1. Who we are

ArchiManage (the “Service”) is provided by Dominion Agency PTY LTD, a company registered in South Africa. “We”, “us” and “our” refer to Dominion Agency PTY LTD. This policy explains, in plain words, what the Service collects, why, where it goes, who can see it, and how you get it back or get rid of it.

Our Information Officer under the Protection of Personal Information Act, 2013 (POPIA) is our founder. You can reach them at support@archimanage.com.

2. What we collect

Your work. When you are signed in, the work you record is saved to your account on our servers as well as in your browser, so it is there when you sign in somewhere else and is not lost with the device. That covers your projects, phases, tasks and subtasks, the notes on your tasks and projects and the documents you list against a project, your clients and their contact details (names, email addresses, phone numbers, addresses, VAT numbers and your notes about them), your invoices and quotes and every line and version of them, your logged hours, and your expenses and mileage. If you are not signed in — in the demo, or signed out — nothing you record is sent to us at all.

Your personal side and Archi. These are saved to your account too: your personal settings (including your tax hold-back percentage and your monthly draw), your personal fixed costs, spending caps and savings goals; the goals you set with Archi, their settings, your check-ins and the weekly snapshots of them; Archi’s notebook, which holds only the things you said “Yes” to Archi remembering; and, if you switch on notifications, your notification choices and a record of each notification sent.

What stays on your device. Your planner, your timer and focus tools, your sticky notes, your end-of-day close and its notes, your tax profile, your payday, your business settings (currency, rates and invoice and quote numbering), your studio details (studio name, logo, address, registration and VAT numbers, billing email and banking details) and your profile picture are held in your own browser’s storage and are not saved on our servers. They stay on that browser until you clear them, and they do not travel to another computer or another browser. Three exceptions, all started by you: when you ask Archi a question, the parts of these that matter to it (such as today’s planner, your currency and rates) can go to its AI as section 5 describes; a client page you publish carries some of your studio details (below); and if you connect Google Calendar, the planner blocks you choose to send pass through our server on their way to your own Google calendar (section 6).

Your account. If you create an account, the email address you sign up with and the authentication record that goes with it. Your password is stored only as a hash by our authentication provider; we never see or keep the password itself.

Support conversations. If you write to us from inside the Service, the subject and the message you send are stored on our servers so we can reply. If you tell us why when you close your account, we keep that note as well.

A usage log. If you are signed in, we record that certain things happened — an invoice was created, a timer was started, an export was requested. These records carry counts, flags and identifiers only. They never carry names, notes, amounts, or anything you have written. When you ask Archi something, we record how many characters your question was. If Archi cannot answer it by itself, we also keep the words of that question, so that we can teach Archi to answer it next time. Questions Archi answers by itself are never kept. We keep the ones it could not answer until we remove them; nothing deletes them automatically.

Images and files. Receipts you attach to expenses, photographs you add to your goals, and photos you add to a task are uploaded and kept in a private area of our file storage, so that they are there on your other devices. They are opened through private links that stop working after an hour. Your profile picture stays in your browser and is not uploaded. Your logo stays in your browser unless you publish a project page or a client page, in which case it appears on that page. Other work files are held as links you paste, not as uploads.

Pages you publish for a client. When you publish a project page, we store the snapshot that page shows: your studio name and logo, your payment details so your client can pay you, the project’s name and how far through it is, the client’s company and the first name of the person you are sharing it with, your phase names and dates, the titles of the documents you listed (and, if you choose to show money, that project’s quotes and invoices with their amounts and every line), the journal entries you chose to include, and both sides of any feedback conversation on that page. If you choose to show hours or a money figure on that page, those numbers are stored with it; if you choose to show neither, they are never sent. We also record how many times that page has been opened and when it was last opened. Anyone who has the link can open it, so treat the link as the key. You can turn the link off at any time, from inside the project or from Settings under “Published client pages”. Deleting the project does not turn the link off — a page you have published keeps working until you turn it off yourself, and once the project is gone Settings is the only place you can do it.

A page for each client. You can also publish one page for a client that shows all their work with you. We store the snapshot that page shows: your studio name and logo, the client’s company and contact name, each of their projects with its name and how far through it is, and their quotes and invoices with their dates, status and invoice numbers. If you choose to show money, the amounts, every line and your payment details travel with it; if you choose not to, no amounts are sent. Like a project page, anyone with the link can open it until you turn it off.

When your client accepts a quote. On either kind of page your client can accept a quote. We then keep what they accepted (the quote, its version, the price and lines they were shown) with the name they type, their email address if they give one, and the time. This is information we collect from your client directly, on your behalf, so that you both have a record of the acceptance.

Notifications. If you switch on notifications, we keep your device’s push address and the keys that seal each message, your time zone, which kinds you chose, and a short record of each one sent (its title and a line such as a client’s name and “paid”, with an amount only if you chose to show amounts).

Where you are connecting from. When you first open the Service we read which country your connection is coming from, so that a new account can start in the right currency. Our own server answers that check, not a third party; nothing about your location is stored, and the only thing recorded is a note that the check has already run on this device so it does not repeat. If the country cannot be worked out, nothing happens, and a currency you choose yourself always wins.

3. Why we process it

We process your data to provide the Service you have asked for: to store and display your work, to run the features you use, to operate your account and subscription, and to support you when you contact us. Where the law requires a lawful basis, ours is the performance of our contract with you, and our legitimate interest in operating and securing the Service.

4. What we do not do

We do not sell your data. We do not share it with advertisers. We do not use it to build advertising profiles. We do not use your content to train AI models. We only email your clients when you tap Send. When you approve a payment reminder, ArchiManage sends it for you through our email provider, Resend, which holds the data in the United States: it goes from our address with your name on it, and replies go straight to you. We keep a record of each reminder (which invoice, which address, when, and whether it arrived) so you can see it on the invoice. We do not give your work to anyone else, apart from the service providers in section 5, who handle it only to run ArchiManage for you. The exceptions are ones you start yourself: a payment reminder you send goes to your client (above), and if you connect Google Calendar, the planner blocks you choose are sent to your own Google account (section 6). A project page you publish is not listed or indexed anywhere, but it is not password-protected either: anyone who has the link can open it.

5. Where it is kept, and who helps us

What we hold — your account, the work you have synced to it, your receipts and photos, the pages you have published for clients, your support conversations, the usage log, your notification records and, if you connect Google Calendar, the encrypted Google token described in section 6 — sits in a hosted PostgreSQL database and file storage provided by Supabase, in the United States, and the Service is hosted by Lovable on Cloudflare. They act as operators processing data on our behalf, under contract. Data in transit is encrypted with TLS, and data at rest is encrypted by the hosting provider. Our pages load a typeface from Google Fonts, which means Google receives your IP address and browser details when a page loads; none of your records are sent with it. When you send a payment reminder, Resend, our email provider, receives your client's email address, the reminder's subject and words, and your name and email address for replies, and delivers it; Resend holds this data in the United States and acts as an operator on our behalf, under contract.

Archi, our assistant. Archi answers many everyday questions by itself, inside your browser. When it cannot, it asks an AI model for help. Our main AI is Claude, made by Anthropic in the United States; if Claude is not available, our backup is Gemini, made by Google, also in the United States. To give you a useful answer, the AI receives your question and the business records that are relevant to it — for example client and project names, invoice and quote amounts, payments, hours, rates, expenses and today’s planner — together with today’s date, your currency and your tax year. Your clients’ contact details (name, email and phone) are sent only when you ask how to reach someone. If Archi’s notebook is on, up to 10 of its lines go too; the notebook is on unless you switch it off, and it only ever holds what you said “Yes” to. The request goes from our server, not your browser, so the AI provider does not receive your IP address, your email address or your account details. We do not keep the AI’s answers on our servers.

Talking to Archi. If you tap the microphone in Archi’s box, your browser turns your words into text using its own speech service: in Chrome on a computer or an Android phone that is Google’s, in Microsoft Edge on a computer it is Microsoft’s, and on an iPhone or iPad (in any browser) or in Safari on a Mac it is Apple’s. That company hears the audio under its own terms; the audio does not come to us. ArchiManage never records or keeps the audio: it receives only the words you send, and treats them just like a typed question, as described above. The microphone is used only while Archi is listening, after you tap it, and you can block it at any time in your browser’s settings. If you switch on “Read Archi’s answers aloud” in Settings, Archi reads its answers with a voice that runs on your own device; voices that work online are never used, so the answers are not sent anywhere to be spoken.

The providers who handle your data. Most of them are outside South Africa, including our database: your account, your work and your files are stored in the United States. This table lists each one, where it is, what it does for us, what it receives, and the legal basis we rely on under section 72 of POPIA to send your information across the border.

Sending your information abroad. Because your account, your work and your files are stored in the United States, using ArchiManage means your information leaves South Africa. We send it only to the providers above and only for the purpose the table gives. We rely first on binding agreements with each provider that require them to protect your information in ways substantially similar to POPIA (section 72(1)(a)). Where a provider has no such agreement with us, we send only what is needed to give you what you have asked for under our contract with you (section 72(1)(c)). If you would like a copy of the safeguards we rely on, or a summary of a provider’s terms where we may not share them in full, email our Information Officer at support@archimanage.com and we will send them. If you enter details about your own clients, section 8 explains your part and ours.

6. Google Calendar (only if you connect it)

Connecting Google Calendar is not switched on in ArchiManage yet; this section says what will happen once it is. Connecting it will be optional. Nothing described in this section happens unless you connect it yourself, from Settings. Before Google shows its own permission screen, ArchiManage shows you what it will do, and nothing starts unless you choose to continue.

What we access. We ask Google for these two permissions and no others. First, “calendar.app.created”: to make one new calendar called “ArchiManage” in your Google account, and to add, change and delete events on that calendar only. With this permission ArchiManage cannot see or change any of your other calendars or events. Second, “calendar.freebusy”: to see when you are busy on your main Google calendar, which means the start and end time of each busy period and nothing else, with no titles, places, guests, descriptions or attachments. You can untick the second permission on Google’s screen; Self then shows no busy times.

Why. The ArchiManage calendar holds the planner blocks you tick in Self under “Send to Google Calendar”, so that they appear in your Google calendar. For each ticked block we send its title, its day, its start and end time and your time zone. When you move, rename, unschedule or delete a ticked block, or untick it, we change or remove that event, while Self is open. Busy times are drawn in Self’s day and week as plain “Busy” blocks, so that you can plan around them. That is the only thing they are used for.

Where it is stored. On our servers we keep one record for you: Google’s refresh token, which lets your blocks be updated later without asking you again, encrypted before it is stored, with a key that is kept as a secret by our hosting and never in the database; the id of the ArchiManage calendar; and which of the two permissions you granted. While a connection is in progress, for at most ten minutes, we also keep a one-time check value (only as a fingerprint) and a one-time code (encrypted). We do not store busy times or anything else from your Google calendar, anywhere. Busy times are requested from Google by our server when Self needs them, passed to your browser without being kept or logged, held only in the open page’s memory, and gone when you close or reload the page. Your browser keeps a list of the blocks you ticked and what was last sent for each; that is ArchiManage’s own information about your planner, not data from Google.

Who can access it. Only you, through your own signed-in account: our database lets a signed-in person read only their own record, and the token can be used only by our server. Supabase (our database) and Lovable (our hosting) process it on our behalf as operators, as section 5 describes. Information from Google is shown to you and used for nothing else. It is never sent to Archi or to any AI model, including the Anthropic and Google Gemini services mentioned in section 5; it is never used to train or improve any model; it is never sold, never shared with anyone, never used for advertising, and never read by us.

How long we keep it, and deleting it. We keep the record for as long as you stay connected. When you press Disconnect in Settings, under “Connected calendars”, we ask Google to cancel ArchiManage’s access and delete the record straight away, even if Google does not answer. If Google tells us you have removed ArchiManage’s access yourself, we delete the record the next time it would have been used. Deleting your account deletes the record too; to make sure the access is also cancelled at Google, disconnect first, or remove it at Google as described below. The “ArchiManage” calendar and the events in it belong to your Google account: disconnecting does not delete them, and you can delete that calendar in Google Calendar at any time.

How to revoke access. In ArchiManage: Settings, “Connected calendars”, Disconnect. At Google, at any time and without using ArchiManage: open myaccount.google.com/permissions, choose ArchiManage, and remove its access.

ArchiManage’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.

7. What our team can see

Our founder runs ArchiManage’s admin screen. It shows: the list of accounts, with each account’s email address and the date it signed up; the usage log described in section 2 (counts and identifiers, never names, notes or amounts); the words of questions Archi could not answer by itself, shown next to the email address of the account that asked them, so we can teach Archi to answer them; and support conversations, so we can reply to you. The admin screen does not show your business records — your clients, projects, invoices, quotes, expenses, hours, notes or photos. Our founder can also reach the database through our hosting providers’ consoles; this is used only to fix problems or when the law requires it.

8. Your clients’ information

When you enter details about your own clients and the people who work for them — names, email addresses, phone numbers, addresses and VAT numbers — you decide why that information is kept and how it is used. Under POPIA that makes you the responsible party for it, and ArchiManage your operator (sections 20 and 21). As your operator we use that information only to provide the Service to you and, where it appears in a question Archi could not answer by itself, to improve Archi’s answers (section 2); we keep it confidential, protect it with the measures in section 11, share it only with the providers in section 5 for the purposes given there, and will tell you straight away if we believe someone has accessed or taken it without authority. You remain responsible for having a lawful reason to keep your clients’ information and for telling them about it where POPIA requires. Our Terms and Conditions (section 8) make the same promise.

9. How long we keep it

We keep the work in your account, and everything attached to it, for as long as your account exists. Anything held only in your browser stays there for as long as you keep it, and you can remove it at any time by clearing your browser storage for this site, or from Settings with “Remove this account’s data from this browser”. If you ask us to delete your account, we delete it and everything attached to it within 30 days, except where the law requires us to keep a record for longer, or where we keep a record with your details taken out of it. Section 6 says how long the Google Calendar record is kept. Clearing your browser does not delete what is in your account, and deleting your account does not clear your browser; those are two separate things, and you may want to do both. One exception: if a reminder sent through ArchiManage bounced or was marked as spam, we keep that email address on a do-not-send list, even after your account is deleted, so that it is never emailed again. The list holds only the address and why it is there.

10. Your rights

Under POPIA, you may ask what personal information we hold about you, ask us to correct or delete it, object to processing, and complain to the Information Regulator of South Africa. You can edit or delete any project, client, invoice, expense or task from inside the Service at any time, clear locally stored data by clearing your browser storage for this site, and ask us to delete your account and everything held with it. You can disconnect Google Calendar, and so delete what we hold for it, at any time (section 6). You can switch Archi’s notebook off, and delete its lines, whenever you like. Deleting a project does not turn off a client page you published from it — turn that link off separately, in the project or in Settings. To make a request, email support@archimanage.com and we will respond within 30 days.

11. Security

For the data we hold, we use encryption in transit and at rest, access controls, and reputable infrastructure providers. No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and the Information Regulator as POPIA requires.

Your work is held in your account and also in your own browser, so its security depends on the security of your device and browser as well as ours. Signing out ends your session but leaves your work in that browser; on a shared computer, use “Remove this account’s data from this browser” in Settings as well. Anyone with access to that browser profile can see the work stored there, and anyone with a project link you have published can open that page.

12. Children

ArchiManage is a tool for running a business and is not directed at anyone under 18. We do not knowingly collect personal information from children.

13. Changes to this policy

If we change what we collect or what we do with it, we will update this page and change the date at the top. If the change is material, we will tell you inside the Service before it takes effect.

14. Contact

For privacy questions, requests for a copy of your data or of our safeguards, or requests to delete it, contact our Information Officer at support@archimanage.com.