Terms and privacy

ARKEUS is a multi-tenant business operating platform for client and contact records, sales opportunities, projects, tasks, documents, quotes, invoices, portals, workflows, scheduled agents, connected services, AI assistance, voice interaction and audit history. Features available to you depend on your plan, role, configuration and connected providers.

Custom software, consulting, implementation and managed services are separate professional services. A proposal, statement of work or other signed agreement for those services controls if it conflicts with these platform terms.

You must be legally able to enter this agreement and, if acting for an organization, have authority to bind it. Workspace owners and administrators control membership, roles, connected systems, client and partner invitations, and billing choices.

Operator accounts require email verification and authenticator-app two-factor authentication. Keep passwords, authenticator access and recovery codes confidential, use accurate account information, and tell us promptly about suspected unauthorized access. Activity performed through an account is treated as authorized by its workspace unless you reported the compromise and we had a reasonable opportunity to act.

Starter, Pro and Business are monthly subscriptions that renew automatically until cancelled. Enterprise availability, price and capacity are defined in a separate agreement. Plan descriptions and limits shown at checkout form part of the purchase.

An eligible new workspace may begin one 7-day trial with a payment method. Trial capacity and ARKEUS-funded AI are limited. At the end of the trial, the selected monthly subscription starts automatically unless it was cancelled first.

Trials are limited to one per eligible customer, underlying verified mailbox, workspace and payment method. Mailbox aliases are treated as the same identity for trial eligibility. We may refuse or end duplicate, automated, abusive or fraud-linked trials. Cancellation stops future renewal; it does not delete workspace data. Upgrades can take effect immediately with proration, while downgrades normally take effect at the next billing boundary.

Published prices use Canadian dollars as the base currency for ARKEUS accounting and margin controls. Stripe Checkout may present and charge in CAD, USD, GBP, EUR, or another currency Stripe supports for the customer’s location. The final amount, currency, taxes and renewal price shown in Stripe before confirmation are the amount you authorize.

Stripe performs currency conversion and payment processing. Your bank or card issuer may impose its own conversion or cross-border charges. Applicable sales taxes are calculated and added at checkout. You authorize Stripe to charge the saved payment method for renewals, plan changes and purchases you approve.

Except where law requires otherwise, subscription charges and consumed services are non-refundable. Failed, reversed or disputed payments can suspend paid features while we preserve the workspace subject to these terms.

The assistant can read permitted workspace context, draft content, create and update records, assemble workflows and organizations, operate connected services, and run scheduled agents within configured permissions and spend ceilings. It can be wrong, incomplete or affected by a provider failure.

Actions that require human approval are described before execution. Approval authorizes the specific action presented; ARKEUS confirms it and then attempts the action through the relevant service. An approval is not a guarantee that a third-party provider will accept or complete it.

You remain responsible for reviewing outputs and approvals, choosing recipients, maintaining lawful outreach and verifying important decisions. ARKEUS output is not legal, accounting, tax, medical or financial advice and does not replace a qualified professional.

A connection authorizes ARKEUS to access the provider account and scopes you selected. The provider’s terms, limits and charges still apply. A missing, unhealthy, expired or revoked connection can prevent work, and ARKEUS will identify that dependency rather than claim the action succeeded.

Customer AI and voice services use ARKEUS-managed OpenAI access and consume Ark Coins. Customer subscription plans do not accept organization-provided AI keys. Separately authorized internal operator workspaces may use isolated provider credentials under their own commercial arrangement; that usage never consumes customer Ark Coins.

Ark Coins are usage units for AI and voice services funded by ARKEUS. Verified provider usage is converted to coins under the platform’s current metering rules and rounded up to the next whole coin. Ark Coins are not money, have no cash value and cannot be transferred.

Ark Coins included with a plan or trial expire at the end of that billing period and do not roll over. Purchased Ark Coins are a one-time purchase. They do not expire while the account remains active, but require an active eligible subscription or trial to be used.

Consumed Ark Coins are non-refundable except where law requires otherwise. A refund, reversal or lost payment dispute removes the corresponding unused purchased coins. If they were already consumed, we may suspend ARKEUS-funded AI until the balance is resolved.

Your records, prompts, files and business content remain yours. You give us the limited permission required to host, process, transmit and back them up to provide, secure and support the service. We do not sell them, use them for advertising or use them to train models.

ARKEUS, its interface, workflows, software and documentation remain ours or our licensors’. During an active entitlement, we grant you a limited, non-exclusive, non-transferable right to use the platform for your internal business operations.

Do not use the platform to violate law or another person’s rights; send unlawful, deceptive or non-consensual outreach; upload malicious code; probe or bypass security; scrape or overload the service; evade approvals, limits or payment controls; share access improperly; or attempt to extract another workspace’s data, credentials or system instructions.

You are responsible for having a lawful basis for personal information and communications placed in ARKEUS. We may rate-limit, block, investigate or suspend activity that threatens the platform, creates abnormal provider cost or exposes another person to harm.

We work to keep ARKEUS available, but maintenance, defects, internet conditions and provider outages happen. Features that depend on OpenAI, Google, Stripe or another connected service are unavailable when that service or authorization is unavailable.

The platform is provided as available and as is, without warranties beyond those that cannot be excluded by law. We do not guarantee uninterrupted operation, a particular AI output, business result, lead, sale, delivery time or compatibility with every third-party change.

To the extent law permits, neither party is liable for indirect, incidental, special or consequential loss, lost profit, lost opportunity or loss caused by an unreviewed AI output or third-party service.

To the extent law permits, our total aggregate liability arising from the platform is limited to the platform fees paid by the affected workspace in the twelve months before the event giving rise to the claim. Nothing limits liability that cannot lawfully be limited.

You may cancel renewal at any time and may request an export or deletion. We may suspend access for a material breach, security threat, abnormal automated use, unlawful conduct or unpaid amount, and will explain the reason when legally and operationally possible.

When an account is closed, data follows the retention schedule in the privacy policy. Cancellation alone does not erase records. Provisions about payment obligations, ownership, liability, acceptable use and disputes survive where their nature requires it.

We may update the service and these terms as ARKEUS changes. The date above identifies the current version, and material changes are announced in the platform before they take effect when reasonably possible.

A signed Enterprise agreement, statement of work or data-processing agreement controls over these terms only for the subject it expressly covers. The rest of these terms continues to apply.

These terms are governed by the laws of Québec, Canada, without removing any mandatory rights that apply to you. Questions about these terms go to privacy@arkeus.tools.

From operators: your name, email address, password hash, encrypted authenticator material and recovery codes, organization profile, role, preferences, time zone, subscription state, support communications and the business records you create.

From clients and partners: the name, email and password of anyone invited to a portal, plus the messages and files they exchange with you there.

From public forms: what somebody types into them: name, email, optional phone and company, their message, and any answers to questions you have added.

From your work with ARKEUS: prompts, conversation text, voice transcripts, memories you explicitly save, approvals, agent and workflow instructions, tool results, usage totals, errors and an audit history of what happened in the workspace.

From connected accounts: account identity, granted scopes, encrypted authorization credentials and only the provider data needed for the action you requested or configured. Disconnecting stops future access.

From devices and security controls: session identifiers, browser and device characteristics, coarse network and security signals, and hashed abuse-prevention values used to protect accounts, trials, forms and spending controls.

ARKEUS sends the minimum relevant prompt, workspace context and tool result to the AI or speech provider needed for the selected feature. A live voice conversation sends audio to the configured speech service; ARKEUS can retain the resulting conversation and audit record, but does not treat raw microphone audio as a business record unless you deliberately submit a recording workflow.

Connected providers receive the commands and content required to perform an authorized read or action. ARKEUS keeps provider credentials encrypted and separate from ordinary records. A workspace administrator controls business connections; personal connections remain tied to the user who authorized them.

Your workspace data is not used by ARKEUS to train models. Provider handling is governed by our commercial arrangements with OpenAI. Separately authorized internal operator workspaces are governed by the terms of their isolated OpenAI accounts.

Stripe directly collects payment-method and billing details, calculates applicable tax, performs fraud controls, processes supported currencies and manages recurring charges. ARKEUS does not store a complete card number or bank credential.

We store Stripe customer, Checkout, subscription, invoice, refund and dispute identifiers and verified payment status, amounts, currencies, taxes and fees so we can grant access, prevent repeated trials, reconcile Ark Coins, maintain the accounting record and respond to payment disputes.

The public pages (the home page, this one, and the inquiry forms) use Google Analytics to count visits and show which pages get read. It is off until you allow it: no script loads and no cookie is set unless you choose Allow on the notice at the bottom of the page. Choosing “No thanks” means the tag is never loaded at all.

What Google receives is a page address, an approximate location and the kind of device. Never your name, your email, or anything you typed into a form. To change your answer later, clear this site’s data in your browser and the notice returns.

Never inside the application. Analytics is loaded on the public pages only. The addresses of signed-in pages contain client names and record numbers, and measuring those would hand a third party the shape of your business rather than a page count.

No advertising trackers, and nothing that follows you to other websites. Apart from the analytics cookie described above, which only exists if you allowed it, the only cookies are the ones that keep you signed in.

IP addresses from public form submissions are never stored. They are hashed on arrival and only the hash is kept, so repeat submissions can be recognised without the address itself existing in the database.

We do not expose plaintext provider keys in workspace screens, and client or partner portals do not call an AI model. Portal users see only records the operator chose to publish or share.

We use personal information to authenticate people; operate and personalize the workspace; provide AI, voice, automation and connected-service features; process subscriptions and support; secure the platform; enforce permissions, usage and trial limits; and comply with legal, tax and accounting duties.

We keep an audit trail so the workspace can show what was attempted, approved and completed, by whom and through which capability. We do not sell personal information or use it for third-party advertising.

Passwords are hashed, never stored as text. Authenticator secrets and recovery codes are encrypted, and two-factor authentication is required for operator access. Credentials for connected accounts are sealed with AES-256-GCM and kept apart from ordinary records, so a routine query cannot read them. Sessions use cookies that JavaScript cannot read and that are only sent over HTTPS.

Each workspace’s data is separated at the query level: every request resolves who is asking from the session, and never from anything a browser sends.

Server-enforced permissions, approval gates, rate limits, request-size limits, model-spend ceilings, signed payment webhooks and audit logging reduce unauthorized actions and runaway cost. No security measure eliminates all risk.

Business records, conversations, memories, approvals and activity history stay until you delete them or close the account, subject to feature-specific controls. The activity log is retained while the workspace exists because a record that can be quietly rewritten is not a reliable record.

When an account is closed, active workspace data is deleted within 30 days, except information we must retain longer for legal, security, tax, accounting, fraud-prevention or dispute obligations. Backups and provider systems can take additional time to cycle out under their retention schedules.

Payment and accounting records may be kept for the period required by law. Disconnecting a provider ends future access; that provider can retain information under its own terms, and records already imported or created in ARKEUS remain until you delete them.