This policy explains what happens to an organization's information in the ARRIVE organization workspace: who it belongs to, what we do with email addresses you give us about other people, how the AI features use your records, what changes when a subscription ends, and how to export or delete everything. It supplements the ARRIVE Privacy Policy, which governs personal information generally.
1. Your records are yours
The records your organization creates in the workspace — its profile, locations, spaces, events, programs, contacts, bookings, messages, documents, members and settings (“Organization Records”) — belong to the organization. ARRIVE processes them to provide the service. We do not sell them, and we do not use them to train AI models.
2. Email addresses you give us about other people
When you invite a performer to your roster, you give us an email address belonging to someone who may not have an ARRIVE account and may never create one. That address is not your record and it is not ours — it belongs to them. This is what we do with it.
- We use it to send them one invitation from your organization, and — only if they ask for one — a sign-in link so they can respond to it. That is all we send. An invited address is never added to a mailing list, never used for marketing, and never sold.
- We store it so that the invitation can only be accepted by them. Acceptance is checked against the address we invited, so the invitation cannot be forwarded and redeemed by somebody else.
- The invitation expires after 30 days. You can revoke it before then from your Performers page.
- If an address has previously bounced or unsubscribed, we refuse to send to it and tell you so, rather than mailing it again.
- The invitation record — including the address — stays with your organization's records after it is accepted, revoked or expires, so that both sides can see what was sent and when. It is not deleted automatically. It is deleted when your organization is deleted.
- Anyone we have been given an address for can ask us to delete it, whether or not they ever joined, by writing to support@arrivebooking.com. We will delete the invitation record.
Please only invite people who would expect to hear from you. You are responsible for having a reason to contact them; we are responsible for doing nothing else with their address.
3. How the AI features use your records
The paid Growth Intelligence features read your Organization Records to produce briefings, answers and summaries about your organization. Each request sends only the records needed for that request to our AI provider, together with instructions that the content is data and not instructions to follow. Your contacts are not sent to the AI provider at all — neither their details nor your notes about them.
Outputs are labelled as generated. Every figure in an output is checked against the values we measured before it is shown, so a briefing cannot quote a number we did not produce. That check covers figures, not meaning: it cannot tell you that a correct number has been attached to the wrong subject. Treat an output as a draft to review, not as advice.
4. What happens to AI outputs when a subscription ends
AI outputs are stored with your organization's records. When a subscription ends, the paid features stop producing new outputs, and existing outputs are no longer viewable in the workspace until a subscription is restarted. They are not deleted. Export them from your Reports page before the subscription ends if you want to keep reading them — export remains available to you on any plan, including after a subscription has ended.
5. Retention
- Organization Records are kept for as long as your organization exists in the workspace.
- Activity logs (who did what, when) are kept for the window your organization sets in Settings → Advanced, or the default window if you have not set one, and are then deleted.
- Billing records are kept for the period required by tax and accounting law after a subscription ends, even if the organization is deleted.
- Backups are overwritten on a rolling basis, so deleted data may persist in a backup for a limited period before it is overwritten.
6. Export
Members with the right permission may export your organization's records from Settings → Advanced → Export at any time, on any plan, including after a subscription ends. Export is controlled by permission, not by what you pay.
7. Deleting an organization
An organization's owner may delete it from Settings → Advanced. Deletion is immediate and cannot be undone. Any active subscription is cancelled first, and open opportunities are closed. Deletion is refused while a booking with money held in escrow or under dispute exists, because that booking is also the performer's record — complete or cancel it first. Records ARRIVE must keep by law are retained as described in section 5. Connections to other services (for example a connected Google Calendar) are removed from ARRIVE on deletion; you should also revoke ARRIVE's access from that service's own settings, because removing it here does not revoke it there.
8. Members' personal information
Members join your organization with their own ARRIVE account. Personal information about a member — their name, email and sign-in details — is governed by the Privacy Policy and by their own account settings. Deleting your organization does not delete their ARRIVE account.
9. Contact
Questions about your data, or a request to delete an address you were invited at: support@arrivebooking.com. Legal and invoicing entity: ARRIVE Booking Agency.
This policy has not yet been reviewed by external counsel. It describes what the software does today, and we will update it when that review is complete or when the software changes.