Who we are
Rhaven (the "Service") is a business software product operated by Nexorra Group, Inc. ("Nexorra", "we", "us"), 714 Locust St, Saint Louis, MO 63101. Rhaven gives recruiting and professional services firms market intelligence, a daily list of who to contact and why, and drafts of outreach for their staff to approve.
This policy covers rhaven.ai, the Rhaven application at app.rhaven.ai, and related services. Questions go to [email protected].
Rhaven is sold to businesses. When a firm (our "customer") uses Rhaven, the customer decides what its staff connect and what records it keeps; we process that information on the customer's behalf and under its instructions and our agreement with it.
What we collect
- Account information: name, work email, firm, role and sign-in details for each user.
- Customer records: the companies, people, jobs, notes, call outcomes and other records a customer adds to or creates in Rhaven.
- Connected account data: information from accounts a user chooses to connect, such as a Google or Microsoft 365 mailbox and calendar. The Google data we access is listed in full below.
- Public and licensed market data: public job postings, government economic releases, public filings, news and similar sources, and data licensed from data providers, used to build market intelligence.
- Usage and device data: pages viewed, actions taken, performance timings, browser type and IP address, used to run, secure and improve the Service.
- Website enquiries: what you send us through the walk-through form on rhaven.ai.
Information we receive from Google
Connecting a Google account is optional and is done by each user, through Google's own consent screen. The table below lists every Google permission (scope) Rhaven requests, what it reaches, and the only purposes we use it for. Some permissions are requested only when you turn on the feature that needs them.
openidYour Google account's stable identifier.Confirms which Google account you connected, so it is bound to the right Rhaven user and workspace.https://www.googleapis.com/auth/userinfo.emailThe email address of the Google account you connected.Matches the connected account to the staff member your firm configured in Rhaven, and shows you which mailbox is connected.https://www.googleapis.com/auth/gmail.readonlyMessages, threads and labels in your mailbox, and your Gmail profile.Reads replies and threads with the clients, candidates and contacts you work with, so Rhaven can show you who replied, log the conversation against the right record, and stop outreach automatically when someone replies, bounces or opts out. Rhaven reads only the folders your firm selects (for example Inbox and Sent).https://www.googleapis.com/auth/gmail.sendPermission to send email as you.Sends outreach and replies from your own mailbox, and only messages you approved in Rhaven first. Rhaven never sends from your mailbox without that approval, and it cannot read, change or delete mail with this permission.https://www.googleapis.com/auth/calendar.events.readonlyEvents on the calendars you choose to sync.Turns your meetings into your daily task list in Rhaven and keeps it current when a meeting moves or is cancelled. Read only: Rhaven never creates, edits or deletes events.https://www.googleapis.com/auth/calendar.calendarlist.readonlyThe list of calendars on your account and your access level on each.Lets you pick which calendars Rhaven syncs, and confirms Rhaven only reads calendars you can access.https://www.googleapis.com/auth/meetings.space.readonlyMeeting records and transcript entries for meetings you can already access.Retrieves the transcript of a Meet call you took part in, so Rhaven can write your call notes and next steps. Rhaven cannot join, start or change meetings.https://www.googleapis.com/auth/drive.fileOnly files and folders Rhaven creates, or that you pick for Rhaven.Saves backup copies of your firm's Rhaven records to a folder Rhaven creates in your Drive. Rhaven cannot see any other file in your Drive.Rhaven's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
How we use and share Google user data
We use Google user data only to provide and improve the user-facing features described in the table above, in your Rhaven workspace. Specifically:
- We do not use Google user data for advertising, including retargeting, personalized or interest-based ads.
- We do not sell Google user data, and we do not transfer it to data brokers or information resellers.
- We do not use Google user data to determine credit-worthiness or for lending purposes.
- We do not use Google user data, or anything derived from it, to develop, improve or train generalized artificial intelligence or machine learning models. Neither we nor our AI provider trains models on it.
- We transfer Google user data to others only as needed to provide or improve the user-facing features you use, to comply with applicable law, or as part of a merger, acquisition or sale of assets with notice to you. The service providers that process it for us are listed below.
- Our staff do not read Google user data unless you give us permission for specific messages (for example, to troubleshoot a problem you report), it is necessary for security purposes such as investigating abuse, it is required to comply with applicable law, or the data is aggregated and anonymized for internal operations.
To produce drafts, summaries and call notes, Rhaven sends the relevant text (for example, a reply thread or a meeting transcript) to its AI model provider, which processes it only to return a result to Rhaven and does not use it to train its models.
How we use information
- To provide the Service: build each customer's market intelligence, daily call and email lists, drafts, briefs and records.
- To keep records accurate: link replies, meetings and call notes to the right people and companies, and honor replies, bounces and opt-outs.
- To secure the Service: authenticate users, keep each customer's data separate, detect abuse and investigate incidents.
- To support and improve the Service, using usage data and, where it involves customer content, only within that customer's workspace.
- To communicate with you about your account and the Service, and to answer enquiries.
- To meet legal obligations and enforce our agreements.
We do not sell personal information.
How we protect it
Data is encrypted in transit (TLS) and at rest. Google and Microsoft access tokens are stored encrypted in a dedicated secrets vault, used only by the server process that needs them, and never shown in the application. Every customer's data is kept separate by row-level access controls, and staff access to production systems is limited to the people who operate them. No method of storage or transmission is perfectly secure, but we work to protect information to industry standards and will notify affected customers of a security breach as the law requires.
How long we keep it, and deleting it
We keep account information and customer records for as long as the customer's account is active, then delete them within 90 days of the end of the customer's agreement, unless the customer asks us to return or delete them sooner or the law requires us to keep them longer.
Google data: you can disconnect your Google account at any time in Rhaven, or remove Rhaven's access at myaccount.google.com/connections. When you disconnect, we revoke and delete the stored tokens immediately and stop all further access. Message, calendar and transcript content we copied from Google is deleted within 30 days. Records your firm chose to keep in Rhaven, such as a call note you saved or the fact that a contact replied, stay with your firm's other records until your firm deletes them or its agreement ends.
To ask us to delete your information, or your Google data specifically, email [email protected]. Where we hold the information for a customer, we will act on the request with that customer.
Your choices and rights
Depending on where you live, you may have the right to access, correct, delete or export your personal information, or to object to or restrict certain processing. If your firm uses Rhaven, contact your firm first, since it controls its records; you can also contact us and we will help. We will not discriminate against you for exercising these rights.
If you are contacted by a Rhaven customer and do not wish to be, tell that firm (for example, by replying to opt out); Rhaven records the opt-out so the firm stops outreach.
Children, cookies and changes
Rhaven is a business service and is not directed to children under 16; we do not knowingly collect their information.
rhaven.ai does not use advertising or cross-site tracking cookies. The application uses essential cookies to keep you signed in and first-party measurement of page performance.
We may update this policy. We will post the new version here with a new date and, for material changes, notify customers in advance. If a change would let us use Google user data in a new way, we will ask for your consent first.
Contact
Nexorra Group, Inc., 714 Locust St, Saint Louis, MO 63101. Email [email protected].