ARMN Privacy Policy

ARMN is an AI-powered business command center designed primarily for businesses.

ARMN can connect to a supported customer relationship management platform (“CRM”), analyze business information, answer questions, prepare recommendations and operational work, maintain business context, and carry out supported actions that a user expressly authorizes.

At launch, ARMN's supported live CRM integration is HighLevel (also known as GoHighLevel or GHL).

ARMN does not independently authorize external CRM write actions. A user with appropriate permissions must expressly authorize the action, either by directly instructing ARMN to perform the action or by approving an action ARMN has prepared.

ARMN may act in different privacy roles depending on the information being processed.

For information ARMN collects to operate our own business—such as account information, subscription information, service usage, security information, and communications with us—Semper Explorans LLC generally determines why and how that information is processed.

When ARMN processes personal information contained in a customer's connected CRM, uploaded documents, business records, or other customer-controlled content (“Customer Data”) on behalf of that customer, the customer determines the purposes for which the information is processed and ARMN acts as a service provider or processor on the customer's behalf.

Customers are responsible for ensuring that they have the rights, permissions, notices, consents, or other lawful basis necessary to provide Customer Data to ARMN and instruct ARMN to process it.

If you are an individual whose information appears in one of our customers' workspaces, that customer is generally the appropriate party to contact regarding the use of your information.

Information you provide to us

Depending on how you use ARMN, we may collect:

• Account and authentication information, such as your name, email address, login credentials or authentication identifiers, and Google sign-in information if you choose Google authentication.
• Workspace information, such as your business name, workspace configuration, team members, roles, and permissions.
• Business information, such as information about what your business does, your goals, offers, targets, priorities, operations, and other information you provide during onboarding or while using ARMN.
• Conversations and instructions, including prompts, questions, requests, approvals, feedback, and other information you provide when communicating with ARMN.
• Voice dictation transcripts. Where voice input is available, spoken input may be converted into text so ARMN can process your request. ARMN does not store or retain raw voice audio.
• Uploaded content, including documents or files you add to your ARMN knowledge library or otherwise provide to the Services.
• Support and communication information, including information you provide when contacting us.
• Subscription and transaction information. Payment card information is collected and processed by Stripe. ARMN does not store full payment card numbers.

Information from your connected CRM

When you authorize a HighLevel connection, ARMN may receive information made available through the permissions granted to ARMN, including:

• contacts and associated contact information;
• opportunities and pipeline records;
• conversations and related communication records;
• calendars and appointment-related information;
• business and account records; and
• other CRM information made available through the permissions associated with your connected account.

The exact information ARMN can access depends on the permissions granted by the connected CRM and the features you use.

Information generated through your use of ARMN

ARMN may generate or maintain:

• AI-generated responses, recommendations, analyses, and proposed actions;
• records of actions prepared, authorized, declined, deferred, or executed;
• records of who authorized an action and the result of that action;
• service history and audit records;
• workspace-specific business context and memory;
• embeddings and other mathematical or derived representations used to retrieve relevant information from your business context and documents;
• CRM synchronization information and the most recently synchronized data made available to ARMN;
• product usage measurements, such as AI usage, requests, synchronization activity, and service consumption; and
• aggregated or de-identified statistics.

Technical and usage information

When you use ARMN, we and our infrastructure providers may automatically process technical information such as:

• IP address;
• browser and device information;
• login and session information;
• pages or product features used;
• dates and times of activity;
• application events;
• synchronization events;
• diagnostic information; and
• error and security logs.

We use this information primarily to operate, secure, monitor, troubleshoot, and improve the Services.

ARMN does not intentionally request sensitive personal information for ARMN's own advertising or marketing purposes.

However, Customer Data may contain sensitive information because customers control the information placed in their CRM, documents, communications, and other business records.

Depending on the content supplied by a customer, Customer Data could contain health information, financial information, government identifiers, demographic information, or other information treated as sensitive under applicable law.

Where ARMN processes that information as Customer Data, ARMN processes it on behalf of and under the instructions of the applicable customer.

Unless ARMN has expressly agreed otherwise in writing, the Services are not intended to be used to process protected health information in a manner requiring ARMN to enter into a Business Associate Agreement under HIPAA.

We use personal information and Customer Data as appropriate to:

• provide and operate the Services;
• authenticate users and administer accounts;
• connect ARMN to authorized CRM accounts and synchronize permitted data;
• analyze business information and respond to user requests;
• retrieve relevant business context and documents;
• generate recommendations, plans, analyses, and proposed actions;
• perform CRM actions expressly authorized by users;
• maintain action histories, audit records, business context, and workspace-specific memory;
• process subscriptions and payments;
• administer partner or expert payouts where applicable;
• provide customer support;
• send administrative, security, account, and service communications;
• send marketing or product communications where permitted;
• monitor service performance and usage;
• detect, investigate, and prevent fraud, abuse, security incidents, and technical problems;
• enforce our agreements and policies;
• comply with applicable law and lawful legal requests; and
• develop and improve the reliability, functionality, and usability of ARMN.

We may use aggregated or de-identified information that does not reasonably identify an individual for analytics, research, service improvement, and business purposes.

Artificial intelligence is a core part of ARMN.

To respond to users, analyze business information, retrieve relevant context, and prepare recommendations or actions, ARMN may send relevant portions of information to AI and machine-learning infrastructure providers.

Depending on the request, this may include:

• the user's prompt or conversation;
• relevant business context;
• relevant portions of uploaded documents;
• relevant CRM information;
• instructions necessary for ARMN to perform the requested task; and
• related contextual information necessary to generate a useful response.

ARMN currently uses Anthropic for AI model inference and Voyage AI for embedding and retrieval-related functionality.

ARMN uses commercial AI services and configures third-party AI providers so that ARMN customer content is not used to train their general-purpose AI models.

This does not mean that an AI provider never processes or temporarily retains information. Providers may process or retain information for limited purposes such as delivering their services, maintaining security, detecting abuse, enforcing their policies, or complying with law, subject to their applicable contractual commitments and data-handling practices.

ARMN may create workspace-specific embeddings, contextual representations, memory, or similar derived information in order to retrieve relevant information and provide the Services within that workspace.

ARMN is designed to assist business operators, not replace human authority over consequential external actions.

ARMN will only perform supported CRM write actions after express authorization from an appropriately permitted user. Authorization may occur through a direct instruction to perform the action or through approval of an action prepared by ARMN.

ARMN is not intended to make decisions that determine an individual's eligibility, selection, or access in areas such as:

• employment or hiring;
• lending or credit;
• housing;
• insurance;
• education admissions;
• healthcare eligibility; or
• other decisions that produce legal or similarly significant effects concerning an individual.

ARMN may provide general business information, such as discussing when a business might consider hiring additional personnel, but it is not designed to select, rank, approve, reject, or determine the eligibility of particular individuals for these purposes.

You connect HighLevel to ARMN through an authorization process controlled by HighLevel.

ARMN may request permissions necessary to provide its CRM-related functionality across areas such as contacts, conversations, calendars, opportunities, and related CRM records. ARMN can only access information and functionality made available through the permissions that are actually granted.

CRM access credentials or authorization tokens used by ARMN are protected and stored server-side. They are not intentionally exposed to the browser or included in ordinary application logs.

You may disconnect your CRM connection.

Disconnecting HighLevel removes ARMN's ongoing ability to access or take actions through that connection and causes the associated ARMN connection credentials to be deleted or revoked as applicable.

Disconnecting a CRM does not automatically delete information that was previously synchronized into ARMN. The most recently synchronized CRM information already held by ARMN remains subject to the retention and deletion practices described in this Privacy Policy.

You may request deletion of retained information by contacting hi@us.armn.ai.

We use service providers to operate ARMN. Depending on the Services you use, these may include:

Supabase — database infrastructure, authentication, and file storage.

Cloudflare — application delivery, hosting infrastructure, security, and network services.

Anthropic — AI model inference.

Voyage AI — embeddings and retrieval infrastructure.

PostHog — product usage analytics and error monitoring. ARMN currently uses PostHog's United States-hosted environment. ARMN does not have PostHog session replay, heatmaps, or screen recording enabled.

Stripe — payment processing, subscriptions, and applicable partner or expert payouts.

Google — optional Google account authentication.

HighLevel / GoHighLevel — customer-authorized CRM integration and certain ARMN service or marketing communications.

These providers may process information only as necessary for the services they provide to us, subject to their agreements with us and applicable law.

We may also disclose information:

• when required by law, subpoena, court order, or other valid legal process;
• when reasonably necessary to protect ARMN, our users, another person, or the security and integrity of the Services;
• to investigate fraud, abuse, or violations of our agreements;
• to professional advisers such as lawyers, accountants, auditors, or insurers where reasonably necessary; or
• in connection with a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar corporate transaction, subject to applicable legal requirements.

ARMN does not sell personal information.

ARMN also does not share personal information for cross-context behavioral advertising as those terms are defined under California privacy law.

We do not use advertising pixels or behavioral advertising networks to track users across unrelated websites for targeted advertising.

ARMN uses technologies necessary to authenticate users, maintain secure sessions, operate the Services, and remember appropriate application settings.

We also use PostHog for product analytics and error monitoring so that we can understand how ARMN is used, identify failures, and improve reliability.

At the time of this Privacy Policy:

• ARMN does not use PostHog session replay;
• ARMN does not use PostHog screen recordings or heatmaps;
• ARMN does not use third-party advertising pixels for behavioral advertising; and
• ARMN does not sell information collected through cookies or similar technologies.

Your browser may allow you to block or delete cookies or similar storage technologies. Blocking technologies that are necessary for authentication or security may prevent parts of ARMN from functioning correctly.

We may send you transactional or service-related communications concerning your account, subscription, security, connected services, support requests, or material changes to ARMN.

We may also send product updates, educational information, or promotional communications where permitted by law.

ARMN currently uses HighLevel for certain communications.

You may opt out of promotional email communications using any unsubscribe method provided in the message or by contacting hi@us.armn.ai.

Opting out of promotional communications does not prevent us from sending important transactional, security, billing, or service-related messages.

We retain information for only as long as reasonably necessary for the purposes described in this Privacy Policy, our legitimate business needs, contractual requirements, and applicable legal obligations.

While an ARMN workspace remains active, we generally retain the information necessary to provide the Services and maintain that workspace.

Following closure of an ARMN account or workspace, we generally delete or de-identify associated Customer Data from our active systems within 12 months, unless a longer period is reasonably necessary for legal, security, fraud-prevention, dispute-resolution, contractual, or regulatory purposes.

You may request earlier deletion by contacting hi@us.armn.ai. We will process verified deletion requests in accordance with applicable law and our obligations as a service provider or processor.

Disconnecting a CRM does not by itself delete the most recently synchronized CRM snapshot already stored within ARMN. That information follows the same retention and deletion rules described above.

Certain information may be retained for longer periods where reasonably necessary, including:

• billing and transaction records required for accounting or tax purposes;
• security, fraud-prevention, or abuse records;
• information necessary to establish, exercise, or defend legal claims;
• records required by applicable law; and
• information contained in backups until those backups are overwritten or expire through ordinary backup-management processes.

Service providers may maintain information for their own limited retention periods in accordance with their contractual obligations and applicable policies.

Aggregated or de-identified information that can no longer reasonably identify an individual may be retained for longer periods.

ARMN uses administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

Our safeguards include measures such as:

• logical separation of customer workspaces;
• server-side authorization and permission enforcement;
• encrypted storage of CRM credentials and other sensitive connection secrets;
• server-side handling of provider and CRM credentials;
• controls designed to prevent credentials from being exposed through ordinary client-side application behavior;
• logging and monitoring practices designed to avoid storing credentials and unnecessary sensitive content;
• access controls;
• action and authorization audit records; and
• monitoring for technical errors and security events.

No information system, network, or storage system can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

Depending on where you live and the law applicable to ARMN's processing of your information, you may have rights concerning your personal information.

These rights may include the ability to:

• request access to personal information we maintain about you;
• request information about how we collect, use, or disclose your information;
• request correction of inaccurate information;
• request deletion of personal information;
• request a portable copy of certain information;
• object to or restrict certain processing where applicable;
• withdraw consent where processing is based on consent; and
• exercise other rights provided by applicable privacy law.

ARMN will not unlawfully discriminate against you because you exercise a privacy right.

To submit a request, contact:

Email: hi@us.armn.ai
Phone: +1 904-341-4202

Please describe the request and provide enough information for us to reasonably identify the account or information involved.

We may take reasonable steps to verify your identity before completing a request. We may also ask an authorized agent to provide information demonstrating their authority to act for you where permitted or required by law.

We will respond within the period required by applicable law.

Some rights are subject to exceptions. For example, we may retain information where required by law or where necessary for security, fraud prevention, billing, or legal claims.

Where applicable law provides a right to appeal our response to a privacy request, you may submit an appeal by emailing hi@us.armn.ai with the subject line “Privacy Appeal.”

Information contained in a customer's workspace

If your personal information exists in ARMN because one of our customers placed it in its CRM, uploaded it, or otherwise provided it to ARMN, ARMN may be acting only as that customer's processor or service provider.

In those circumstances, we may refer your request to the applicable customer or assist that customer in responding to your request.

We provide the following additional information for residents of U.S. states that grant applicable consumer privacy rights.

Depending on how you interact with ARMN, the categories of personal information we may process include:

• identifiers, such as name, email address, IP address, and account identifiers;
• customer and account information;
• commercial and subscription information;
• internet or electronic network activity;
• professional or business information supplied through a workspace;
• approximate location information inferred from an IP address;
• user communications and Customer Data;
• inferences or derived business information;
• authentication and security information; and
• sensitive personal information when it appears within Customer Data supplied or controlled by a customer.

We obtain this information from you, your organization, authorized users, connected services such as HighLevel, automatically through your use of ARMN, and from service providers involved in operating the Services.

We use these categories of information for the purposes described in this Privacy Policy and may disclose them to the categories of service providers described above for those purposes.

ARMN does not sell personal information and does not share personal information for cross-context behavioral advertising.

ARMN does not use sensitive personal information for cross-context behavioral advertising or for the purpose of inferring sensitive characteristics about individuals for ARMN's own advertising purposes.

Where applicable state law gives you a right to know, access, correct, delete, obtain a portable copy, opt out of certain processing, or exercise another privacy right, you may submit your request using the contact information in Section 15.

Where applicable, we will also recognize valid privacy choices or authorized-agent requests as required by law.

ARMN is operated from the United States and is currently directed primarily toward business users in the United States.

If you access ARMN from another country, your information may be transferred to, stored in, or processed in the United States or other countries in which our service providers operate.

Those countries may have privacy laws that differ from the laws where you live.

Where applicable law requires a specific safeguard or transfer mechanism for an international transfer of personal information, we will use an appropriate lawful mechanism.

EEA and UK users

Where the European Union General Data Protection Regulation, UK GDPR, or similar law applies to processing for which ARMN acts as a controller, our legal bases may include:

• performance of a contract where processing is necessary to provide ARMN;
• our legitimate interests in operating, securing, supporting, and improving the Services;
• compliance with legal obligations; and
• consent where consent is required by law.

Where ARMN processes Customer Data solely on behalf of a customer, the customer is responsible for determining the appropriate legal basis for that processing.

Individuals may also have rights to complain to an applicable data protection or supervisory authority.

ARMN may allow you to connect or interact with third-party services such as HighLevel, Google, or Stripe.

When you interact directly with a third-party service, that provider may process information under its own terms and privacy practices.

This Privacy Policy governs ARMN's processing of information and does not replace the privacy policies of third parties you choose to use.

ARMN is a business-oriented service and is not intended for individuals under 18 years of age.

We do not knowingly collect personal information directly from children for the purpose of providing individual ARMN accounts.

If you believe that a child has provided personal information directly to ARMN in violation of this policy, contact hi@us.armn.ai.

We may update this Privacy Policy as ARMN, our integrations, our service providers, or applicable legal requirements change.

When we update the policy, we will revise the “Last Updated” date at the top.

If we make a material change, we may provide additional notice through the Services, by email, or through another reasonable method.

Your continued use of ARMN after an updated Privacy Policy becomes effective is subject to the updated policy and applicable law.

If you have questions about this Privacy Policy, ARMN's privacy practices, or a request concerning your personal information, contact:

Semper Explorans LLC d/b/a ARMN
30 N Gould St Ste R
Sheridan, WY 82801
United States

Email: hi@us.armn.ai
Phone: +1 904-341-4202