Arkivana Privacy Policy

Effective date: August 30, 2026
Last updated: October 16, 2026

Arkivana is operated by Proven Digital, LLC (“Arkivana,” “we,” “us”). This policy explains what information we collect, how we use it, how long we keep it, and what control you have over it.

We’ve tried to write this in plain language. If anything is unclear, email us at [email protected] and we’ll explain it.

1. The short version

• We connect to your Google Search Console account in read-only mode, with your permission, to generate reports and alerts for you.
• We keep your search performance data indefinitely while you’re a customer. This is deliberate — the long-term archive is the core of what Arkivana does, and Google itself only retains sixteen months.
• We do not sell your data, we do not share it with other customers, and we do not use it to train machine learning models.
• You can export your data at any time, and delete everything at any time. The export inside Arkivana carries every month we hold for your sites; a complete copy of everything we hold is yours when you close your account, or whenever you ask us for one.

2. Information we collect

2.1 Information you give us

• Account information: you sign in to Arkivana with your Google account. From Google we receive an account identifier, your email address, your display name, and your profile picture URL.
• About you, when you connect your first site: the name you’d like us to use, your city and state, whether you own the business, work on its team or advise it, and how many sites you plan to connect. We ask for these to open an account. Your email comes from your Google sign-in and we don’t ask for it again. When you answer, your browser also tells us its time zone, which we use only to send your digests at a sensible hour.
• About your sites: for each site you connect, whether it’s an online store and, if it is, roughly how many products it lists. We ask for these when you connect the site. You can also give us your store’s checkout conversion rate. That one is optional: if you leave it blank, we use a published industry figure instead and say so wherever it’s used. We use these answers only to size the estimates in your own reports, and we never share them. You can change any of them in your account.
• We have no passwords. Arkivana does not create, request, receive, or store a password for your account. There is no password to be breached, reset, or reused.
• Billing information: none. Arkivana is free. There is nothing to buy in the product, we take no payments, and we collect no billing or card details. Our payment processor, Stripe, is set up but not in use (Section 6). If we offer paid plans in future, we will update this policy to say what Stripe would receive before anyone can pay.
• Communications: anything you send us by email or through in-product support.
• Alert recipients: email addresses you add to receive alerts and digests. They may belong to colleagues or to a shared inbox rather than to you. Each address is sent one confirmation link first, and nothing else until whoever reads that inbox confirms it; anyone in your account can mute or remove an address at any time. Our email provider tells us whether each message was delivered, delayed, bounced, or marked as spam. We use that only to stop sending to an address that bounces or complains, and your account’s delivery settings show when and why an address was stopped.

2.2 Google Search Console data

Arkivana requests Google permissions once, at sign-in, covering both authentication and Search Console access. We do this in a single consent screen deliberately, so you aren’t asked to approve the same product twice.

The permissions we request are:

• openid, email, and profile — to identify you and create your account
• https://www.googleapis.com/auth/webmasters.readonly — read-only access to your Search Console data

Under the Search Console permission, we access:

• Search performance data: clicks, impressions, click-through rate, and average position, broken down by search query, page URL, country, device, search type (web, image, video, news, Discover and Google News), search appearance (the kind of result shown, such as a product snippet or review stars), date, and — for the most recent days — hour.

We also receive the list of Search Console properties you have access to, so you can choose which ones to connect.

That is the whole of it today: Arkivana asks Google for your property list and your search performance figures, and nothing else.

Planned, and worth telling you about in advance. The same read-only permission also covers your URL indexing status — whether Google has indexed a given page, and any crawl or indexing problems it reports — along with the sitemaps you have submitted. We intend to use both for an indexing report, because knowing a page is not indexed explains a great deal of what the performance figures show. We do not read either of them today.

We are telling you now because that change will need no new permission and will produce no new consent screen: the access already exists, and only our use of it would change. When it does, this section will say so before the feature ships, and Section 6 will not change at all — the data would stay inside the same systems, with the same subprocessors, under the same retention rules as everything else here.

We request no other Google scopes. Our Search Console access is read-only: Arkivana cannot modify your account, submit sitemaps, request indexing, remove URLs, or change your property settings.

2.3 Catalog data

If you connect an eCommerce platform (such as Adobe Commerce or Shopify), we read product and category structure — URLs, SKUs, category assignments, product names, prices and stock — so that search performance can be mapped to the catalog behind it. We do not access customer records, order data, payment information, or any personal data belonging to your shoppers.

Some platforms grant more than we use, and we want you to know that up front. Magento’s permission for reading products is the same permission that allows changing them — it has no read-only setting. When you connect a Magento store you are therefore granting a permission broader than what Arkivana does with it. We only ever read. Nothing is created, changed or deleted in your store, ever, and the credential you give us is stored encrypted and never shown again. You can withdraw it at any time by deleting the Arkivana integration in your Magento admin, which cuts off our access immediately. Shopify’s public catalog needs no credential at all.

WooCommerce’s read-only key is broader than its name, too: a key with Read permission can read orders and customers as well as products. We only ever ask it for products and categories, and never read an order or a customer. You can revoke it at any time under WooCommerce › Settings › Advanced › REST API. BigCommerce’s Products read-only permission is exactly what we use, and WooCommerce stores that publish their catalog need no credential at all.

2.4 Information collected automatically

• Usage data: which pages and features you use inside Arkivana, to understand what’s working and what isn’t.
• Technical data: IP address, browser type, and device type, collected in server logs for security and troubleshooting.
• Cookies: inside the Arkivana product, we use only cookies that are strictly necessary for authentication and session management. No page in the product loads code from Stripe or any other third party.
• Website analytics and visitor identification: on our public website (arkivana.com), we use Google Tag Manager to manage analytics and marketing tags. These tags may set cookies and collect information such as your IP address, device and browser type, referring page, and the pages you visit. One of the tags we use is Vector (vector.co), a visitor identification service that attempts to match business visitors to their company — and in some cases their business contact details — so we can understand who is interested in Arkivana and follow up. This applies only to the public website: none of these tags run inside the product, and none of them ever receive your Search Console data. If you’d rather not be identified this way, a standard tracker-blocking browser extension will prevent it, or you can email us at [email protected] and we’ll exclude you.

3. Google user data: use, sharing, and Limited Use

Arkivana’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

• We use Google Search Console data only to provide and improve the user-facing features of Arkivana — the dashboards, reports, and alerts you see in the product and receive by email.
• We do not transfer Google user data to third parties except as necessary to provide the service (see our subprocessors in Section 6), to comply with applicable law, or as part of a merger or acquisition where the data remains subject to this policy.
• We do not use Google user data for advertising, and we do not sell it.
• We do not allow humans to read your Google user data, except: with your explicit consent (for example, when you ask us to look at something in a support request); where necessary for security purposes such as investigating abuse; to comply with applicable law; or where the data has been aggregated and de-identified.
• We do not use Google user data to develop, improve, or train generalized machine learning or artificial intelligence models.

4. How we use your information

We use the information described above to:

• Generate the reports, dashboards, and analysis that make up the Arkivana product
• Detect changes in your search performance and send you the alerts and digests you’ve configured
• Maintain your permanent search data archive so that historical comparisons remain available
• Size the estimates in your reports, such as how much revenue a falling page might cost, using what you told us about your site
• Send your digests at a sensible hour in your time zone
• Authenticate you and keep your account secure
• Respond to support requests
• Understand aggregate product usage so we can improve Arkivana

We do not use your data for any purpose incompatible with the above without asking you first.

5. Data retention

This is the part that makes Arkivana different, so it’s worth being explicit.

Google Search Console retains only sixteen months of search performance data. Once it ages out there, it is gone permanently and cannot be recovered.

Arkivana retains your search performance data indefinitely for as long as your account is active. This is the central purpose of the product: it lets you track a product’s full lifecycle and understand long-term trends that a sixteen-month window makes invisible. The product shows you the whole archive — comparing this season against three seasons ago is a matter of choosing the dates. That archive cannot be rebuilt retroactively, which is why we build it from the day you connect.

We think this is a benefit, not a compromise — but it does mean we hold more of your data for longer than a tool that only shows you the last year. You should know that, and you should have control over it. So:

• You can export your data at any time — until you close your account — in a machine-readable format, without asking us. You request it inside Arkivana and download it yourself — there is no form and no waiting on us. That archive holds every month we hold for your sites and every finding in full, and the manifest inside says what is in it and anything left out.
• A complete copy of everything we hold is a separate thing. Beyond what the export carries, it includes any site you have scheduled for deletion that we still hold, and your account’s own records. There are two ways to get one, and no other. If you are closing your account, taking it is how you close: the option sits inside the deletion panel, behind the same typed confirmation the deletion itself asks for, and the account owner can take it without asking anyone. Choosing it starts the 30-day window described below and asks us for the archive in the same action — we build it inside that window, which takes a few minutes rather than one click, and you download it from your own account at any point before the window ends. On the last day your data and our copy of the archive are destroyed together. While the window is running we stop building the export inside Arkivana, because the complete archive is the one to take; if one was already being prepared when you closed, we stop it and tell you why. Otherwise, ask us: email [email protected] and we will respond within 30 days. Asking closes nothing, and it works whether or not your account is already on its way out. What we prepare appears in your own account, where its owner or an admin downloads it, so no one here has to handle a copy of your data in order to give it to you. A complete copy is the whole account, so other members of the account cannot download it; the export inside Arkivana stays available to all of them.
• Every archive is a set of CSV files with a manifest explaining what is in each one — including which of the two kinds it is, so a file you open years later says for itself whether it is complete. An archive expires seven days after we build it, because it is a second copy of your data — except the complete one you take on your way out, which we keep until the account itself is destroyed if that is longer, so that it cannot expire while you still have a window to download it in. If you reinstate the account, that archive ends with the closure that called for it, because it is the copy you take by leaving and you are no longer leaving: one still being prepared is stopped, one already built stops being available, and whatever you had already downloaded is on your own computer and stays yours. Close again if you want it. If you delete your account before an archive expires, we destroy the archive with everything else.
• You can delete your data at any time, either selectively (a single property) or entirely (your whole account). Both are self-service, inside the product.
• Nothing is deleted except by you. Your data is deleted when you delete a site or close your account, and for no other reason. There is no limit on how many sites you connect, and nothing about your account hides a month we hold.
• There are two ways to close an account, and neither of them is a default. The first is close now: the data is destroyed in that moment and our access to your Google account is revoked at the same time — you can confirm that yourself on your Google Account permissions page, where Arkivana will no longer be listed. We show you what was removed. No copy is taken and we cannot prepare one for you afterwards, because there would be nothing left to prepare it from. (Deleting a single property is a different thing and is unchanged: immediate by default, or held for 30 days if you ask.)
• The second is close and take everything, and it is the one to choose if you want your data. Your data is hidden immediately and stops being collected or acted on, the complete copy described above is built for you to download, and on day 30 your data and our copy of the archive are destroyed permanently together. Reinstate at any point before then and it is exactly as you left it — and to make that possible we keep your Google connection during the window, unused, rather than handing it back. It is revoked on day 30 along with everything else. If you would rather we gave up that access straight away, choose close now at the outset instead, or withdraw it yourself at any time on your Google Account permissions page. Reinstating ends the archive too, as described above: it is the copy you take by leaving, and there is nothing to take if you are staying. Two things follow once the window is running, and you should know both. Close now is unavailable while it runs — it would destroy an archive you may be halfway through collecting — so reinstate first if you decide you would rather be gone immediately; that is one click and destroys nothing. And one exception runs in your favor: if the archive we promised you has not been built by day 30 — still being prepared, or failed — we destroy nothing for up to seven days longer while you get it, and then the closure completes whatever state it is in.
• What you tell us about yourself and your sites is kept while your account is open, is in every export, and can be changed at any time in your account. It is deleted with your account, and what you told us about a site is deleted with that site.
• One thing survives, deliberately. We keep a record that a deletion happened — the action and the date — with your address and the details stripped out of it. We cannot show that we honored a deletion request without keeping some proof that we did, and this is the smallest proof that works.
• Encrypted backups are purged on a rolling 30-day cycle. A purged backup stays recoverable by us for a further seven days — a safeguard against a backup being destroyed by mistake or by an attacker — so no copy of your data remains in any backup more than 37 days after it was taken. Backups are never used to restore a deleted account; if we ever restore one after a disaster, deletions are re-applied to it.

We hold no billing records, because Arkivana takes no payments. If that changes, this section will say how long billing records are kept before anyone can pay.

6. Who we share data with

We do not sell your personal information, and we have never done so.

We share data with a small number of service providers (“subprocessors”) who help us run Arkivana. Each is bound by contract to protect your data and use it only to provide services to us.

We list these in three tiers, because we’d rather tell you what is actually true today than publish a list that implies more infrastructure than we operate.

In use today

Planned, not yet in use

When we plan to add a service that will process customer data, we list it here first, so you have advance notice rather than a surprise.

Note that BigQuery is not a separate party — Search Console bulk exports land in Google Cloud projects under our own account, so that processing is covered by Google Cloud Platform above.

We’ll update this list when it changes, and we’ll move entries between tiers as they come into service. Material changes will be announced to active customers by email before they take effect.

We may also disclose information if legally required to do so, or where necessary to protect our rights, our users’ safety, or to investigate fraud or abuse. If we receive a legal request for your data, we’ll notify you unless we’re legally prohibited from doing so.

7. Security

• All data is encrypted in transit using TLS and at rest.
• We store no passwords. Authentication is handled entirely by Google, so there is no credential of yours for us to lose.
• Session tokens are never stored. We keep only a SHA-256 hash of your session token. Sessions rotate, and we detect and invalidate reused tokens.
• Your Google refresh token is encrypted at rest using AES-256-GCM. The encryption is cryptographically bound to your organization and your Google account identity, which means a token record cannot be decrypted outside the account it belongs to — a misdirected record fails closed rather than silently working. Refresh tokens are never logged, never shown in the interface, and never transmitted to any third party.
• You can end our access at any time from your Google Account permissions page. Revocation is immediate and permanent; we cannot re-establish access without you granting it again.
• Access to production systems is limited to the two people who operate Arkivana, protected by multi-factor authentication.
• Customer data is logically isolated so that no customer can access another’s data.
• We follow OWASP guidance for web application security.

No system is perfectly secure. If we become aware of a breach affecting your data, we will notify you promptly and provide what we know about the scope and our response.

8. Your rights and choices

Regardless of where you live, you can:

• Access and export all data we hold about you. The export button inside Arkivana gives you every month we hold for your sites; a complete copy of everything we hold is a right, and it is served two ways — you take it yourself from the deletion panel when you close your account, where taking it is one of the two ways to close and we build it during the 30 days that follow, and you ask us for it at any other time at [email protected], where we will respond within 30 days. Asking closes nothing, and neither door turns you away because a closure is already scheduled: an account inside its 30-day window is the account most likely to need this, and it is served.
• Correct inaccurate account information
• Delete your data, selectively or entirely
• Disconnect Google access at any time, either inside Arkivana or from your Google Account permissions page. Revoking access there immediately stops all future data collection.
• Opt out of non-essential email. Alert and digest emails are the product, so you control them through your notification settings — and every alert and digest also carries a one-click unsubscribe, which stops that account’s messages to that address. Every marketing email we send includes one-click unsubscribe too.

If you’re in the EEA, UK, or Switzerland, you additionally have the right to object to or restrict processing, the right to data portability, and the right to lodge a complaint with your supervisory authority. Our legal basis for processing is the performance of our contract with you (providing the service you’ve signed up for) and our legitimate interests in securing and improving the product. Data is stored in the United States; transfers are made under the Standard Contractual Clauses.

If you’re in California, you have the right to know what personal information we collect, to delete it, to correct it, and to opt out of sale or sharing. We do not sell or share personal information as those terms are defined under the CCPA. We will not discriminate against you for exercising these rights.

Access, export, and deletion are self-service — you do not need to ask us, and we would rather you did not have to. They are in the product, under Your data, and so is the complete copy you take on your way out, which is not a button beside the closure but one of the two ways to make it. The one thing that needs a request is a complete copy at any other time: email [email protected] and we will respond within 30 days, whatever state your account is in — a closure already scheduled is no obstacle, and answering the request does not start one. What we prepare lands in your own account, where its owner or an admin can download it — it is a copy of the whole account, so other members cannot. For anything else, or if you would prefer we handled it, the same address and the same 30 days.

9. Children

Arkivana is a business tool and is not directed at anyone under 18. We do not knowingly collect information from children.

10. Changes to this policy

If we make material changes, we’ll email active customers at least 14 days before the changes take effect and update the date at the top of this page. Continued use after that constitutes acceptance.

11. Contact

Proven Digital, LLC
5806 Grove Ave #357
Richmond, VA 23226
[email protected]