Privacy Policy
Aria Trove (“we”, “us”, “our”) operates the proposal-software service available at ariatrove.com. This Privacy Policy explains what personal data we collect, why we collect it, how we use and share it, and the rights you have under the EU General Data Protection Regulation (“GDPR”) and the EU ePrivacy Directive.
If anything here is unclear, write to us at privacy@ariatrove.com and we’ll explain in plain language.
1. Who we are
The data controller for personal data processed through Aria Trove is:
- Aria Trove — operated by DK Productions IKE (the legal entity), Athens, Greece.
- Contact: privacy@ariatrove.com
- We have not appointed a Data Protection Officer (we’re below the GDPR Art. 37 threshold), but the address above reaches the person responsible for privacy.
2. What we collect and why
We collect only what we need to operate the service. Each category below is paired with the GDPR Article 6 legal basis we rely on.
| Category | What it is | Why | Legal basis |
|---|---|---|---|
| Account | Email, password hash, display name, workspace name | To create and authenticate your account, and to identify you across sessions | Performance of contract (Art. 6(1)(b)) |
| Billing | Plan, billing email, Stripe customer ID, invoice history. We never see your full card number — Stripe handles it. | To bill the subscription you purchased | Performance of contract |
| Proposal content | Anything you put into a proposal: text, images, video, prices, client names and emails | So the service can store, render, and deliver the proposals you create | Performance of contract |
| Recipient data | If you enter a client’s name and email to send them a proposal, we store that and log when they open it | To deliver the proposal and report engagement back to you | Legitimate interest (Art. 6(1)(f)) — the recipient’s reasonable expectation that a sender tracks delivery |
| Usage logs | Page-view audit trail, IP address, user agent, approximate geographic region (city / country, derived from IP via MaxMind GeoLite2) | Security, fraud prevention, debugging, and the engagement insights we surface in your dashboard | Legitimate interest |
| Transactional emails (verification, password reset, signed-PDF delivery, notifications) | To run the service | Performance of contract | |
| Cookies | Auth session cookie (necessary), theme-preference cookie (necessary for UX). See section 8. | To keep you signed in and remember your light/dark preference | Strictly necessary (cookies) / legitimate interest (preference) |
3. Who we share it with (sub-processors)
We work with the following sub-processors. Each processes personal data only on our written instructions and under a Data Processing Agreement (DPA) compliant with GDPR Art. 28.
| Service | Purpose | Location |
|---|---|---|
| Hetzner Online GmbH | Hosting (application + database) | Germany / Finland (EU) |
| Cloudflare, Inc. | DNS, registrar, edge proxy (when enabled) | United States — relies on EU SCCs |
| Stripe Payments Europe Ltd. | Subscription billing | Ireland (EU) |
| Resend, Inc. | Transactional email delivery | United States — relies on EU SCCs |
| Backblaze, Inc. | Encrypted off-host database backups | United States — backups are encrypted with a key held only by us, so the provider cannot read content |
| MaxMind, Inc. | Offline IP→city/country lookup | United States — only an offline GeoLite2 file is downloaded; no IP addresses leave our servers |
We do not sell your data, share it with advertisers, or use it to train machine-learning models.
4. International transfers
Some sub-processors are based in the United States. Where personal data is transferred outside the EU/EEA we rely on the European Commission’s Standard Contractual Clauses (SCCs, 2021/914) and, where the recipient self-certifies, the EU–US Data Privacy Framework. You may request a copy of the SCCs in place by emailing privacy@ariatrove.com.
5. How long we keep it
| Data | Retention |
|---|---|
| Account + workspace data | For as long as you have an account, plus 30 days after deletion (a soft window so we can restore in case of accidental deletion) |
| Proposal content + recipient logs | Same as the parent workspace |
| Billing records (invoices) | 10 years (Greek tax law requires this) |
| Server access + audit logs | 90 days |
| Off-host encrypted backups | 30 daily snapshots, then deleted |
| Email delivery logs at Resend | 30 days (their default) |
6. Your rights under GDPR
You have the right to:
- Access — get a copy of the personal data we hold about you (Art. 15)
- Rectification — correct anything inaccurate (Art. 16)
- Erasure — have your data deleted (“the right to be forgotten”, Art. 17), unless we’re legally required to keep it (e.g. invoices)
- Restriction — pause processing while a dispute is resolved (Art. 18)
- Portability — receive your data in a structured, machine-readable format (JSON export from your settings page) (Art. 20)
- Objection — object to processing based on legitimate interest (Art. 21)
- Withdraw consent — where processing is based on consent, withdraw at any time without affecting prior lawful processing (Art. 7(3))
- Lodge a complaint — with your local supervisory authority. In Greece this is the Hellenic Data Protection Authority (HDPA).
To exercise any of these, email privacy@ariatrove.com. We’ll respond within 30 days as required by Art. 12.
7. Automated decision-making and profiling
We do not make automated decisions that have legal or similarly significant effects on you. The engagement metrics we surface (heatmaps, dwell time) are insights for the proposal sender, not decisions made about the recipient.
8. Cookies
We use the following first-party cookies. There are no third-party advertising or analytics cookies on this site at this time.
| Cookie | Type | Purpose | Duration |
|---|---|---|---|
authjs.session-token | Strictly necessary | Keeps you signed in | 30 days, refreshed on use |
authjs.csrf-token | Strictly necessary | Cross-site request forgery protection during sign-in | Session |
dkp_theme | Functional | Remembers your light/dark preference | 365 days |
aria_consent | Strictly necessary | Remembers your cookie-banner choice | 365 days |
We also use localStorage on the welcome tour to remember which step you reached (key: dkp_onboarding_step). This is functional, not tracking, and you can clear it from your browser at any time.
If we ever introduce analytics or marketing cookies, we will update this list and ask for your explicit opt-in.
9. Security
We follow industry-standard practice: TLS for all transport, scram-sha-256 for database authentication, encrypted off-host backups (age + zstd), per-process secret isolation, an egress proxy that prevents the application from making unexpected outbound connections, and rate limiting on authentication endpoints.
If you believe you’ve found a security vulnerability, please write to security@ariatrove.com and we’ll respond within 72 hours.
10. Children
Aria Trove is not directed to children under 16. We do not knowingly collect personal data from anyone under that age. If you believe a child has signed up, tell us and we’ll delete the account.
11. Changes to this policy
We may update this policy as the service evolves. When we make a material change we will (a) update the “Last updated” date above and (b) email account holders. Continued use of Aria Trove after a material change constitutes acceptance.
12. Contact
For any privacy question, request, or complaint:
- Email: privacy@ariatrove.com
- Postal: DK Productions IKE, Athens, Greece