Privacy Policy

1. Who we are

This Privacy Policy explains how Skavio LLC (“Skavio,” “we,” “us,” or “our”) handles personal information in connection with skavio.eu, Skavio web applications, APIs, Flow, File Toolbox, Transcribe, Meeting, managed services, automation services and related support (the “Services”).

Skavio LLC
Registered office / legal notices:
1209 Mountain Road Pl NE, Ste R
Albuquerque, NM 87110
United States

Privacy contact: work@skavio.eu

2. When Skavio is a controller and when Skavio is a processor

For account administration, billing, security, fraud prevention, support, service operations, legal compliance and Skavio’s own business records, Skavio generally determines why and how personal information is processed and acts as a controller (or equivalent role under applicable law).

For Customer Content submitted by a business customer for processing on that customer’s instructions, Skavio generally acts as a processor/service provider and the customer acts as the controller/business. In that case, the customer is responsible for notices, permissions, lawful bases and instructions relating to people whose data appears in Customer Content. The business-to-business processor terms in our Terms of Service apply unless a separate DPA is signed.

3. Information we collect or process

Account and identity data: name where provided, email address, organization name, role, user and company identifiers, login and authentication records.
Business and billing data: legal/business name, billing contact, address, registration or tax details where provided, subscription/credit purchases, invoices, payment references, refunds and transaction metadata. Full payment-card numbers are handled by payment providers such as Stripe and are not intended to be stored by Skavio.
Customer Content: documents, PDFs, images, audio, video, voice, meeting recordings, text, prompts, URLs, business records and other data submitted for processing, plus generated results.
Job and usage data: selected operation, file type and size, page counts, media duration, credit estimates/charges, processing status, timestamps, provider-routing metadata, storage/retention settings and error information.
Technical and security data: IP address, request metadata, device/browser information where available, session and authentication events, API-key identifiers, webhook/delivery logs, abuse signals and security logs.
Communications: support messages, business enquiries, project correspondence, proposals, service notices and related metadata.
Preference data: language and similar service preferences.

Customer Content can contain sensitive or special-category data if a customer chooses to submit it. Skavio does not require such data for ordinary use and customers should not submit specially regulated data unless they have a lawful basis and the applicable service is suitable for it.

4. Sources of information

We obtain information directly from you; from your organization or another authorized user; automatically when you use the Services; from payment, identity, hosting and communications providers; from systems you connect to Skavio; and from public URLs or sources that you instruct us to retrieve or process.

5. How and why we use personal information

Purpose	Examples	Typical EEA/UK legal basis where applicable
Provide the Services	Create accounts, accept uploads, process jobs, generate outputs, deliver results, provide APIs and managed services.	Contract; steps requested before contract; processor instructions for Customer Content.
Billing and administration	Credit purchases, subscriptions, invoices, payment confirmation, refunds, account records.	Contract; legal obligation; legitimate interests in business administration.
Security and abuse prevention	Authentication, rate limiting, audit logs, fraud detection, incident response, protecting systems and users.	Legitimate interests; legal obligation where applicable.
Support and communications	Answer questions, troubleshoot, send transactional or service notices, manage projects.	Contract; legitimate interests.
Legal and compliance	Tax/accounting records, responding to lawful requests, enforcing agreements, protecting legal rights.	Legal obligation; legitimate interests; legal claims.
Service improvement	Reliability metrics, error trends, capacity planning and product analytics based primarily on operational metadata.	Legitimate interests. Customer Content is not used to train a Skavio-owned general-purpose AI model without affirmative agreement.
Optional marketing	Relevant business communications where permitted.	Consent where required; otherwise legitimate interests subject to opt-out rights.

Where we rely on legitimate interests, we consider whether our interests are proportionate and whether your rights override them. You may object where applicable.

6. Customer Content and service processing

Skavio processes Customer Content to perform the operation you request. Depending on the service, processing can include local file handling, OCR, transcription, speaker diarization, structured extraction, AI-assisted analysis, file conversion, media processing, storage, backup and delivery.

Default platform source and result retention is generally 7 days, subject to service settings, customer configuration, archive options, legal requirements and written agreements. Some source/result retention settings may be configurable for shorter or longer periods. Deleting active data does not necessarily cause immediate deletion of encrypted backups or third-party provider copies; those are removed according to normal provider and backup retention cycles.

Skavio does not intentionally make private Customer Content public. Result downloads and company jobs require applicable authentication or authorized delivery mechanisms.

Skavio Accounting and QuickBooks Online — specific privacy notice

Connection and information accessed. If your organization's authorized representative connects Skavio Accounting to QuickBooks Online, we use Intuit's OAuth authorization flow and the Accounting API for the company that grants access. Depending on the accounting action, the integration reads company information and relevant account, vendor/customer, item and tax-code references. We use these references to display choices and prepare accounting transactions that the company's authorized users review and approve. We do not act as an independent data processor on behalf of Intuit; the connection is requested by the Skavio customer. Access is limited by the permission granted in Intuit and by company roles inside Skavio.

Authentication and security. The connector stores QuickBooks access and refresh tokens and company identifiers encrypted on the server. It uses the identifiers needed to associate the authorized QuickBooks company with the correct Skavio business workspace. Tokens and authorization codes are not intended to be exposed in browser URLs, exported documents or application logs. Users can disconnect the integration in Skavio or revoke the app's access through QuickBooks. New API access stops after a successful disconnect or revocation; protected accounting history may remain where required for audits or legal duties.

Uploaded invoices and AI processing. Accounting originals, scans, PDFs and extracted fields are Customer Content. To extract invoice details, Skavio sends uploaded documents to its Processing service; embedded PDF text may be read directly, while scanned images may be sent to the OpenAI API for OCR and document text may be processed there for structured field extraction. This may include names, addresses, amounts, tax numbers and other personal or business details in the documents. Imported QuickBooks reference lists are not automatically sent to the OCR service, but a document you upload may itself contain QuickBooks-derived information. Please avoid uploading unnecessary personal or confidential data. Outputs require human verification before posting. Processing by third-party providers is subject to their relevant service, privacy and retention practices; this notice does not assert account-specific zero retention or a special contractual no-training guarantee.

Sharing, transfers and purposes. Relevant information passes between your Skavio Accounting workspace, Skavio Processing, the applicable AI service and QuickBooks Online only to carry out your requested operation, support security and reliability, and maintain authorized accounting records. Intuit separately operates QuickBooks and its authorization service. These providers may process data outside the country where you live. The general categories of subprocessors, processing purposes, transfers and privacy rights are described in Sections 2, 5, 7, 8 and 12 of this Policy. Skavio does not sell QuickBooks data or use it for advertising unrelated to the service.

Deletion and retention differ from ordinary temporary-file processing. The general seven-day platform file default does not apply as an automatic universal deletion deadline for Accounting records. An authorized company owner or administrator can request deletion of an unposted Accounting document. When the requested cleanup succeeds, Skavio removes the local original, the Processing upload and result, extracted details and the unposted draft. A processing job still running, unavailable provider or missing upload reference can delay deletion; the application reports such cases and keeps a retryable record. Approved, posted or otherwise legally/audit-relevant accounting data, minimal billing/audit metadata and protected backup generations may be retained for applicable legal and operational periods. Disconnecting QuickBooks is not a request to erase historical accounting records. Deleting a Skavio document does not delete an existing Bill, Purchase or Invoice in QuickBooks, nor does it immediately erase independent copies at Intuit, AI providers or backup systems. Contact work@skavio.eu to exercise applicable access, correction or deletion rights. Statutory retention exceptions may apply.

Human decisions. Skavio presents extracted details and proposed accounting entries for authorized human review; it is not intended to independently make final tax or financial decisions for your business.

8. International data transfers

Skavio is a U.S. company and its infrastructure and service providers may process information in the United States, the European Economic Area and other locations where providers operate. Data-protection laws may differ between countries.

Where applicable law restricts an international transfer, we use or require an appropriate lawful mechanism for that transfer, which may include an adequacy decision, the European Commission Standard Contractual Clauses, the UK International Data Transfer Addendum or IDTA, or another legally recognized safeguard. Business customers with a specific transfer requirement should contact us before submitting regulated personal data.

9. Retention

We retain information only for as long as reasonably necessary for the purpose for which it was collected, taking into account customer settings, contracts, security needs and legal requirements.

Customer Content: generally according to the applicable service retention setting; platform sources/results default to about 7 days unless configured or agreed otherwise.
Account and company data: while the account or business relationship is active and for a reasonable period afterward to support reactivation, disputes, security and legal obligations.
Payment, tax and accounting records: for the period required by applicable law and legitimate accounting/audit needs.
Security, audit and abuse records: for a period proportionate to fraud prevention, security, incident investigation and legal needs.
Backups: until overwritten or deleted through normal backup rotation, subject to legal holds and disaster-recovery requirements.

We may retain de-identified or aggregated information that no longer reasonably identifies an individual.

10. Security

We use technical and organizational safeguards designed to protect personal information, including authenticated access, tenant separation, encryption in transit, secrets management, access controls, logging, backup controls, retention/deletion processes and security monitoring appropriate to the Services.

No internet service can guarantee absolute security. You are responsible for protecting your passwords, API keys and systems that connect to Skavio. If you believe your account or data has been compromised, contact us promptly.

11. Cookies, local storage and tracking

Skavio uses strictly necessary or functional browser storage needed for login/session functionality, security and preferences. For example, skavio.eu can store a language preference so the interface remembers your selected language.

At the effective date of this Policy, skavio.eu does not use third-party behavioral advertising pixels or cross-site advertising trackers. If we later add analytics or optional tracking that requires consent, we will provide the legally required notice and controls before using it where required.

Because we do not currently sell/share personal information for targeted advertising, a “Do Not Sell or Share” link is not presently necessary for that activity. We will honor legally required browser-based opt-out preference signals, including Global Privacy Control, if and when they apply to a covered practice.

12. EEA, UK and similar privacy rights

If applicable law gives you data-protection rights, they may include the right to access, correct, delete, restrict or object to processing, receive portable data, withdraw consent where processing is based on consent, and complain to a competent supervisory authority.

Where Skavio acts only as a processor for a business customer, we may refer your request to that customer because the customer controls the relevant personal data and determines how the request should be handled.

You have the right to object to processing based on legitimate interests and to direct marketing where applicable. To exercise a right, email work@skavio.eu. We may need to verify your identity and may decline or limit requests where permitted by law, including where records must be retained for legal obligations or legal claims.

If you are in the EEA or UK, you may also complain to the data-protection authority where you live, work or believe a violation occurred.

13. U.S. state privacy rights

Depending on where you live and whether the relevant state privacy law applies to Skavio, you may have rights to know/access personal information, correct inaccuracies, delete information, obtain a portable copy, opt out of certain targeted advertising, sale or profiling, limit certain uses of sensitive data, and appeal a denied privacy request.

Skavio does not sell personal information and does not share personal information for cross-context behavioral advertising. We do not discriminate against you for exercising applicable privacy rights.

You or an authorized agent may submit a request to work@skavio.eu. We may request information reasonably necessary to verify the request or the agent’s authority.

14. California Notice at Collection and CCPA/CPRA disclosures

This Section applies to the extent the California Consumer Privacy Act, as amended (“CCPA”), applies to Skavio and the relevant personal information.

In the preceding 12 months, the categories of personal information we may have collected are: identifiers; customer records and commercial information; internet/network activity; geolocation at the approximate IP-derived level if available; professional/business information; audio/visual information contained in Customer Content; inferences generated as part of a requested service; and sensitive personal information only where a user or customer chooses to submit it or it is needed for account/security purposes.

We collect and use these categories for the purposes described in Sections 5 and 6, including providing Services, billing, support, security, fraud prevention, legal compliance and customer-requested processing. Retention follows Section 9 and varies by category and purpose.

We do not sell personal information and do not share it for cross-context behavioral advertising. We do not use sensitive personal information to infer characteristics about individuals for advertising. If covered by the CCPA, California residents may have rights to know, access, correct, delete, opt out, limit certain uses of sensitive information, and receive equal service. Requests may be sent to work@skavio.eu.

15. AI, profiling and automated decisions

Some Services use automated systems or AI to transcribe, extract, classify, summarize, structure or transform Customer Content. Those outputs can be inaccurate and are intended to be reviewed by the customer.

Skavio does not use account information to make solely automated decisions that produce legal or similarly significant effects about individuals for Skavio’s own purposes. A business customer may configure workflows that process information about individuals; in that case the customer is responsible for determining whether its use constitutes regulated automated decision-making or profiling and for providing legally required notices, rights and human review.

16. Children

The Services are not directed to children and are intended for users age 18 or older. We do not knowingly solicit personal information directly from children under 13. If we learn that we collected personal information directly from a child in circumstances where parental consent or another legal basis was required, we will take reasonable steps to delete it.

Business customers must not use Skavio to process children’s data unless they have authority and a lawful basis to do so and the use is permitted by the applicable service and law.

17. Changes to this Privacy Policy

We may update this Policy to reflect legal, security, product or provider changes. We will post the current version and effective date here. Where legally required, we will provide additional notice or obtain consent before materially changing how we use personal information already collected.

English is the controlling language of this Policy. Any translation is for convenience only.

18. Contact and privacy requests