This Privacy Policy explains how Theodoros Pitsikos (independent developer, trading as Ariavel) ("we", "us", "Ariavel") processes information when a monday.com account ("Customer") installs and uses Ariavel Sourcing (the "App"), a monday.com app for requests for quotation (RFQs), supplier quote comparison and award decisions, and when suppliers invited by a Customer use the App's supplier portal.
1. Roles under data protection law
- The Customer is the controller of the business data it puts into the App, including supplier contact details, RFQ content, quotes and documents. The Customer decides which suppliers to invite and why.
- Ariavel is a processor acting for the Customer for that data, including personal data of supplier contacts. We process it only to provide the App, following the Customer's instructions and our Terms of Service.
- For the limited technical data needed to run, secure and bill the App (for example the monday.com account and user IDs used for sign-in), Ariavel is an independent controller.
Suppliers who want to exercise their rights over data a buyer holds about them should contact that buyer (the controller) first. We will help the Customer respond.
2. What data the App stores
All data is scoped to one monday.com account (tenant) and is never shared between tenants.
Storage depends on the installed app version and whether the account has completed an approved migration. The secure v7 architecture described below is under review and has not been released globally. Existing accounts retain their current storage until migration is separately approved and verified.
| Category | Examples | Where stored |
|---|---|---|
| monday.com identifiers | monday account ID, used to derive the tenant key, and the user ID of the person who performs an action. Both come from monday.com session tokens. | Account ID as tenant key; user ID recorded as the actor in the audit log |
| Supplier records | Supplier name, email, phone, country, category, status, tags, notes, rating, linked monday item ID | Legacy versions: account-scoped monday.com app storage, or the Customer's connected board. Secure v7: identifying application-managed values in monday Secure Storage, with opaque structural references in Document DB. Connected-board source records remain on the Customer's board. |
| RFQ / sourcing event data | Reference, title, description, currency, deadline, line items, selected suppliers | Legacy versions: monday code Document DB and, for early RFQs, monday.com app storage. Secure v7: identifying values in monday Secure Storage and opaque structural references in Document DB. |
| Supplier invitations | Supplier contact snapshot, invitation status, and a hash of the portal access token | Legacy versions: app database on monday code. Secure v7: identifying values in monday Secure Storage, with structural references and token hashes in Document DB. |
| Quotes, comparisons and awards | Quote line prices, lead times, notes, normalized comparisons, award scenarios and allocations | Hosted on monday code. Secure v7 separates identifying values in Secure Storage from opaque structural references in Document DB. |
| Documents | Buyer or supplier files and their identifying metadata, such as filename and uploader | File bytes in monday code Object Storage. Secure v7 stores identifying metadata in Secure Storage and opaque structural references in Document DB; legacy versions retain metadata in the app database. |
| Settings and audit records | Organisation preferences, action, actor, time and related record | Hosted on monday code. Secure v7 stores identifying fields in Secure Storage and minimum structural coordination data in Document DB. |
| OAuth credentials | Access and refresh credentials for an approved monday.com connection | monday Secure Storage, bound to the account and installation. Raw credentials are not exposed in the browser, exports or diagnostic logs. |
Uploaded file bytes can themselves contain personal data. monday.com's Marketplace review team has been asked to confirm its policy interpretation for these Object Storage files; that ruling is pending. This disclosure is not a claim that Marketplace has approved the storage arrangement.
The App reads only the monday.com boards and items the Customer connects to it (for example a supplier board), using the permissions granted at installation. It writes to them only when the Customer asks (for example to write back award results).
The App uses no analytics, advertising or tracking SDKs. The private Owner Console uses necessary authentication cookies: a sign-in flow cookie lasting up to 5 minutes and a session cookie lasting up to 30 minutes. These cookies use HttpOnly, Secure and SameSite protections and are cleared on sign-out or expire. Buyer and supplier workflows do not use these Owner Console cookies. The buyer app saves a few small flags in your browser's local storage: ariavel_onboarding_done (you finished the first-run guide), ariavel_notification_scope_hint_shown (a one-time hint about notification permissions was shown), ariavel_awards_finalized and ariavel_rating_prompted_at (so monday's optional rating prompt appears at most once every 90 days, and only after repeated use), and a per-account flag recording that RFQs created with an early version were moved to the App's database. These flags do not contain supplier contacts or RFQ content.
3. Supplier portal
Buyers invite suppliers by sending each one a unique portal link that contains an access token. Suppliers do not need a monday.com account. With the link, a supplier can see the RFQ details the buyer shared with them and submit their own quote and documents. Suppliers never see other suppliers' quotes, buyer notes or target prices. Anyone who has the link can open that invitation, so keep it confidential. Buyers can revoke invitations.
Optional AI Bid Analyst
When a buyer explicitly chooses Analyze with AI, Ariavel sends a limited, numbers-only comparison to monday.com's hosted AI capability: line labels such as Line 1, requested quantities, target prices and submitted commercial quote values. Suppliers are represented by labels such as Supplier 1. Supplier identity and contact fields, line descriptions, notes, attachments and document contents are not sent.
The generated analysis is advisory. Ariavel never uses it to choose a winner, create an award or change procurement records. Ariavel does not persist the generated analysis as procurement history. Processing by monday AI and its providers is governed by monday.com's applicable terms and policies; this statement does not promise any particular retention period by those providers. Core sourcing workflows remain available without AI.
4. Purposes and legal bases
- Providing the App's sourcing features to the Customer. Legal basis: our contract with the Customer. For supplier personal data, the Customer's legitimate interest in running its procurement.
- Authentication, security, abuse prevention and accountability through the audit log. Legal basis: legitimate interests.
- Handling support requests you send us. Legal basis: legitimate interests or contract.
- Meeting legal obligations.
We do not sell personal data, use it for advertising, or use Customer data to train machine-learning models.
5. Hosting and sub-processors
| Sub-processor | Purpose | Location |
|---|---|---|
| monday.com Ltd. | Hosts the App (monday code), account-scoped app storage, Secure Storage, Document DB, Object Storage for file bytes, authentication and optional monday-hosted AI analysis | United States (monday code US region) |
| Google Cloud (Google LLC), via monday code | Cloud infrastructure that monday code runs on | United States |
Our public website, help and legal pages are hosted by OVHcloud. Vercel Inc. is retained only as a static-site fallback. These hosts do not hold Customer procurement workflow data. We will update this list before we add a new sub-processor. When personal data from the EEA, the UK or Switzerland is transferred to the United States, the transfer relies on safeguards provided by our sub-processors, such as the EU-U.S. Data Privacy Framework or Standard Contractual Clauses.
6. Security
Requests from buyers are authenticated with session tokens signed by monday.com. A key derived from the monday account keeps each tenant's data separate. Supplier portal tokens are stored only as hashes. Data is encrypted in transit (HTTPS) and encrypted at rest by the hosting platform. Requests are rate-limited, and actions are recorded in an audit log.
7. Retention and deletion
- We keep Customer data while the App is installed, until the Customer deletes it.
- Account admins can delete backend RFQ data under Settings → Data & Privacy → Delete RFQ data. This does not remove the supplier list or legacy RFQ copies in monday.com app storage, data on the Customer's own monday.com boards, or the retained records described below.
- When the App is uninstalled, we use monday.com's lifecycle notification to delete the account's backend RFQs, invitations, quotes, comparisons, awards, settings, reminder records, supplier entitlement metadata, uploaded document files and their records, and the audit log. If delivery or deletion fails, we investigate and use a controlled recovery process; a file deletion failure retains backend records for retry. An admin can also use Delete RFQ data for backend deletion. Neither process clears monday.com app storage.
- Legacy app versions can retain supplier records or early RFQ copies in account-scoped monday.com app storage, which can persist across uninstall and reinstall. Secure v7 uses the approved secure authority after migration and never imports later writes from an old client. Legacy removal requires verified account authority and separate approval. The supported backend shared-storage removal procedure includes bounded repeated checks; old-client writes are removed rather than re-imported. Email us with a deletion request; we will verify the account, use the supported removal mechanisms and tell you what we can verify.
- We also keep the account's subscription record (account identifier, plan tier and trial dates) after uninstall or deletion, so that reinstalling the App cannot restart the free trial. Installation and subscription lifecycle records (account identifier, event type and time) are also retained to order events and support recovery. These records do not contain supplier contacts or procurement content.
- After a deletion we keep one minimal record that it happened (account ID, time, the user ID or system that triggered it, and how many records were deleted; no names, emails or business content) for accountability, and delete it automatically after 3 years.
- Data on the Customer's own monday.com boards stays under the Customer's control in monday.com. The App does not delete it.
8. Your rights
Depending on where you are (including under the GDPR and UK GDPR), you may have the right to access, correct or erase your personal data, to restrict or object to its processing, to data portability, and to complain to a supervisory authority. Account admins can export backend RFQ records and related settings and metadata under Settings → Data & Privacy → Export data, including after the trial expires. The JSON export includes document metadata, not uploaded file bytes. Legacy exports do not include supplier records or early RFQ copies in global app storage. Secure v7 adds account-scoped retained-rights verification for application-owned secure identities; a failed integrity check stops the export rather than silently omitting an identity. Connected-board source data and raw authentication credentials are not included. Contact support about legacy records, retained lifecycle information or data outside an available export. If you are a supplier contact, please contact the buyer who invited you. You can also email us at support@ariavel.eu and we will pass your request to that Customer. We respond within one month.
9. Children
The App is a business tool and is not intended for children under 16.
10. Changes
We may update this policy. We will announce material changes in the App or on this page and update the effective date.
11. Contact
Theodoros Pitsikos (independent developer, trading as Ariavel), Greece. Email: support@ariavel.eu. Data protection contact or EU representative (if applicable): not required (contact support@ariavel.eu for any data protection request). Customers who need a Data Processing Agreement can contact us at support@ariavel.eu to discuss one.