Overview
This Privacy Policy explains how Costivra collects, uses, stores, and shares information when you use our websites, document-intake experiences, integrations, and cost-intelligence services.
Costivra is designed to minimize data use, keep customer documents private, and preserve customer choice over external sharing.
Information we collect
We may collect account and organization information; contact details; location, vendor, expense, invoice, contract, and approval records; files you choose to upload or authorize Costivra to import; integration data you authorize; product usage and security logs; support communications; and billing information handled through payment providers.
Documents may contain account identifiers, prices, usage, employee or contact names, service addresses, contract terms, and other business information. You should upload or authorize access only to information you are permitted to provide.
How we use information
- Provide document intake, extraction, normalization, evidence, monitoring, opportunity, approval, reporting, and verification features.
- Authenticate users, enforce permissions, prevent abuse, and protect the service.
- Respond to support and product requests.
- Improve supported workflows using properly governed, de-identified, or consented data.
- Meet legal obligations and enforce our agreements.
Google account and Gmail data
If you connect Gmail, Costivra requests read-only access with your consent. Costivra checks message identifiers and limited header information, including sender, subject, and date, against vendor rules your organization creates. Costivra retrieves a message's attachment data only after an approved rule matches.
Costivra cannot send, modify, label, move, or delete your Gmail messages.
Matching attachments are stored as private, tenant-scoped Costivra documents and used to provide bill intake, malware scanning, extraction, evidence, monitoring, and review features. OAuth tokens are encrypted and available only to server-side integration services. Costivra may provide the matched attachment to service providers that host, secure, scan, or extract the document solely to deliver those visible product features. Costivra does not sell Google user data, use it for advertising, determine creditworthiness, or permit generalized model training on it.
Disconnecting Gmail deletes Costivra's stored connection tokens and vendor rules and stops future mailbox access. Documents already imported remain private Costivra records until you delete them or request deletion under the service's normal retention controls. You can also revoke Costivra directly from your Google Account.
Costivra's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.
AI processing
Costivra uses configured model and document-processing providers to interpret only the documents users choose to upload or authorize Costivra to import. AI model requests are restricted to endpoints designated for zero data retention and no training on submitted content. Models do not independently authorize external actions or serve as the sole authority for financial calculations.
Instructions found inside documents are treated as untrusted data and cannot change Costivra policy.
Storage and retention
Documents are stored privately with tenant access controls, provider-supported encryption at rest, and short-lived signed access. We retain customer records while an account is active or as needed to provide the service, meet documented customer controls, resolve disputes, enforce agreements, and satisfy legal obligations. We may retain security, audit, consent, and transaction records when needed for legitimate business or legal purposes.
Your choices
Depending on your location and relationship with Costivra, you may request access, correction, export, or deletion of personal information; manage integration access; change optional benchmark participation; and revoke future referral sharing. Revocation does not undo sharing already completed under valid prior consent.
Security
No service can guarantee absolute security. Costivra's intended controls include tenant isolation, least privilege, private storage, signed access, strong authentication, audit logs, rate limits, validation, monitoring, and incident procedures. Report suspected issues to security@costivra.ai.
Contact
Questions, access requests, or deletion requests may be sent to privacy@costivra.ai.