AI Usage & Processing Policy

Invena Labs Limited (trading as invena)
167-169 Great Portland Street, 5th Floor, London W1W 5PF, United Kingdom
Company number 17237229
Registered in England and Wales

Version: 0.5 (beta)
Last updated: 19 July 2026
Effective date: 19 July 2026

This policy explains how Invena uses optional automated tools to help you organise household information — and what we do not do automatically.

It does not replace our Privacy Policy or Terms of Service.

Beta notice: Extraction features may change during early access. We will update this page and our Privacy Policy when changes are material.

1. Purpose

Explain assistive document extraction and related automation so you can decide when to use them.

2. Scope

This policy applies when you use features that analyse or suggest content from uploads (for example document extraction / OCR) on the Invena website or app.

3. AI-assisted document extraction

Invena may offer optional AI- or OCR-assisted features that help you review documents you choose to upload.

Document extraction and preview

If you choose to use extraction, we may process the content of your uploaded document through OCR or other document-processing services to generate a preview of text or suggested fields. These previews are assistive only. They do not automatically create a record or change your data. You must review and confirm any extracted information before it is saved.

For UK/EU beta users, document extraction is processed using our EU-configured infrastructure (Google Cloud Vision API via an EU endpoint). We will update this notice before introducing other regions or materially changing the feature.

4. What these features do not do

• Automatically create or replace Entries or records without your confirmation
• Make legal, financial, or professional advice decisions on your behalf
• Replace your responsibility to check important details (amounts, dates, policy numbers)

Training: We do not use your content to train public AI models. For Google Cloud Vision, we understand the service terms to be configured so that content sent to Vision is not used to train or improve public machine-learning models, subject to the terms that apply to the service we use.

5. Human review

You review suggestions before persistence. You can edit, reject, dismiss, or ignore outputs. Extraction runs only when you choose it (for example Extract & preview).

6. Data processed

Categories may include text extracted from documents you upload, file metadata, suggested fields for review, and account or Space context needed to show suggestions.

If we store extracted preview text or extraction metadata linked to your account, it will be included in your data export where required by law. See our Privacy Policy.

7. Subprocessors and transfers

When we use third-party OCR or language services, we list them on our Subprocessor register before they process your data. For UK/EU beta Photo Extract, that includes Google Cloud Vision (EU).

Some providers may process data outside the UK. Where we transfer personal data internationally, we use appropriate safeguards as described in our Privacy Policy.

8. Errors and limitations

Automated extraction can be wrong. You are responsible for checking important details before saving.

9. Your choices

You can store documents without using extraction (for example attach as evidence only). You can skip Extract, dismiss Inbox items, and delete uploaded content under your privacy rights.

10. Children and sensitive data

Invena is for adults 18+. Uploaded documents may contain sensitive or special category information; see Privacy Policy section 3.3. Do not upload documents unless you are comfortable with storage and, if you choose Extract, third-party preview processing.

11. Changes

We may update this policy from time to time. We will post the new version on invena.app/ai-policy with an updated “Last updated” date. For material changes, we may also notify you in the app or by email, as described in our Privacy Policy.

12. Contact