Privacy Policy

[Company legal name] ("Armada", "we", "us" or "our") provides Armada, a service for hiring AI employees that work in the tools and on the computers you choose, under approvals and limits you set (the "Service"). This Privacy Policy explains what personal information we process, why, who we share it with and the choices you have. It applies to our website, the Armada web app, the Armada Desk app for your computer and the Armada mobile app.

For people in Europe and the UK: see Notice to European users below for our legal bases, your rights and international transfers. For residents of U.S. states with privacy laws: see State privacy rights.

Two roles: our data and yours

Armada handles personal information in two different capacities, and this policy treats them separately.

• Account and business data (we are the controller). Information about you as a user of Armada: your account, your workspace and team, billing, support requests and how you use the Service. This policy describes how we handle it.
• Content your AI employees work with (you are the controller, we are the processor). When an employee reads your inbox, works in your apps, handles a customer request or fills a form, the personal information involved belongs to you or to the people you work with. We process it only on your instructions, as set out in our Data Processing Addendum. If your request concerns someone else's data held in your workspace, the workspace owner is the right first contact, and we will help them answer it.

Personal information we collect

Information you provide

• Account data: your name, email address and password. Passwords are handled by our sign-in provider and are never visible to us or to your AI employees. If you turn on two-factor sign-in, we keep the secret it needs, encrypted.
• Profile data: the photo, display name, time zone and preferences you add.
• Workspace and team data: your workspace's name and settings, the people you invite (their names and email addresses), their roles, the departments and approval rules you set up.
• Employee setup: the AI employees you hire, their names, roles, instructions, tools, allowances and trust levels.
• Requests and conversations: what you ask your employees to do, your messages with them, your approvals and denials, and the answers you give to their questions.
• Saved access: logins, payment cards and other details you choose to save for an employee to use. These are encrypted, and each employee's policy decides whether it may keep them, must ask each time, or never sees them because you type them yourself.
• Billing data: your treasury balance, top-ups, allowances and the charges recorded against them. Card payments for top-ups are handled by our payment processor ([Payment processor]); we do not store full card numbers for those payments.
• Support communications: what you send us when you ask for help, and our replies.

Information created as your employees work

• Work records: the jobs your employees take on, the steps they take, the results they report and how much each action cost.
• The audit trail: who did what, when, and who approved it.
• Employee mailboxes: messages sent to and from the email address each employee is given.
• Screen captures and replays (Armada Desk): while an employee works in an app you allowed on a computer you connected, Armada Desk captures that screen and records the steps, so you can watch the work live and replay it later. The rest of the screen is covered while the employee works.
• Notes your employees keep: notes about how to get things done in your apps and your company, kept from finished work so they can do it again. They stay in your workspace; they are shared beyond it only if you turn on a sharing setting.

Information from services you connect

When you connect a service (for example your email, calendar, chat, code hosting or accounting tools), we store the access it grants, encrypted, and your employees read the specific data they need for a task, when they need it. We do not keep a standing copy of your connected services' content beyond what a task, its result and the audit trail need.

Information collected automatically

• Device and connection data: your IP address, browser and device type, recorded with each sign-in so you can see your active sessions.
• Computer data (Armada Desk): the name and operating system of each computer you connect, the apps you allow on it and whether someone is using it (so an employee waits for the screen to be free).
• Mobile push tokens: if you turn on notifications in the mobile app, so approvals and alerts reach your phone.
• Service logs: technical records needed to run the Service reliably and securely.

We do not use advertising cookies, analytics trackers or tracking pixels. See our Cookie Notice for the little we do store in your browser.

How we use personal information

• To provide the Service: create and secure your account, run your AI employees as you instruct, carry out the actions you approve, deliver notifications, keep the audit trail and show you replays.
• To meter and bill: record each action's cost against your treasury and each employee's allowance, and process top-ups.
• To keep the Service safe: screen incoming content for attacks aimed at your employees, detect unusual activity, pause an employee that behaves abnormally, and prevent fraud and abuse.
• To support you: answer your questions and troubleshoot problems, which can include looking at the work record concerned when you ask us to.
• To communicate with you: service announcements, security alerts and administrative messages. We do not send marketing email without your consent.
• To improve the Service: understand which features work and where the Service fails, using usage statistics and de-identified records. We do not use the content of your connected services, mailboxes, screen captures or saved access to train AI models, and our AI providers do not use it to train theirs.
• To comply with the law: respond to lawful requests, enforce our Terms and protect the rights and safety of our users and others.

AI processing

Your employees' reasoning runs on large language models provided by Google (Gemini, through Google Cloud's Vertex AI). The content an employee needs for a task (your request, the relevant data from your tools, what it sees on screen) is sent to these models to decide the next step. Incoming content is also screened by the same models for prompt attacks before it reaches an employee. Google processes this data on our behalf under its cloud terms, which do not allow it to use customer data to train its models.

How we share personal information

• Service providers (subprocessors) that host and run the Service for us, listed with their purpose and location in Annex 5 of our Data Processing Addendum.
• The services you connect and the people your employees contact. When an employee sends an email, posts a message or makes a change in a connected service on your behalf, the data involved goes to that service and its recipients, as you instructed.
• Your team. People in your workspace see what their role allows, such as the employees they work with, their work and the audit trail.
• Professional advisers such as lawyers, auditors and insurers, under confidentiality.
• Authorities, when the law requires it or to protect the rights, property or safety of our users, the public or us.
• A buyer or investor, in connection with a merger, financing, acquisition or sale of all or part of our business, under confidentiality and only as needed.

We do not sell personal information, and we do not share it for targeted advertising.

Retention

• Account and workspace data is kept while your account is open.
• Content your employees work with (work records, mailboxes, screen captures, notes, files) is kept until you delete it or close your workspace.
• Connected-service access is deleted as soon as you disconnect the service.
• Saved access is deleted when you remove it from the employee's profile.
• Audit and billing records may be kept after you close your account for as long as the law requires or as needed to resolve disputes and prevent fraud.

When you close your account, we delete or anonymize your data within 30 days, except what we must keep by law; copies in backups are removed on their normal cycle and are not used in the meantime.

Your choices

• Access and update your profile, workspace and employees at any time in the app.
• Disconnect any connected service from the Connections page; its stored access is deleted.
• Remove saved access from an employee's profile, or set its policy so you always type sensitive details yourself.
• Notifications: turn mobile notifications off in the app or on your phone.
• Close your account: ask us at [Privacy email] and we will close it and delete your data as described under Retention.
• Browser storage: see our Cookie Notice.

Security

We protect personal information with technical and organizational measures, including:

• encryption of stored access, saved logins, cards and other secrets (AES-256-GCM), and encryption of all traffic in transit (TLS);
• a token broker that gives an employee a short-lived token only at the moment an authorized action runs, so employees never hold your raw credentials;
• per-employee permissions, approvals for changes, and payments that always need a person's approval;
• an audit trail of every action, optional two-factor sign-in, and a session list you can review;
• screening of incoming content for attacks aimed at your employees.

No system is perfectly secure. If we learn of a security incident affecting your data, we will notify you as the law requires. Details for business customers are in Annex 4 of our Data Processing Addendum.

International transfers

We are established in [Country of establishment]. The Service runs in [Hosting region], and our service providers may process data in other countries, including the United States. Where the law requires it, we protect such transfers with appropriate safeguards, such as the European Commission's standard contractual clauses.

Children

The Service is not intended for anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has given us personal information, contact us and we will delete it.

Other sites and services

The Service connects to and links to services we do not operate. Their own privacy policies govern what they do with your data.

Changes to this policy

We may update this policy as the Service changes. We will post the new version here with a new date and, for material changes, tell you in the app or by email before they take effect.

How to contact us

• Email: [Privacy email]
• Mail: [Company legal name], [Company address]

State privacy rights

This section applies to residents of U.S. states whose privacy laws apply to us (the "State Privacy Laws"). Depending on your state, you may have the right to:

• Know the categories of personal information we have collected about you, where it came from, why we collected it and who we disclosed it to;
• Access a copy of your personal information;
• Correct inaccurate personal information;
• Delete personal information we collected from you;
• Appeal our decision on your request.

Sale, sharing and targeted advertising. We do not sell personal information, share it for cross-context behavioral advertising or process it for targeted advertising.

Profiling and automated decisions. We do not use your personal information for profiling or automated decisions that produce legal or similarly significant effects on you.

Sensitive personal information. We process account login credentials and, if you save them, payment card details for your employees to use. We do not use sensitive personal information to infer characteristics about you.

Consumers under 16. We have no actual knowledge of collecting, selling or sharing personal information of consumers under 16.

Exercising your rights. Email [Privacy email]. We will verify your request by confirming it from the email address on your account, and may ask for more information if needed. You may use an authorized agent; we may ask for proof of their authority. We will not discriminate against you for exercising these rights.

Information practices in the last 12 months:

We do not sell or share (for targeted advertising) any of these categories.

Notice to European users

This section applies to individuals in the European Economic Area (EEA), the United Kingdom and Switzerland ("Europe").

Controller. [Company legal name] is the controller of the account and business data described in this policy. For content your employees work with, the workspace owner is the controller and we act as its processor.

Representatives. Our representative in the EU under Article 27 GDPR: [EU representative]. Our representative in the UK: [UK representative].

Legal bases.

Where we rely on legitimate interests, you can object, as described below.

Your rights. You may ask us to give you access to your personal information, correct it, delete it, restrict or object to its processing, or send a copy to you or someone else in a machine-readable format. Where we rely on your consent, you may withdraw it at any time. Email [Privacy email]. If we decline a request, we will tell you why.

Complaints. You may complain to the data protection authority where you live or work. In the UK this is the Information Commissioner's Office (ico.org.uk).

Transfers outside Europe. When we transfer personal information to countries without an adequacy decision, we use safeguards such as the European Commission's standard contractual clauses (and the UK and Swiss equivalents). You can ask us for a copy at [Privacy email].

Automated decisions. We do not make decisions about you that produce legal or similarly significant effects based solely on automated processing.

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Effective October 20, 2026. Based on a template by General Legal, PC (general.legal), provided for general reference and not legal advice.