Privacy Policy

1. Scope of this Policy

This Policy applies to information processed through the Elarva Insights website, including General Contact messages, Project Requests, My Account access, Client Engagement management, invoices and payments, report delivery, revision requests, and optional review-session requests, service agreement records, and cancellation/refund requests.

General Contact

The General Contact form is for visitors who want to ask a question. It may collect your name, email address, company and subject where provided, and message. It does not require a project-data file, does not automatically create a Client Engagement, and does not automatically create an invoice or payment request. Elarva uses the information to review and respond to the message and may send a confirmation email.

Project Request

The Project Request form is for a prospective client asking Elarva to review an analytics or advisory project. It collects contact and project information, the selected service, analytical focus areas, the business question, and at least one required relevant business-data file. Additional information or files may be requested securely through My Account before analysis begins. Submitting a Project Request does not itself create a Client Engagement, invoice, or payment obligation; Elarva reviews the request before scope and payment are confirmed.

2. Information we collect

Contact information

We may collect your name, email address, company name where provided, job title or role where provided, subject, and contact-message content.

Project and business information

We may collect the service selected, analytical focus areas, the business question or challenge, available-data selections, scope-related information, and other information voluntarily submitted in project forms or later engagement communications.

Uploaded files

A relevant business-data file is required for new Project Requests. Historical requests submitted without files remain available; additional files may be requested through My Account. Depending on the request, customer-provided files may include sales exports, inventory data, product or SKU information, category information, open purchase-order information, or other business information selected by the customer. General Contact messages do not require a project-data upload.

Account information

Where My Account is used, the system may process a verified email address, necessary account and session information, sign-in events, engagement status, client-facing engagement history, invoice and payment status, deliverable access, and revision activity. My Account uses passwordless email access; Elarva does not ask clients to create a website password.

Billing and invoice information

If a Project Request becomes an approved Client Engagement, the system may process the service, approved amount, currency, invoice number and status, payment status and date, billing history, and Stripe-related transaction references used to reconcile the payment with the engagement.

Technical and security information

The website and its infrastructure may process request metadata, IP-address-related information, device or browser information, and security or rate-limit records as needed to deliver the site, maintain sessions, prevent abuse, investigate errors, and protect the service.

3. How information is used

Elarva uses information as reasonably necessary to:

• respond to General Contact messages and Project Requests;
• review project information and determine an appropriate analytical scope;
• provide analytics and advisory services;
• create and manage Client Engagements;
• provide My Account access and show client-facing engagement history;
• create invoices, request and reconcile payments, and maintain billing records;
• request information needed to complete agreed work;
• deliver reports and handle revision requests;
• send service-related communications;
• operate, troubleshoot, secure, and prevent abuse of the website and related systems; and
• maintain business records and meet applicable legal obligations.

Elarva does not use the website forms to enroll visitors in a marketing mailing list.

4. Business data and uploaded files

Customer-provided business files are used to review the Project Request, confirm the analytical scope, perform the agreed work, and deliver the engagement. Elarva may also use the submitted business question and related project information to communicate about data requirements, findings, delivery, and revisions.

Uploaded files are processed through the cloud infrastructure used to operate the service. They are not intended to be publicly accessible. Customers should not upload passwords, payment-card information, Social Security numbers, or other highly sensitive personal information through the Project Request form.

5. My Account

Elarva may use a client's email address to create or link a client account, authenticate access through a passwordless email link, display project and payment status, provide invoice and deliverable access, and support revision and optional review-session requests. Review-session records may include the request, scheduling information, and completion status. Necessary account and session records are used to maintain access and security. Internal owner notes are not displayed in My Account.

6. Payments and invoices

Live online payments are not currently enabled. When activated separately, payment transactions will be processed through Stripe-hosted Checkout. Elarva does not directly collect or store full payment-card details through its website. Stripe may process payment, contact, and transaction information in accordance with Stripe's Privacy Policy.

Elarva retains invoice and payment-status information needed to administer the Client Engagement, such as the approved amount, invoice reference, payment status and date, Stripe transaction references, cancellation request timestamps, refund eligibility and authorization history. A General Contact message or Project Request does not create a payment request automatically.

7. File storage and deliverables

Project files and final deliverables may be stored in private cloud storage. Final client deliverables are provided through controlled account access or secure report-download links that may be time-limited. Report files are not intended to be published at permanent public URLs. Access records and delivery status may be maintained to support the engagement.

8. Email communications

Elarva may send transactional or service emails concerning inquiry confirmation, General Contact confirmation, account access, project status, payment requests, payment confirmation, invoice availability, requests for information, report delivery, revision requests or updates, and optional review-session requests or scheduling. These communications support an inquiry, account, transaction, or Client Engagement; they are separate from marketing communications.

Elarva uses Resend as an email-delivery provider for these communications. The provider processes recipient and message information as necessary to transmit the email. Elarva does not disclose email-provider API keys, internal message identifiers, or sender configuration through the website.

9. Service providers

Elarva uses service providers as necessary to operate the website and deliver services. The website uses Cloudflare for website, database, and private file-storage infrastructure and Resend for transactional email delivery. Stripe is configured for payment processing, with live activation deferred. A provider receives or processes only the categories of information needed for the relevant function; use of a provider does not mean that every provider receives every item submitted to Elarva.

10. Sharing and sale of information

Elarva does not sell customer personal information. Elarva may share or permit processing of information by service providers as necessary to operate the website, store files, process payments, send communications, or deliver services. Elarva may also disclose information when reasonably necessary to comply with law, legal process, or a valid governmental request; protect rights, safety, and security; investigate fraud or abuse; or support a business transaction subject to appropriate handling of the information.

11. Cookies, session data, and first-party analytics

The website may use cookies or similar technologies that are necessary for passwordless authentication, session security, essential site functionality, and privacy-conscious first-party traffic measurement. Elarva's first-party analytics uses random identifiers to estimate unique visitors, sessions, page views, traffic sources, device categories, selected calls to action, and form-funnel activity. Analytics identifiers are stored in the reporting database as one-way hashes; the analytics system does not store raw IP addresses, full user-agent strings, form contents, advertising identifiers, or browser fingerprints.

Elarva does not currently use advertising cookies, third-party advertising pixels, or cross-site behavioral tracking. Infrastructure providers may process technical logs and related data to operate and secure their services.

12. Retention

We retain information for as long as reasonably necessary for the purposes described in this Policy, including providing services, maintaining business and payment records, resolving disputes, supporting security, and meeting legal obligations. Retention may vary based on the type of record and the related engagement. This Policy does not promise automatic deletion at the end of an engagement.

13. Security

Elarva uses reasonable administrative, technical, and organizational measures designed to protect information. These measures include controlled account access, private file storage, and payment processing through Stripe-hosted Checkout. No method of transmission or storage can be guaranteed to be completely secure.

14. Your choices and requests

You may ask questions or request access to, correction of, or deletion of personal information by using the General Contact form. Elarva is U.S.-based and operates from California. The availability and scope of a request may depend on applicable law and on records Elarva must reasonably maintain for contracts, payments, security, dispute resolution, or legal obligations.

15. Children's privacy

Elarva's website and services are intended for businesses and adults and are not directed to children.

16. Changes to this Policy

Elarva may update this Policy to reflect changes in the website, client workflow, service providers, or applicable requirements. The effective date above identifies the current version.

17. Contact

For privacy questions, use the General Contact form. No project-data upload is required for a privacy question.