Privacy policy

The controller of your data is:

• Owner: Solvio
• Email: matthew@solviosystems.com

For anything about your data, email matthew@solviosystems.com.

• Account details: your name, email, a protected version of your password, and your team members' names and emails.
• Business details you add: your business or trading name, NIF, address, bank accounts (IBAN) for your invoices, and your tax settings.
• The work you record: bookings, gigs, customers and venues, partners, invoices, expenses, sheets, checklists and chat messages.
• From services you connect, and only if you connect them: booking emails from the senders you choose in Gmail or Outlook; and subscriber lists from MailerLite.
• From public booking pages: the name, email, phone and message someone sends when they ask to book an artist or use a partner link.
• Technical data: IP address, browser and logs, kept for security and to fix problems.

• To provide Solvio to you and your team (performance of our contract, art. 6.1.b GDPR).
• To keep records the law requires, such as billing records (legal obligation, art. 6.1.c).
• To keep the service secure, prevent abuse and improve it (legitimate interest, art. 6.1.f).
• To send you messages about your account. We only send marketing if you agree, and you can stop it at any time (consent, art. 6.1.a).

When you add data about your own clients, guests, venues or partners, you decide what it's used for and we process it on your behalf, as your processor. The terms for that are in the "Data processing on your behalf" section of our Terms of service. If one of those people contacts us, we'll help you answer them.

We don't sell personal data or use it for advertising. We use these providers to run Solvio, under contracts that protect your data:

• Vercel: hosting for the website and app.
• Supabase: database.
• Anthropic, or OpenAI where Solvio is set up with it: AI that reads booking emails, helps fill in sheets and says what your expenses are for (see "AI and your expenses"), under terms that don't let it train its models on your data.
• Stripe: only if you take card payments, to process them in your own Stripe account. Stripe is the controller of the payment data it collects, under its own privacy policy.
• Google, Microsoft and MailerLite: only if you connect them, to provide that connection.
• Enable Banking or Lunch Flow: only if you connect your bank, to read it (see "Open banking" below).

We may also share data when the law requires it, for example with tax authorities or courts.

Some of these providers are based in the United States. Where data leaves the European Economic Area, it's protected by the EU–US Data Privacy Framework or the European Commission's standard contractual clauses.

While your account is open. When you close it, we delete your data within 30 days, except what the law requires us to keep (for example, billing records, for up to 6 years). Technical logs are kept for a limited time.

When you connect Gmail or Outlook, Solvio reads only emails from the booking senders you choose, to turn them into bookings. Solvio's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We don't use this data for advertising, don't sell it, and don't use it to train general AI models. Nobody at Solvio reads it unless you ask us to (for example, for support), it's needed for security, or the law requires it. You can disconnect your mailbox at any time in Solvio or in your Google or Microsoft account.

Connecting your bank is optional. If you do, Solvio reads it through an open-banking provider. The connect screen names the provider before you agree; it is one of these:

• Enable Banking: Enable Banking Oy, a company in Finland, connects your bank. It is an account information service provider registered with the Finnish Financial Supervisory Authority. Its own privacy notice and terms apply to what it handles.
• Lunch Flow: Lunch Flow (lunchflow.app) connects your bank. Its own privacy notice and terms apply to what it handles.

What Solvio reads and keeps: your account names, the last 4 digits of each account number (the rest is dropped), your balances, and your payments in and out from the last 90 days (date, amount, the bank's description, who it was with, and whether it's still pending). Solvio reads again about every 6 hours and keeps only the latest read, at most 200 payments per bank. The connection details are stored encrypted. Solvio never sees or stores your bank password and can't move money.

What it's used for: to show your balances and payments, find your expenses and ask you about them (quick questions), sort your spending into pots, match money coming in to your invoices and split bills, estimate your monthly bills, and prepare your tax figures. The owner and the people in your team you give money access can see it.

Other people's names: payments can show the names of people and businesses you paid or who paid you. Solvio uses them only for the uses above, for example to recognise a friend's Bizum for a split bill.

AI: your payments go to an AI service only when you press Sort with AI. Then the payee, the bank's description (the first 140 characters), the amount and the date of payments not yet in a pot are sent to OpenAI or, if Solvio is set up with Anthropic instead, to Anthropic, to suggest a pot and category. The quick questions about bank payments don't use AI. Expenses you make from payments are treated like any other expense: Solvio AI works out what each is for (see "AI and your expenses"), and Check before filing sends your expenses to the same AI service.

Legal basis: we only read your bank after you agree to it on the connect screen. We keep that consent in your account: when you gave it, who gave it, the wording you saw, what is read, through which provider and until when. We process what's read to provide the feature you asked for (performance of our contract, art. 6.1.b GDPR).

How long a permission lasts. Under EU rules you confirm it at your bank again at least every 180 days:

• With Enable Banking: up to 180 days, or less if your bank sets a shorter limit. Solvio knows the end date and reminds you 7 days before, in the app and by notification if you've turned notifications on.
• With Lunch Flow: as Lunch Flow and your bank set it. Solvio isn't told the end date, so it can't remind you before; when your bank stops answering, the Bank page shows Reconnect.

Disconnecting and deletion: press Disconnect on the Bank page at any time. Solvio stops reading and deletes the balances, payments and connection details it stored from that bank. Also:

• Enable Banking: Solvio also ends the connection at Enable Banking.
• Lunch Flow: To end Lunch Flow's own access too, remove Solvio in your Lunch Flow account.

Expenses you made from payments, the pots you chose and your answers to quick questions are your records and stay until you delete them or close your account. We keep the record of your consent while your account is open, as proof of what you agreed to. Withdrawing your consent doesn't affect what was done before.

Your rights: those under "Your rights", and you can withdraw your consent at any time by disconnecting your bank. Questions: matthew@solviosystems.com.

Solvio AI works out what each business expense is for (a meal, a flight, equipment…), so that Solvio's tax rules, written from the official AEAT and Agencia Tributaria Canaria guidance, apply the right one. The AI never decides what you can claim: the rules do, and your gestor confirms.

When: by itself, a few seconds after you add or change a business expense, and when you press Check my expenses. Expenses in other pots, tax payments, your autónomo cuota and anything your gestor already decided are never sent, and an expense is sent again only if its details change.

What is sent for each expense: who you paid, the amount, the date, the category, the note you wrote, the place and, when your bank is linked, the bank's description of the payment (the first 140 characters). With it, your type of business and activity, and your answers about using your home, car and phone for work. Not your name, your NIF, your receipts or photos, or anything else in your account.

Who to: OpenAI or, if Solvio is set up with Anthropic instead, Anthropic. What the AI says (a short line on what the expense is, and how sure it is) is kept with the expense so it isn't asked again, and your gestor sees it next to the expense.

If the AI isn't sure, Solvio asks you a quick question instead. Your answers are kept with the expense and your gestor sees them. Legal basis: providing the service you use (art. 6.1.b GDPR).

You can ask to see, correct, delete, restrict or move your data, or object to how we use it, by emailing matthew@solviosystems.com. We'll reply within one month. If you're not happy with our answer, you can complain to the Spanish Data Protection Agency (aepd.es).

Data is encrypted in transit, passwords are stored in a form that can't be turned back into the password, connection keys are stored encrypted, and internal access is limited.

Solvio only uses cookies it needs to work: one keeps you signed in, one remembers the preview you picked, and one protects you while you connect another service. We don't use analytics or advertising cookies, so there's no cookie banner.

Solvio is for businesses and isn't meant for anyone under 16.

If we change this policy in a way that matters, we'll tell you in the app or by email before it applies.