This policy explains how AURA (“AURA”, “we”, “us”), a product of The Ivory Company, a software and data analytics company in Ghana, handles information when you use our website at https://auraexecutiveassistant.com, the AURA web application at https://app.auraexecutiveassistant.com and the AURA mobile apps (together, the “Service”).
1. Who is responsible
The Ivory Company is responsible for your personal information in the Service. Our address is 2 Antelope Street, North Legon, Accra, Ghana (GhanaPost GPS: GM-071-1676). You can contact us at support@auraexecutiveassistant.com or +233 20 575 2296.
When an organisation (for example, an executive's company) sets up a workspace and invites its staff, that organisation decides who may access which mailbox. We process the workspace's data on its behalf and according to its settings.
2. Information we collect
Account information
- Your name, e-mail address and profile picture from the Google or Microsoft account you sign in with.
- Your workspace, role, preferences (time zone, working and quiet hours, briefing time, tone of replies) and notification settings.
- The devices you register for push notifications (a device token, platform and name).
Mailbox and calendar data (only for mailboxes you connect)
- E-mail messages: sender and recipients, subject, date, body, labels or folders, read status, and attachment names and sizes. Attachment contents are not stored; they are fetched from your provider only when you open one.
- Calendar events, if you turn on the calendar: title, time, location and attendees.
- Encrypted access credentials (OAuth tokens) that let AURA reach your mailbox.
Information AURA produces
- Summaries, priority scores and their explanations, suggested tasks, daily briefings, drafted replies and their approval history.
- Facts about your contacts that AURA learned from your mail or that you added (for example, “Ama is the CFO of Acme”), labelled with how certain they are.
Voice
Speech recognition runs on your own device (your browser or phone). AURA receives only the text of what you said, uses it to carry out your request and does not keep recordings. If your plan includes the natural voice, the text to be read aloud is sent to our speech provider to produce audio, which is played and not stored.
Enquiries
When you use the contact form on our website, we receive the details you enter (name, e-mail address, and optionally your company, role, phone number and team size) and your message, together with your IP address and browser type to protect the form from abuse. We use them only to reply to you and to follow up your enquiry.
Billing
Your plan, subscription status and Paystack customer and subscription references. Card and mobile-money details are entered on Paystack's pages and never reach us.
Usage and security records
An audit log of actions in your workspace (who did what, when, from which IP address and browser), AI usage counts, and technical logs needed to keep the Service secure and working. Audit records never contain e-mail bodies.
3. How we use information
- To provide the Service: show and organise your mail, prioritise and summarise it, prepare briefings and drafts, send the replies you approve, keep read status in step with your mailbox, show and change your calendar when you approve, and alert you.
- To let the people you authorise (your delegates) work with the mailboxes you assign them, within the access you set.
- To secure the Service, prevent abuse, investigate problems and keep audit records.
- To manage your subscription and communicate with you about your account.
We do not use your mail or calendar for advertising, we do not sell any of your information, and we do not build profiles of you for anyone else.
4. Google user data
If you connect a Google account, AURA requests only the access its features need:
| Access | Why AURA needs it |
|---|---|
Sign-in (openid, email, profile) | To create your account and sign you in. |
Gmail: read and change labels (gmail.modify) | To read, prioritise and summarise the mail in the mailbox you connect, and to mark messages read or unread in Gmail when you do so in AURA. AURA does not delete your mail. |
Gmail: send (gmail.send), only if you turn sending on | To send replies that you, or someone you authorised, approved. |
Calendar events (calendar.events), only if you turn the calendar on | To show your meetings and to create or change events after you approve the change. |
AURA'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. In particular:
- We use Google user data only to provide and improve the user-facing features of AURA described in this policy.
- We transfer it to others only as needed to provide those features (see section 6), for security, to comply with law, or as part of a merger or acquisition with notice to you.
- We do not use it for advertising, including retargeting or personalised advertising, and we do not sell it.
- We do not use it to develop, improve or train generalised artificial intelligence or machine learning models.
- No person at The Ivory Company reads it unless you have given us explicit permission (for example, to help with a support request), it is needed for security purposes such as investigating abuse, or it is required by law.
The same commitments apply to data from Microsoft (Outlook and Microsoft 365) accounts.
5. How AURA uses artificial intelligence
To summarise, prioritise and draft, AURA sends the minimum content needed for each task (for example, one e-mail) to the AI provider configured for your workspace, such as Anthropic (Claude), OpenAI or Google (Gemini), or to a provider your organisation chose and pays for itself. These providers process the content only to return the result to AURA, under terms that do not allow them to train their models on it. Facts and contacts marked as sensitive are never sent to an AI provider. AI results can be wrong: AURA shows its reasoning and asks you to confirm before anything is sent or changed.
6. Who we share information with
We share information only with service providers that help us run the Service, under contracts that require them to protect it and use it only for that purpose:
| Provider | Purpose |
|---|---|
| Hetzner Online GmbH (data centres in the European Union) | Hosting of the Service and its database |
| Google and Microsoft | Sign-in, and access to the mailboxes and calendars you connect |
| AI providers (Anthropic, OpenAI, Google) | Summaries, priorities, drafts, briefings and, on plans that include it, natural voice |
| Paystack | Payments and subscriptions |
| Pusher | Live updates in the app (identifiers only, never e-mail content) |
| Expo, Google Firebase Cloud Messaging and Apple Push Notification service | Delivering push notifications to your phone (no e-mail content unless you turn previews on) |
| Our e-mail delivery provider | Sending account e-mails such as invitations |
We may also disclose information when the law requires it, to protect the rights and safety of our users or the public, or to a successor organisation if The Ivory Company or AURA is reorganised or sold, in which case this policy continues to apply.
7. Where information is processed
The Service is hosted in data centres in the European Union. Some service providers, including AI providers, may process information in other countries, such as the United States. Where we transfer information outside Ghana, we rely on providers that offer appropriate safeguards for it.
8. How long we keep information
- Mail and calendar data are kept while the mailbox is connected. When you disconnect a mailbox, the mail AURA stored from it, and the unconfirmed facts learned from it, are deleted, and AURA's access is revoked at your provider.
- Account and workspace data are kept while your account is active. When you ask us to close it, we delete it within 30 days, except what we must keep by law.
- Audit records are kept for security and accountability and do not contain e-mail content.
- Website enquiries are deleted automatically 24 months after they were sent, or earlier if you ask.
- Backups are kept for 14 days and then deleted, so deleted information leaves our backups within 14 days.
9. Security
We protect information with HTTPS for all traffic, encryption of mailbox credentials at rest, strict per-mailbox access controls, an audit log that cannot be edited, approval before anything is sent, and regular backups. No service is perfectly secure; if we become aware of a breach that affects you, we will tell you and the relevant authorities as the law requires. More detail is on our security page.
10. Your rights and choices
Subject to the Data Protection Act, 2012 (Act 843) of Ghana and other laws that apply to you, you may ask to see the personal information we hold about you, have it corrected or deleted, object to or restrict how we use it, and receive a copy. You can also:
- disconnect a mailbox, turn sending or the calendar off, or remove a delegate at any time in the app;
- revoke AURA's access in your Google account settings or Microsoft account;
- choose which notifications you receive and whether they show previews.
To make a request, e-mail support@auraexecutiveassistant.com. We answer within 30 days. If you are not satisfied, you may complain to the Data Protection Commission of Ghana or the authority in your country.
11. Children
The Service is for professional use and is not intended for anyone under 18. We do not knowingly collect information from children.
12. Changes to this policy
We will post any changes on this page with a new effective date, and tell you by e-mail or in the app before significant changes take effect.
13. Contact
The Ivory Company
2 Antelope Street, North Legon, Accra, Ghana (GhanaPost GPS: GM-071-1676)
E-mail: support@auraexecutiveassistant.com
Phone: +233 20 575 2296