Privacy Policy

Effective date:

Last updated:

1. Introduction

Gohvio, Inc. ("Gohvio," "we," "us," or "our") treats your privacy as part of the product, not as an afterthought. This Privacy Policy (the "Policy") sets out what personal data we collect, or that you send us, through our website at https://www.gohvio.io (the "Site"), our app at app.gohvio.io, our free trial and early access programs, and email or other correspondence with us (together, the "Service"), and what we do with it.

Our aim is to explain plainly what we collect, why, and the choices you have.

2. Data we collect

"Personal data" means information that identifies a person, or that relates to a person who can be identified. We collect personal data about four groups of people:

  • Customers and trial users. When you sign up or buy, we collect what we need to run your account: your name, work email, company, job title, plan and usage. If you become a paying customer, our payment processor collects your billing details; we never see your full card number. We also keep the messages you send us, such as support requests, feedback and survey answers.
  • Website visitors and people who contact us. Details you submit through our signup, waitlist, free trial, early access, pilot or contact forms, and the contents of messages you send us. If you accept analytics on our cookie banner, information about how you use the Site (see 2.6).
  • People who appear in our customers' data. A customer's CRM or uploaded file may contain personal data about that customer's own contacts. We process it on our customer's behalf and only to provide the Service to them.

  • What we save when you register, what we email you, and how to remove it.

    Fireside registrations. When you register for a Fireside we save your name, email, company, your answers and the campaign tag on your link in our database (hosted by Supabase), and copy them to your contact record in our HubSpot, answers included. We use your answers to plan the conversation and share them outside Gohvio only as totals, never with your name.

    The emails we send. Resend delivers the emails: a confirmation when you register; up to three reminders, 2 days, 1 day and 1 hour before the event (fewer if you register late); after the event, a thank-you with the takeaways, which includes one invitation to our newsletter; and an email when the recording is posted. The emails after the event may also include clips from the conversation and related Gohvio content, such as our next Fireside or a blog post. Every one of those emails has a link to remove your registration. Using it removes your registration and stops every email still to come for that Fireside.

    How long we keep it, and how to remove it. Our copy is deleted 12 months after the event, or at once when you use the removal link in any Fireside email, which also clears the Fireside details in our HubSpot. If you do nothing, the Fireside details in HubSpot stay after our copy is deleted, until you ask us. Your HubSpot contact itself stays until you ask us to delete it. The IP address of each sign-up or topic attempt is kept 30 days to limit abuse.

    The newsletter. You are subscribed only if you confirm from a link we email you; ticking the newsletter box on the registration form sends you that link. A newsletter request you never confirm is deleted after 30 days. A confirmed newsletter subscription is kept until you unsubscribe; after that we keep only your address, so we don't email you again.

    Fireside topics. Topics sent through the Fireside form: your first name, last name, email, role, your guest-or-covered choice, what you wrote and the campaign tag on your link are saved in our database (hosted by Supabase) and kept 12 months from the day you send them or until you use the removal link in the thank-you email. Your name, email and the date are copied to our HubSpot (with a job title from your role if you are new to us); what you wrote is not. Resend sends you one thank-you email. Each topic, as you typed it, is also emailed, through Resend, to Emily Goh's Gohvio inbox ([email protected]) so she can read it. The removal link deletes our copy and clears that date; your HubSpot contact stays until you ask us to delete it. The removal link and the 12-month deletion do not reach the email Emily received; email [email protected] to have it deleted. They do not reach Resend's record of that email either. If you ask to be a guest, Emily may email you about it. Our thank-you email to someone who asks to be a guest includes a link to book time on Emily's calendar; if you use it, Calendly handles the booking and receives what you enter there.

    Seeing or deleting your Fireside details. To see or delete your details, email [email protected].

    Counting opens and clicks. Our Fireside emails count how many times each email is opened and how many times its calendar and recording links are clicked. The counting image and links are the same for every recipient, and we keep daily totals per email only: we do not store who opened or clicked. Like any request, loading the image or a counted link shows our database provider, Supabase, your IP address and browser; we do not use that to work out who opened or clicked. Turning off images in your mail app stops the open count. The companies named here are listed on Who we use.

2.1 Your job title

You can type your job title into the app. This is optional. If you have not typed one, we copy it from our own HubSpot record of you when you sign in. If you type one and that record already has a title, we keep HubSpot's, in the app too; if it has none, we add yours there. We never create a HubSpot contact from a job title.

2.2 Connected systems and uploaded files

  • Connected CRMs. If you connect HubSpot or Salesforce, Gohvio reads the records it needs, such as contacts, companies, deals and campaign data, and stores the connection keys (OAuth tokens) that keep the connection live. These connections are read-only: Gohvio never writes back to your CRM. Each check works on your records in memory; we do not save your CRM records.
  • Uploaded files. When you upload a file, we keep a record of the upload: its size, its row and column count, and a one-way fingerprint of the file. That record never includes the file name, the column headers or the contents.
  • Scan results. When Gohvio checks your data, we keep the result: the names of the rules that fired, their severity, counts, dollar totals, and the IDs and row numbers of the records that were flagged. Scan results never include any other cell values.

2.3 Lumi, our AI assistant

  • Your conversations. We save your Lumi conversations so you can come back to them. Only you can see the conversation in the app (the questions are saved separately, see section 10).
  • The questions you ask. We also save each question you ask Lumi on our server, up to 1,000 characters, together with who asked it, its topic and your job title. Before it is saved, the question is scrubbed of email addresses, phone numbers, card numbers and street addresses that can be detected. A name written into a sentence is not removed.
  • Facts you confirm. When you tell Lumi to remember something, or save a definition, that fact is shared with everyone in your workspace.

2.4 How you use the app

Inside the signed-in app we run our own first-party usage analytics. It records your sessions, the pages and tabs you view, the buttons and links you click, and your signed-in email. It also records your browser and device details (user agent, language, screen and window size, timezone) and a short code worked out from them. It also includes your Lumi questions, scrubbed as described above, and the first 200 characters of any Lumi answer you rate. We use it to improve the product and to show your company how its team uses Gohvio.

2.5 Device and technical data

Like any website, our servers and hosting providers receive technical data with each request, such as your IP address, browser, operating system, device type, language and timezone.

2.6 How you use the Site

Only if you accept analytics do Google Analytics, HubSpot's tracking script and our own visit tracker store anything in your browser or record your visit in detail. Our visit tracker records the pages you view, what you click, how far you scroll, how long you stay, the page you came from and any campaign (UTM) tags, your timezone, language, screen and window size, and your browser's full user agent. It sets no cookies. Section 11 and our Cookie Policy describe the two measurements that do not wait for your choice.

3. How we collect your personal data

  • Through our website. You can read the Site without telling us who you are. You may choose to give us personal data, for example to start a trial, join early access, ask for a pilot or contact us.
  • From you directly. When you create an account, use the app, type your job title, ask Lumi a question, or email us.
  • From your company's systems. When you or a colleague connect a CRM or upload a file, as described in 2.2.
  • From other sources. From our own HubSpot records (for example, your job title, see 2.1), and from Google if you choose to sign in with Google. We treat personal data from these sources under this Policy and honor your rights over it in the same way.
  • Through your browser or device. Some data is collected automatically when you use the Site or the app (see 2.4 to 2.6, section 11 and our Cookie Policy).

4. How we use your personal data

We use personal data only for lawful, legitimate business purposes connected to your relationship with Gohvio, namely to:

  • Present the Site and its content to you.
  • Provide, operate and maintain the Service you asked for, and authenticate you and secure your account.
  • Respond to your questions and give you support.
  • Show your company how its team uses Gohvio.
  • Understand what people need from the product and improve it, including by reviewing which questions are asked of Lumi and by which job titles (see 10).
  • Tell you about our products, updates and offers. You can opt out of marketing emails at any time, using the link in any message or by contacting us.
  • Keep our own customer records in HubSpot.
  • Bill you, carry out our contracts with you, and enforce our rights under them.
  • Detect and prevent fraud, abuse, unauthorized access and other security incidents.
  • Tell you about changes to the Site, the app or the Service.
  • Comply with the law.

We will also use it for anything else you agree to.

We do not sell personal data. We do not use customer data to train third-party AI models. Where Gohvio uses AI, we use providers whose terms prohibit training on the data we send, and we keep what we send to a minimum. Any internal model improvement uses only anonymized or aggregated data and is described in our customer agreements.

This section applies to you only if you are in the European Economic Area, Switzerland or the United Kingdom. We rely on these grounds:

  • Contract. To provide the Service you signed up for, or to take steps you ask for before entering a contract with us.
  • Legal obligation. Where the law requires us to process or disclose personal data, for example to keep tax records or to answer a lawful request from an authority.
  • Legitimate interests. Ours or a third party's, where we have concluded that those interests are not overridden by your rights and freedoms. They include answering your requests, running and securing the Service, improving the product through app usage analytics and the Lumi question log, showing customers their own team's usage, keeping our own customer records, and telling business contacts about Gohvio.
  • Consent. For website analytics and, where the law requires it, marketing emails. You can withdraw consent at any time.

For personal data in our customers' CRMs and files, our customer decides why it is processed, and we act on their instructions.

6. Automated decision-making and profiling

Gohvio's checks are fixed rules that our customers set or choose. Given the same data, the same rules give the same result; checks that use dates, such as a close date in the past, use today's date, so their results change as time passes. They flag records in a customer's data for a person to review. They are not AI judgments.

Lumi is an AI assistant powered by Anthropic's Claude models through Anthropic's API. It answers questions and drafts suggestions. Its wording varies and it can be wrong, so a person decides what to do with its answers.

Our website visit tracker gives each visit a score for how likely it is to be automated, so that bot traffic can be kept out of our numbers. That is the only scoring our own code does of visitors.

We do not use any of these to make decisions about individuals that have legal or similarly significant effects. If you believe such a decision has been made about you, or you want to know more about how any of this works, contact us (section 19) to ask for an explanation or a human review, or to object (section 9). If this changes, we will update this section.

7. How we share your personal data

We keep personal data confidential. We do not sell it, and the data you upload or connect is used only to provide the Service to you. We share personal data only as follows:

  • Subprocessors. Companies that help us run the Service, such as hosting, database, email, payments and the AI model. They are contractually required to protect the data and to use it only to provide their services to us. Our subprocessor list names each one and what it receives, and we give 30 days' notice before adding one that handles customer data.
  • Within your workspace. Facts you confirm to Lumi are shared with your workspace. On a shared workspace plan, colleagues in your company's workspace can see its saved rules. Your company can see its own team's app usage.
  • Connected systems. Data flows from a system you connect to Gohvio as you authorize. Gohvio never writes back to your HubSpot or Salesforce.
  • As required by law. Where law, regulation or legal process requires it, or to protect the rights, property or safety of Gohvio, our users or others.
  • Business transfers. If Gohvio is involved in a merger, acquisition, financing, reorganization or sale of assets, personal data may be transferred as part of it. We will give notice before that happens and will ask the recipient to treat it consistently with this Policy.
  • With your consent, or as described to you when you provide the data.

Our subprocessors may be located outside your country, so sharing with them may mean an international transfer (see section 15).

8. How long we keep your information

We keep personal data only as long as we need it for the purposes in this Policy, unless the law requires us to keep it longer. Specific periods:

  • Uploaded files. Deleted from our servers within 24 hours of your last activity. The file itself is deleted from disk as soon as it has been read; the working copy of its data is cleared within that 24 hours.
  • Upload records (size, row and column count, one-way fingerprint): 13 months.
  • Scan results (rule names, severity, counts, dollar totals, flagged record IDs and row numbers): 13 months.
  • Guardrail change history. When someone adds, changes or deletes a guardrail, we record what changed, when, and the sign-in email of the person who did it. Only your workspace's admins (the people who can change guardrails) can see it. We keep it while your workspace exists and delete it with your workspace's other data. If you ask, we will remove your email from it. We process it on the basis of contract: it is part of the Service you signed up for, or a step you asked for before entering a contract with us.
  • CRM records: not saved. Connection keys are kept until you disconnect, which purges them.
  • Lumi conversations: until you delete them. A deleted conversation is removed for good 30 days later.
  • Lumi questions: after 90 days we remove your email address. On a team workspace we also remove your job title, and the question stays linked to your company's workspace. On a personal workspace that link is your email address, so it goes too, and the job title stays. The scrubbed question text is kept indefinitely.
  • App usage analytics: the link to you is removed after 90 days. The de-identified records are kept.
  • Website visit records from our visit tracker hold no name or email address. After 90 days we remove your browser's user agent; the rest is kept without a fixed end date, and you can ask us to delete them.
  • Saved rules and imported policy statements: until you delete them or ask us to.

  • Fireside registrations. When you register for a Fireside we save your name, email, company, your answers and the campaign tag on your link in our database (hosted by Supabase), and copy them to your contact record in our HubSpot, answers included. We use your answers to plan the conversation and share them outside Gohvio only as totals, never with your name.

    The emails we send. Resend delivers the emails: a confirmation when you register; up to three reminders, 2 days, 1 day and 1 hour before the event (fewer if you register late); after the event, a thank-you with the takeaways, which includes one invitation to our newsletter; and an email when the recording is posted. The emails after the event may also include clips from the conversation and related Gohvio content, such as our next Fireside or a blog post. Every one of those emails has a link to remove your registration. Using it removes your registration and stops every email still to come for that Fireside.

    How long we keep it, and how to remove it. Our copy is deleted 12 months after the event, or at once when you use the removal link in any Fireside email, which also clears the Fireside details in our HubSpot. If you do nothing, the Fireside details in HubSpot stay after our copy is deleted, until you ask us. Your HubSpot contact itself stays until you ask us to delete it. The IP address of each sign-up or topic attempt is kept 30 days to limit abuse.

    The newsletter. You are subscribed only if you confirm from a link we email you; ticking the newsletter box on the registration form sends you that link. A newsletter request you never confirm is deleted after 30 days. A confirmed newsletter subscription is kept until you unsubscribe; after that we keep only your address, so we don't email you again.

    Fireside topics. Topics sent through the Fireside form: your first name, last name, email, role, your guest-or-covered choice, what you wrote and the campaign tag on your link are saved in our database (hosted by Supabase) and kept 12 months from the day you send them or until you use the removal link in the thank-you email. Your name, email and the date are copied to our HubSpot (with a job title from your role if you are new to us); what you wrote is not. Resend sends you one thank-you email. Each topic, as you typed it, is also emailed, through Resend, to Emily Goh's Gohvio inbox ([email protected]) so she can read it. The removal link deletes our copy and clears that date; your HubSpot contact stays until you ask us to delete it. The removal link and the 12-month deletion do not reach the email Emily received; email [email protected] to have it deleted. They do not reach Resend's record of that email either. If you ask to be a guest, Emily may email you about it. Our thank-you email to someone who asks to be a guest includes a link to book time on Emily's calendar; if you use it, Calendly handles the booking and receives what you enter there.

    Seeing or deleting your Fireside details. To see or delete your details, email [email protected].

    Counting opens and clicks. Our Fireside emails count how many times each email is opened and how many times its calendar and recording links are clicked. The counting image and links are the same for every recipient, and we keep daily totals per email only: we do not store who opened or clicked. Like any request, loading the image or a counted link shows our database provider, Supabase, your IP address and browser; we do not use that to work out who opened or clicked. Turning off images in your mail app stops the open count. The companies named here are listed on Who we use.

  • Account, billing and our HubSpot record of you: for as long as you have an account or a relationship with us, and afterwards as long as the law requires (for example, for tax records).

You can ask us to stop processing or delete your personal data at any time; section 9 explains how.

9. Your rights over the information we hold about you

Depending on where you live, you have some or all of the rights below. We will need to confirm your identity before acting on a request. To use any of them, email [email protected].

  • Access. Ask for a copy of the personal data we hold about you. Where the law allows and we have good reason, we may refuse all or part of a request, and we will tell you why.
  • Correction. Ask us to correct data that is inaccurate, out of date or incomplete.
  • Deletion. Ask us to delete your personal data, for example where we no longer need it, or where we relied on your consent and have no other legal ground.
  • Objection and restriction. Object to processing based on our legitimate interests, and to direct marketing at any time. Ask us to limit how we use your data, for example while we check whether it is accurate.
  • Portability. Ask for data you gave us, which we process by automated means, in a structured, commonly used, machine-readable format, sent to you or to another organization. We cannot promise it will work with another organization's systems, and we cannot include other people's data without their consent.
  • Withdraw consent. Where we rely on your consent, withdraw it at any time for the future. For website analytics, use the Consent preferences button on the Site.

Account deletion, and deleting your Lumi questions or your job title, are not self-serve yet. Email [email protected] and we will do it by hand.

Most of these rights have limits and exceptions. If we cannot fully meet a request, we will tell you why.

10. Aggregate information about website visitors and app users

The Site. We look at Site visits in aggregate to learn which pages are read most, where visitors come from, which browsers and operating systems they use, which countries they visit from, and how far they click and scroll. We use this only to understand what is useful and to improve the Site. We do not run advertising, and we do not share it with advertisers. Cloudflare, which delivers the Site, measures every page with Cloudflare Web Analytics whatever you choose on our banner (see section 11).

The app. We use aggregated and de-identified usage, such as which features are used and which kinds of questions are asked of Lumi by which job titles, to run, maintain and improve Gohvio for all customers. We rely on our legitimate interests for this.

The founder of Gohvio can also read individual Lumi questions with the asker's email address and job title, for product analysis. Every such read through the app is logged.

11. Cookies

We, and the providers we use, collect some information automatically when you visit the Site, using cookies and similar technologies. Our Cookie Policy lists each one by name, what it is for, how long it lasts and how to change your choice. In short:

  • Necessary items, such as your answer to the cookie banner (cookie_consent) and your light or dark theme, are always stored. So is gohvio_utm on the trial page, which remembers which campaign brought you there.
  • Google Analytics, HubSpot's tracking script and our own visit tracker store nothing in your browser until you accept analytics. HubSpot and our visit tracker are not even loaded until then.
  • Two measurements do not wait for your choice. Google Analytics' tag loads on every page and sends Google a cookieless signal that a page was viewed. Cloudflare, which hosts the Site, adds Cloudflare Web Analytics at its own edge and records the page, the referrer, your country, your IP address, your browser, operating system and device type, and the load time. We measured no cookie from either.

Without the necessary items, parts of the Site may not work as intended.

12. Complaints

If you are unhappy with how we use your personal data, please tell us first at [email protected], and we will try to put it right.

You also have the right to complain to a data protection authority. In the European Economic Area, that is the supervisory authority in the country where you live or work, or where you believe the problem happened. In the United Kingdom, it is the Information Commissioner's Office: https://ico.org.uk/.

13. Security

We use administrative, technical and organizational measures designed to protect personal data against unauthorized or unlawful access, disclosure, change, loss or destruction, including:

  • Encryption in transit (TLS) and at rest.
  • CRM connection keys encrypted with AES-256-GCM before they are stored, with the key held outside the database.
  • Least-privilege access controls and audit logging, including a log of every time the founder opens a customer's data, or reads Lumi questions, through the app.
  • SHA-256 hashing for sensitive identifiers in our internal audit logs.
  • Sign-in with Google or a one-time email link, so Gohvio stores no app passwords.
  • Routine review of our vendors and subprocessors.

Gohvio holds no security certification and has not had an independent security audit. Our Trust Center describes what we do today and what we have not done yet, and our Security page explains how to report a problem. If a personal data breach affects you, we will notify you and the authorities as the law requires.

No system is completely secure, and we cannot guarantee the security of data sent to us over the internet or stored on our systems. Your account is protected by your email or Google account, so please keep those secure and do not share access to them.

14. Other websites

Links on the Site may take you to websites we do not run, whose privacy practices differ from ours. Those sites may use cookies or other tracking to collect information about you, such as your IP address and the pages you visit. We do not control them, and this Policy does not cover them. Please read their privacy policies, and contact them directly with questions about their practices.

15. International transfers

Gohvio is based in the United States, and the internet is global. If you use the Service from outside the U.S., your information may be transferred to, stored in and processed in the United States or other countries where we or our service providers operate. Where required, we rely on appropriate transfer mechanisms such as the EU Standard Contractual Clauses.

16. Do Not Track

Your browser can send a Do Not Track or Global Privacy Control signal asking not to be tracked.

  • On the Site, our own visit tracker does nothing at all when your browser sends either signal, even if you accept analytics. Google Analytics and HubSpot's tracking script do not read these signals; whether they store anything is decided by your choice on our cookie banner. Cloudflare's measurement does not read them either.
  • In the app, our usage analytics is not affected by Do Not Track. It is part of how we run the product and show your company its team's usage, and the link to you is removed after 90 days.

17. Changes to this policy

We post every change to this Policy on this page and update the "Last updated" date at the top. If we make a material change to how we treat personal data, we will tell you by email to the address on your account or through the Service before the change takes effect. Please keep your email address up to date and check this page from time to time.

18. Children's information

The Service is not aimed at children under 16, or the minimum age set by law where you live if that is higher, and we do not knowingly collect personal data from them. If we learn that we have, we will delete it. If you think we may hold such data, please tell us at [email protected].

19. Contact us

For questions about this Policy or how we handle personal data, or to use any of your rights, contact us. We will ask you to confirm your identity.

Gohvio, Inc.
Contact: Emily Goh, founder
Email: [email protected]
Website: https://www.gohvio.io