Privacy policy

In short

• Arkiflyt is a working tool for architecture practices. We process data about you to give you a user account, send you notifications, keep the service secure and understand how it is used.
• What your practice puts into Arkiflyt – projects, documents, CVs, neighbours’ statements – belongs to the practice. There the practice is the data controller, and we are its data processor under a data processing agreement.
• The website uses no cookies for statistics and gives you no lasting ID. The app does not send your content to any analytics tool.
• We do not sell personal data, and we do not use the content to train AI models. Nor may our providers.
• You have the right of access, rectification, erasure, restriction, data portability and to object. Write to hello@arkiflyt.app. You may also complain to the Norwegian Data Protection Authority, Datatilsynet.

Who the data controller is

Arkiflyt AS, organisation number 838 585 302, Liomveien 19A, 1362 Hosle, Norway, is the data controller for the processing described under “When we are the data controller”. Contact: hello@arkiflyt.app. We have no data protection officer.

When we are the data controller

When you visit arkiflyt.app

We keep simple visitor statistics to see which pages are read, and to try different designs of the front page against each other.

• What: which page you opened, how far you scrolled, which sections and buttons you reached, language, a rough screen size, the site you came from (the domain only), and which variant of the page you were shown.
• How we avoid recognising you: Our server makes a code from the IP address and the browser’s characteristics together with a secret value that is replaced every day. Only the code is stored, and it cannot be tied to you or compared from one day to the next. The IP address is not stored. Nothing is placed on your device, neither cookies nor anything else.
• Legal basis: our legitimate interest in improving the website (Article 6(1)(f) GDPR). You can opt out at the bottom of this page.
• How long: 180 days. A copy without a person profile and without geolocation is sent from our server to the analytics tool PostHog in the EU and erased there after 12 months.

The public demo at demo.arkiflyt.app is a recorded copy with fictitious data. It collects no data about you.

When you contact us or register your interest

• What: name, e-mail address, company and what you write to us.
• Legal basis: our legitimate interest in replying to you, and steps prior to entering into a contract when that is what you ask for (Article 6(1)(f) and (b)).
• How long: for as long as the dialogue lasts, and up to 24 months after the last contact.

When you have a user account

• What: name, e-mail address, password (stored as a cryptographic hash), two-factor key if any, profile picture, language, which organisations and projects you are a member of and in which role, notification settings, and invitations you have sent or received.
• Where we have it from: from you, or from the person in your organisation who invited you.
• Legal basis: We need the data to perform the contract with your organisation. Towards you the basis is our legitimate interest in giving you access and keeping the account secure (Article 6(1)(f)). Without a name and an e-mail address you cannot use the service.
• How long: until the account is deleted. If you ask for it, or your organisation ends its agreement, we delete the account within 90 days, unless you are a member of another organisation.

Data you enter about yourself as part of your work – CV, employment percentage, birthday for the internal feed – belongs to the organisation’s content. See “When we are a data processor”.

E-mail from the service

We send invitations, notifications about what happens in your projects, reminders about unread notifications and a weekly summary of the internal feed. Reminders and summaries can be turned off in the app or with the link at the bottom of the e-mail. The basis is our legitimate interest in providing the service as your organisation has asked. The e-mail provider keeps delivery logs for up to 30 days.

Usage statistics in the app

To see which parts of Arkiflyt are used, we record named events, such as “application created” and “tender opened”.

• What: the name and time of the event, a random ID for your user account and for the organisation, and whether you use a browser or the desktop app. Not your name, not your e-mail address, not content, not what buttons and fields are called. We do not record the screen and do not capture clicks automatically.
• Storage on your device: none. The tool (PostHog, hosted in the EU) keeps everything in memory for as long as the tab is open.
• Legal basis: our legitimate interest in improving the service (Article 6(1)(f)). You can turn it off under Profile in the app.
• How long: 12 months.

Feedback and support

When you send us feedback from the app, we store the text, screenshots you attach, the address of the page you were on, and the browser’s user agent, so that we can find the fault. The basis is our legitimate interest in fixing faults and replying to you. We delete the case no later than 24 months after it is closed.

If we need to see what you see in order to help you, named personnel with us can open your organisation in the app. The person then appears as a marked member in your list of members, and we log when the access is granted and removed. We only do that for support and troubleshooting.

The assistant and Help

The assistant in the bottom right of the app answers questions, helps you with how Arkiflyt works, and proposes changes that you approve before anything happens.

• Your conversations: We store conversations outside a project – on Home, under Management and People, and when you open Help – for you, so that you can pick up where you left off. We also store which page you were on, and whether you said an answer helped. Conversations inside a project belong to the project and are your organisation’s content (see “When we are a data processor”).
• Who sees them: only you. We receive a copy of a conversation only when you send the case to us, when you say an answer did not help, or when the assistant reports that a help article is missing. We then read the conversation to help you and to improve the help. When the assistant sends a case for you, the conversation goes with the case (see “Feedback and support”).
• What the assistant sees of your account: To answer why something does not work, it can read your role, the members of your organisation, whether AI is available, which projects in your organisation you have access to and who owns them, and error messages you have received. It does not see the content of projects you have no access to.
• Changes you approve: When you approve a proposal from the assistant, we log what was changed, by whom and when, so that the change can be traced.
• Suggestions the assistant raises itself: So that the assistant does not repeat itself, we remember which suggestions you have received, and whether you accepted or declined them. A type of suggestion you have turned off is remembered until you turn it back on.
• Error references: When you get an error message, we store the error code, the reference and which request it concerned, so that the assistant and we can look it up when you quote the reference.
• Basis: our legitimate interest in helping you, fixing faults and improving the service (Article 6(1)(f)). The change log also rests on your organisation’s need to see who changed what.
• How long: conversations 12 months after the last change, including the copies we have received; the change log 24 months; the suggestions you have received 90 days; error references 30 days.

Security, operations and accounting

• Technical logs: time, IP address and which request was made. E-mail addresses are not written to the logs. Used for troubleshooting and to stop abuse, and erased after up to 30 days. Basis: legitimate interest.
• AI consumption: For each call to an AI model we record the user account’s ID, model, volume and cost, but not the content. It is used to settle the organisation’s consumption and detect abuse. Basis: legitimate interest. Erased after 24 months.
• Invoices and payments: contact person and invoice details are kept for five years after the end of the financial year, as the Norwegian Bookkeeping Act requires (Article 6(1)(c)).

Services your browser fetches directly

The map in the app is fetched from the Norwegian Mapping Authority (Kartverket), and from OpenStreetMap if you choose that map layer. The address search goes to Kartverket. They then receive your IP address, the map section you are looking at and what you search for, but not who you are with us.

When we are a data processor

Everything your organisation puts into Arkiflyt we process on the organisation’s behalf and on its instructions. The organisation is the data controller, and the data processing agreement governs the relationship. This includes:

• CVs, employment percentage, staffing and what employees write in tasks, meetings, weekly updates and the internal feed
• conversations with the assistant inside a project, which the project’s members can see
• neighbours and other parties to a notice: name, address, property and the statements they submit
• consultants and others who receive an upload link, and external attendees in meetings
• people appearing in documents, drawings and models
• people appearing on the practice’s own website, when the practice asks Arkiflyt to review it in order to suggest whom to invite

If you have received a neighbour notice or another enquiry from a practice that uses Arkiflyt, that practice is the one to contact for access, rectification or erasure. If you write to us, we forward the request to the practice.

AI models

When a user asks Arkiflyt to analyse or write something, the content in question is sent to an AI model at Anthropic, Google or OpenAI, through the gateway OpenRouter. The request does not say which user it comes from. The content is not used to train models, neither by us nor by the providers. The providers may retain requests for a limited period to detect abuse.

This processing may today take place outside the EU/EEA, including in the USA. We will move it to the EU when the selection of models there is at the same level.

Arkiflyt makes no decisions about individuals based solely on automated processing. The AI results are drafts and suggestions that a professional assesses.

Who receives the data

We use providers for operations, storage, e-mail, analytics and AI. They are listed, with purpose and location, in the list of sub-processors, and all are bound by data processing agreements. Beyond that we only disclose data when the law requires us to.

Transfers out of the EU/EEA

Database, files, servers, e-mail and analytics are in the EU. Several of the providers are nevertheless American companies, and the AI processing may take place in the USA. Where data may be processed outside the EU/EEA, the transfer is based on the European Commission’s standard contractual clauses (Article 46(2)(c)) or, for certified recipients in the USA, on the Commission’s decision on the EU–US Data Privacy Framework (Article 45). Write to us if you would like a copy of the safeguards.

Cookies and storage on your device

• The website places nothing on your device. The exception is your choice if you opt out of visitor statistics at the bottom of this page; the browser then remembers it.
• The app stores your sign-in, which organisation you last used, and your choices of language and light or dark theme. When you are signed in, a cookie without personal data (arkiflyt-authed) is also set, which lets the website show “Go to the app” instead of “Sign in”. All of this is necessary for the service you have asked for and therefore does not require consent.

Your rights

You may ask for access to the data we hold about you, have what is wrong rectified, have data erased, have the processing restricted, receive the data in a machine-readable format, and object to processing based on legitimate interest. Write to hello@arkiflyt.app. We reply without undue delay and within 30 days at the latest. It costs nothing.

If you believe we process personal data in breach of the rules, you may complain to Datatilsynet. We appreciate it if you contact us first.

Changes

The policy carries a version number and date. We notify users of material changes by e-mail before they take effect.