it runs; non-transcript call metadata remains with project records until project or account deletion.
- Operational Backups & Logs: Deletions take effect immediately in our primary production databases. Secure database backups and operational server logs cycle on a standard automated rotation schedule (typically within 30 days), after which deleted data is completely purged.
6. Security Practices
We maintain technical and operational safeguards designed to protect personal data and integration credentials:
Encryption in Transit & At Rest
All communications between clients, servers, and external APIs are encrypted in transit using TLS (HTTPS). Sensitive integration credentials such as Google OAuth refresh tokens are encrypted at rest using AES-256-GCM authenticated encryption.
Origin Verification & API Controls
Support widgets authenticate with project-level API keys and validate allowed domain origins to protect against unauthorized embedding on third-party sites.
Project Namespace Isolation
Knowledge-base vectors in Pinecone are partitioned into isolated namespaces per project, and database queries are strictly scoped by project ID, providing safeguards designed to isolate data between accounts.
Server-Controlled Secrets
Integration secrets, encryption keys, and database connection strings reside strictly within server-side environment variables and are never transmitted to browser clients.
7. User Rights & Controls
Depending on your jurisdiction (including under the GDPR, UK GDPR, and CCPA/CPRA), you may have statutory rights regarding your personal data, including:
- Right to Access: Request confirmation of whether we process your personal data and obtain a copy.
- Right to Rectification: Request correction of inaccurate or incomplete personal information.
- Right to Erasure (“Right to be Forgotten”): Request permanent deletion of your personal data.
- Right to Data Portability: Receive your personal data in a structured, commonly used format.
- Right to Restrict or Object: Restrict or object to certain types of processing where applicable.
- Integration Revocation: Disconnect third-party integrations (such as Google Calendar) at any time.
To exercise any of these rights, email us at connect.avento@gmail.com. We verify and respond to valid privacy requests in accordance with applicable legal timeframes.
8. International Data Transfers
Avento and its third-party service providers (such as Vercel, MongoDB Atlas, Pinecone, Google Cloud, and Clerk) operate cloud infrastructure located primarily in the United States and global edge networks. If you access our platform from outside the United States, your information will be transferred to and processed in the United States and other locations where our providers maintain operations.
We protect international transfers through technical safeguards, including encrypted transit (TLS/HTTPS), encrypted storage at rest for sensitive integration credentials, and standard commercial agreements with our cloud infrastructure providers.
9. Children's Privacy
Avento is a business-to-business support infrastructure platform designed for commercial and professional use. Our service is not directed to individuals under the age of 16, and we do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us immediately so we can promptly delete it.
10. Changes to This Privacy Policy
We may periodically update this Privacy Policy to reflect enhancements to our service, changes in data practices, or legal updates. When changes occur, we will update the “Last Updated” date at the top of this page. For material modifications that alter how personal data or integration data is handled, we will provide prominent notice on our website or within the application dashboard.
11. Privacy Contact
Direct inquiries regarding privacy, data rights, and integration security