Privacy policy

Last updated 15 October 2026

Avarix is an AI receptionist for small businesses. It answers phone calls and website chats for a business, takes messages and can book appointments. Avarix is run by Apped ("we", "us"). This policy explains what data we collect, why, and what you can do about it.

If you have a question about your data, email hello@avarix.app.

Who this policy covers

Businesses that sign up for Avarix, and their team members.
Callers and website visitors who talk to a business's assistant.
People who ask us about Avarix, for example through the early access form or a demo call.

For callers and website visitors, the business you contacted decides how your details are used. We process that data for the business, under its instructions. If you want to see or delete what you told a business, contact that business first. You can also email us.

What we collect

Account details: your name, email address, business name and the settings you choose.
Business information: the facts you give Ava about your business, such as opening hours, services and answers to common questions.
Calls: the caller's phone number, the time and length of the call, a written transcript, a short summary of what the caller wanted, and any name, message or booking details the caller gives. Calls are transcribed, not recorded: we do not keep an audio recording.
Website chats: any enquiry, callback request or booking the visitor makes, with the contact details they give, and a short summary. The full chat stays in the visitor's browser for that visit. We do not keep a full copy of the chat.
Customer list: each business's list of the people who have called or chatted, built from those calls and chats. It holds their name, phone number and email address where given, how many times they have been in touch, and any notes the business adds.
Unanswered questions: questions Ava could not answer on a call or chat, kept so the business can answer them.
Blocked numbers: numbers a business has blocked, and numbers blocked for a while after repeated nuisance calls.
Early access and demos: if you ask about Avarix, your name, email address, business name and message. If you use a demo link we send you, Ava calls you as your business. We keep the number Ava called, public details about your business that we used to set up the demo, a transcript of the demo call and how it went, so we can follow up with you about Avarix.
Terms acceptance: which version of our terms you agreed to, when, and the IP address you agreed from, so we can show what was agreed.
Billing: your subscription and payment status. Card details are handled by our payment provider and never stored by us.
Technical data: basic logs such as IP address and browser type, used to keep the service secure and working. If something goes wrong in the app or the chat widget, our error monitoring records details of the error. For a small sample of visits it also records a replay of what happened on screen, so we can find and fix the problem.
AI usage logs: a record of each piece of AI processing, such as which model was used and how much, used to run the service and spot faults.

How we use it

To answer calls and chats for your business, and to show you what happened in your Inbox.
To take messages, write call summaries, flag questions Ava could not answer, and book appointments you have allowed.
To keep your customer list up to date, so you can see when someone has been in touch before.
To turn your answers to unanswered questions into entries Ava can use. You check each one before it is saved.
To email the business after each genuine call Ava answers, so it knows someone has been in touch.
To put a caller through to the business, if the business has set a number for this and the caller asks or agrees.
To send you emails about your account and the service.
To bill you, spot and block nuisance calls, prevent abuse and keep the service secure.
To reply to early access requests and run demo calls that people have asked for.

We do not sell your data. We do not use it for advertising.

Our legal reasons

We use business account data to provide the service you signed up for (our contract with you). We use technical data, spam checks and early access requests because we have a legitimate interest in running a secure service and answering people who contact us. For callers and website visitors, the business decides the legal reason, and we act on its behalf.

How we use AI

Ava is an AI. AI models understand what callers and visitors say, write Ava's replies, turn calls into text, write call summaries, pick out questions Ava could not answer and draft knowledge entries from your answers. The models run on our AI providers' systems, which process the conversation only to provide this service. We do not use your data, or your callers' data, to train AI models. AI can get things wrong, so check anything important.

Google Calendar

If you connect a Google Calendar, Avarix asks Google for permission to:

See when you are busy (free/busy times), so Ava only offers times you are free.
See and create events in your calendar, so Ava can book appointments and you can see your calendar inside Avarix.
See your email address, so we can show which Google account is connected.

We store the connection securely and encrypted. We do not keep a copy of your calendar events. We read them from Google when they are needed and only for the purposes above. Ava may use your free and busy times while it talks to a caller, to offer a time that suits you. Those times are passed to the AI model running that conversation and are not used for anything else. When Ava books an appointment, the event it creates includes the caller's name, what the appointment is for and the contact details the caller gave.

Avarix's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, we do not let people read it except where you ask us to for support, for security, or where the law requires it, and we do not use it to develop, improve or train AI models.

You can disconnect your calendar at any time in Avarix Settings, or from your Google account permissions. When you disconnect in Avarix, we delete the stored access straight away. This does not remove Avarix from the list of apps in your Google account, so to remove it there too, use your Google account permissions page. Events Ava has already created stay in your calendar until you delete them.

Who we share data with

We use carefully chosen service providers to run Avarix. They only process data to provide their service to us, under contract, and may not use it for anything else.

Telephony and voice provider: phone numbers, connecting and transferring calls, and Ava's voice.
Speech-to-text: turning what callers say into text.
AI model providers: understanding callers and visitors, writing Ava's replies and writing summaries.
Email delivery: sending notifications and account emails.
Payments: processing subscriptions. Card details are never stored by us.
Error monitoring: recording errors in the app and chat widget so we can fix them.
Hosting in the UK, and security: running our servers and protecting the service from attacks.
Google: Google Calendar, only if you connect it.

Your data is stored in the UK. Some providers process data outside the UK. When they do, we rely on the legal safeguards the UK allows, such as the UK International Data Transfer Addendum. You can ask us for the list of providers we use by emailing hello@avarix.app.

How long we keep it

We keep your data, including call records and transcripts, while your account is open. A business can ask us to delete particular calls, chats or customer records at any time. Detailed AI usage logs are kept for 90 days, then reduced to totals. When you close your account, we delete or anonymise your data, unless we must keep some of it by law, for example billing records. Automatic blocks on nuisance numbers end after 30 days. Early access and demo details are kept while we are talking to you about Avarix, and deleted if you ask.

Your rights

Under UK data protection law you can ask to see, correct, delete or move your data, and you can object to how we use it. There is no button for this in the app yet: to get a copy of your data or have it deleted, email hello@avarix.app and we will reply within one month. If you are not happy with our answer, you can complain to the Information Commissioner's Office.

Cookies

We do not use advertising or tracking cookies. When you sign in, Avarix keeps your sign-in details in your browser so you stay signed in. The chat widget on a business's website does not set cookies or store anything in the visitor's browser itself. Our pages, including the widget, load fonts from Google Fonts, which means Google receives the visitor's IP address, and run the error monitoring described above.

Security

Data is encrypted when it travels over the internet. Secrets such as calendar access are also encrypted when stored. Each business can only see its own data.

Changes to this policy

If we make an important change, we will tell businesses by email before it takes effect. The date at the top shows when this policy last changed.