Privacy Policy

1. Who we are

Aimavera is a project scheduling application published by Vantis Project Intelligence Ltd, a company registered in England and Wales under company number 17285923, with its registered office at 128 City Road, London, United Kingdom, EC1V 2NX. In this policy, “we”, “us” and “our” mean Vantis Project Intelligence Ltd. We are the data controller for the limited personal data described below.

You can reach us at support@aimavera.com.

2. What we collect

Very little, and none of it is your project work. You can open Aimavera and use the free plan without an account, and doing so asks nothing of you at all. An account is needed only to carry a paid plan between browsers and machines. If you buy, Stripe takes the payment and we receive a record that a subscription exists — never your card details. Section 3 sets out exactly what that involves.

We collect:

• Your account, if you create one. Your email address, the name you give us, and a cryptographic hash of your password — never the password itself. We also keep a record of each active sign-in session: a session identifier, when it was created and when it expires, and the IP address and browser user-agent string it was created from, so that you can be signed out of a device you no longer trust.
• Your subscription, if you buy one. Which plan you are on, whether it is active, when the current period ends, and the identifiers Stripe uses for your customer and subscription records.
• Standard server logs. Our hosting provider records the requests made to aimavera.com, including IP address, timestamp, requested URL, referring page and browser user-agent string. These are used to keep the service running and to detect abuse.
• Support correspondence. What you send us when you write to support@aimavera.com, and our replies. We keep it only as long as it is useful to answer you and to see patterns in what people ask.

We do not collect:

• Your schedule files. The file itself never reaches us, and we retain nothing from it — an account changes nothing about this. If you use the optional AI assistant, the schedule details it needs to answer you pass through our relay in transit only — see section 5.
• Your password. We store only a hash produced by a deliberately slow algorithm, from which the password cannot be recovered.
• Card details. Stripe processes payments and we never see or hold a card number.
• Behavioural or advertising profiles

3. Payment and your subscription

This section applies only if you buy the paid plan. On the free plan none of it happens.

Stripe takes the payment. Checkout is hosted by Stripe. Your card details are entered on Stripe’s systems and are never sent to us or held by us. Stripe acts as a separate data controller for the payment itself and processes your data under its own privacy policy.

What we receive. From Stripe we receive your email address, the billing country it holds for you, and a record that a subscription exists and whether it is active. We use these to enable and renew the paid plan on your account, to email you about your subscription, and to meet our accounting and tax obligations. Our legal basis is performance of a contract with you (UK GDPR Article 6(1)(b)) and, for the accounting records, compliance with a legal obligation (Article 6(1)(c)).

Your plan on your account. Once Stripe confirms the payment, the paid plan is recorded against your account and applies wherever you sign in. We record which plan you are on, whether it is active and when the period ends. We do not record which schedules you open, when you open them, or anything about their contents.

How long we keep it. Subscription and billing records are kept for six years after the end of the relevant financial year, as UK tax law requires. If you cancel, we keep nothing beyond those records; if you also ask us to delete your account, section 9 applies.

Nothing in this section changes how your schedule files are handled. They are not uploaded on either plan.

4. How your schedule data is processed

Your schedule file is never uploaded to our servers.

When you open an XER, MSPDI or PMXML file in Aimavera, that file is read and parsed entirely by JavaScript running in your own browser, on your own device. Critical path calculation, progress updating, baselines and earned value, resource charts and levelling, Monte Carlo schedule and cost risk, DCMA 14-point checks, scenario comparison and printing all run locally. Files you export are generated in the browser and saved directly to your device.

4D models. An IFC model opened in the 4D view is read in your browser in the same way, and is never uploaded: clash detection and the geometry cache run and stay on your device, and BCF files are written in the browser and saved directly to your device. In a live session the schedule and the 4D links travel between the browsers in the session; the model and the clash list do not.

Work packages. Component, drawing and material lists and plot plans you add for work packaging are read in your browser and kept in the saved schedule; they are never uploaded. Field packs and the offline field form are made on your device. If you choose Propose with AI, the activity list goes to the AI provider you chose, as section 5 describes.

Unless you choose to use the optional AI assistant, no part of the file — no activity, resource, cost or logic data — is transmitted to Vantis Project Intelligence Ltd. If you do use the assistant, the schedule details needed to answer your request pass through our relay on their way to the model provider you chose; section 5 sets out exactly what that involves. Nothing from them is stored or retained, so we still cannot recover your schedules, or produce them in response to a third-party request, because we never hold them.

Live sessions. When planners work on one schedule together (File › Team › Live session), the schedule goes from one browser to the other over a direct, encrypted WebRTC connection; it never reaches us. Before that connection exists, the two browsers exchange connection offers through aimavera.com/api/signal. An offer holds network details: the IP addresses and ports each browser can be reached on, and no schedule content. Offers are kept in our database for at most ten minutes, then deleted. To learn its own public address, each browser also asks a public STUN server operated by Google; Google sees that request’s IP address and nothing else. Two tabs on the same computer use none of this.

Relays for strict firewalls. Some networks block direct connections. Then the session can pass through a TURN relay, either one your firm runs and enters in the studio, or, where we have enabled it, one we operate for signed-in users. A relay forwards the connection’s packets, which are encrypted end to end between the browsers, so it cannot read the schedule and stores nothing from it. Our relay sees the IP addresses of the two browsers for as long as the session lasts, and records connections, not content. The user name it is given is the same for everyone, so its records do not identify you. A relay your firm runs is your firm’s, not ours.

5. The AI assistant and your API key

Aimavera includes an optional AI assistant. It is off unless you choose to use it, and it is not required for any scheduling function.

To use it you supply your own API key for a model provider of your choosing — for example Anthropic, OpenAI or Google — or point Aimavera at a model running locally on your own machine. A local model is called directly from the page: those requests never reach our relay, and nothing about them leaves your device.

• Your API key is stored in your browser's local storage on your own device. We do not hold it: it is sent with each request to our relay and forwarded to the provider in that same request, and is never written to disk, recorded in our logs, or retained after the request completes.
• Requests to the model provider are not made directly from your browser. They pass through aimavera.com/api/ai, a single serverless function that forwards each request to the provider you chose and returns that provider's answer. The relay exists for two technical reasons: most provider APIs refuse cross-origin requests made from a web page, and a key used directly from the page would be visible to anyone who opened the browser's developer tools.
• This means the content of a request — your question, and the schedule details the assistant needs in order to answer it — passes through our infrastructure in transit. It exists only for the seconds the request takes, is not written to any database, and is not recorded in our logs.
• Your firm's rates library — the outputs per crew-day that recipe durations are calculated from — never leaves your device or your team folder. When the assistant drafts a schedule it is told only each rate's code, description and unit; the figures stay with you, and the durations are worked out in your browser.
• The optional bridge for your firm's own AI assistant (the assistant panel › Settings › Your firm’s assistant) runs on your computer and talks only to the studio tab on the same machine. It sends nothing to Aimavera; what your assistant does with what it reads is between you and its provider.
• What you send is also governed by the privacy policy and terms of the provider whose key you supplied. We do not control, and are not responsible for, what that provider does with it.
• You can remove your key at any time by clearing it in the application or clearing your browser's site data for aimavera.com.

We do not host, operate or provide any AI model.

6. Sub-processors

We use three sub-processors:

Stripe is listed for completeness: for the payment itself it acts as its own controller rather than as our processor, and you contract with it directly at checkout.

Where personal data in server logs is transferred outside the UK, that transfer is covered by appropriate safeguards, including the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.

Model providers you connect to using your own API key are not our sub-processors. You contract with them directly.

7. Cookies and local storage

Aimavera sets no advertising or tracking cookies and uses no third-party analytics.

If you sign in, we set one strictly necessary cookie holding your session token. It is what keeps you signed in between pages, it is marked HttpOnly so that page scripts cannot read it, and it is removed when you sign out. Nothing else is stored in it and it is not used to track you across other sites. Because it is strictly necessary to provide a service you asked for, it does not require consent.

The application uses your browser's local storage to remember your own settings — for example your interface preferences, your saved layouts and filters, and if you have configured one your model API key. This data stays on your device, is not readable by us, and is cleared when you clear site data for aimavera.com.

8. Legal bases for processing

For the limited personal data in server logs, and for support correspondence, our legal basis is our legitimate interest in operating, securing and maintaining the service and in answering the people who write to us (UK GDPR Article 6(1)(f)).

For the email address and subscription record that come with a paid licence, our basis is performance of a contract with you (Article 6(1)(b)). For the invoices and payment records we are required to keep, it is compliance with a legal obligation (Article 6(1)(c)). Section 3 sets both out in context.

We do not process special category data.

9. Retention and deletion

Server logs are retained by our hosting provider for a short operational period and then deleted. We hold no schedule data at all, so there is nothing of your work to retain or to delete.

If you have an account, we keep it until you ask us to delete it. Write to support@aimavera.com and we will remove the account, its sessions and its subscription record, subject only to the billing records below that we are required to keep. Sign-in sessions expire on their own within thirty days and are deleted when they do.

If you have bought a licence, the subscription and billing records described in section 3 are kept for six years after the end of the financial year they relate to, because UK tax law requires it. We cannot delete those on request before then. Support correspondence is deleted once it is no longer useful.

Data held in your browser's local storage is under your control and is removed when you clear site data for aimavera.com.

10. Your rights

Under UK data protection law you have the right to access, correct, erase, or restrict processing of your personal data, to object to processing, and to data portability. If you have never created an account, most requests will be answered by confirming that we hold no personal data relating to you beyond transient server logs. If you have an account, we can provide or delete everything listed in section 2.

Write to support@aimavera.com. If you are not satisfied with our response, you may complain to the Information Commissioner's Office at ico.org.uk.

11. Security

Passwords are stored only as hashes, produced by a deliberately slow, memory-hard algorithm so that a stolen hash cannot practically be turned back into a password. Resetting a password signs out every other session. The account database sits in the United Kingdom and is reachable only over an encrypted connection.

Aimavera is served over HTTPS. Because we store no schedule data — it stays on your device, and the AI relay described in section 5 keeps nothing it passes on — the largest category of risk in comparable tools, a breach of stored customer project data, does not apply here. Report a security concern to support@aimavera.com, or see our published policy at https://aimavera.com/.well-known/security.txt.

12. Changes

We will update this page if our practices change, and will revise the date at the top. Material changes will be noted on the site.