Legal

Privacy Policy

Last updated: 4 July 2025

Introduction

Aria is an AI-powered communications assistant operated by its founders ("we", "us", "our"). This Privacy Policy explains what personal data we collect about you, why we collect it, and how we use and protect it. By using Aria, you agree to the practices described in this policy.

Data we collect

We collect the following categories of personal data:

• Account and waitlist information — your name and email address when you join the waitlist or create an account.
• Booking details — your name, email address, a note describing your enquiry, and your chosen date and time when you book a call.
• Usage data — session tokens and authentication data managed automatically by our authentication system (better-auth) to keep you signed in.

We do not collect payment card details directly; if payment processing is introduced, it will be handled by a third-party payment processor.

How we use your data

We use your personal data to:

• Schedule and manage your bookings and respond to your enquiries.
• Send transactional emails, such as booking confirmations and account notifications.
• Operate and improve the Aria service, including debugging and performance analysis.
• Comply with our legal obligations and protect our legitimate business interests.

We rely on legitimate interests and, where required, your consent as the legal basis for processing your personal data.

Third-party services

We use a small number of carefully selected third-party services to operate Aria:

• Neon — our PostgreSQL database provider. Your data is stored on Neon infrastructure hosted in the EU and/or US.
• Polsia — our hosting platform, which also provides the email and AI proxy services through which transactional emails and AI responses are routed.

We do not sell, rent, or share your personal data with third parties for marketing or advertising purposes.

Data retention

We retain your personal data only for as long as necessary for the purposes described in this policy:

• Account data is retained for as long as your account remains active, and for a reasonable period thereafter in case you return.
• Booking records are retained for 12 months following your booking date, after which they are deleted or anonymised.
• Waitlist entries are retained until you request removal.

Your rights

Under the UK GDPR and the Data Protection Act 2018, you have the right to:

• Access — request a copy of the personal data we hold about you.
• Correction — ask us to correct inaccurate or incomplete data.
• Deletion — request that we delete your personal data ("right to be forgotten").
• Portability — receive your data in a structured, machine-readable format.
• Objection — object to processing based on legitimate interests.

To exercise any of these rights, please contact us at aria-8@polsia.app. We will respond within 30 days.

Cookies

We use a single session cookie to keep you authenticated. This cookie is strictly necessary for the service to function and does not track you across other websites. We do not use advertising cookies, analytics cookies, or any other non-essential cookies.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Your continued use of Aria after any changes constitutes your acceptance of the revised policy. We encourage you to review this page periodically.

Contact

If you have any questions about this Privacy Policy or how we handle your data, please contact us at aria-8@polsia.app.