The short version. Arena AI processes the data client organizations put into it so that their AI agents work, and nothing beyond that. When an organization connects a Google Drive folder, Arena AI reads only the files picked in Google's file picker, keeps a search index for that organization's agents and never changes anything in Drive. Data is not sold, not used for advertising and not used to train AI models.
1. Who we are
Arena AI ("Arena AI", "the platform") is operated by Triunfo Aureo Ltda. (Brazilian company registration no. CNPJ 51.773.088/0001-15), Rua Pelagio Luciano Alves, SN, Quadra 04 Lote 21, Parque Izabel, 75320-764 Abadia de Goiás, GO, Brazil ("Triunfo Áureo", "we"). Contact, including for our data protection officer: [email protected].
2. Who this policy covers
Arena AI is contracted by organizations ("clients") to build and run AI agents. For the content a client puts on the platform (messages, files, documents and data from its systems), the client is the controller and Triunfo Áureo acts as processor, handling that data only on the client's instructions and under the contract. For the account data of the people who use Arena AI (name, e-mail, access), Triunfo Áureo is the controller.
3. What data we process
- Account: each user's name, e-mail, organization, role and access records.
- Agent content: agent instructions, messages sent to agents, attached files, answers and test cases.
- Run records: date, duration, cost, token usage, steps and errors of each run, and the opaque identifier the client's system sends to say on whose behalf a run is made.
- Integration credentials: keys and passwords the client configures so its agents can call the client's systems, stored encrypted.
- Google Drive documents, when the client connects a folder (section 4).
4. Google user data (Google Drive)
What Arena AI accesses
When connecting Google Drive, the person authorizes, with their Google account, the scopes drive.file, openid and email:
drive.filegives access only to the folders and files the person picks in Google's file picker (Google Picker). Arena AI does not see the rest of the Drive.openidandemailgive the Google account's e-mail address, shown in Arena AI to indicate who connected the folder and when.
How Arena AI uses it
Solely so that the agents of the organization that connected the folder can find and cite its documents when answering. Arena AI reads the text of the files (Google Docs, Word and PDFs with a text layer), splits it into passages and keeps those passages in a search index. Passages may be turned into numeric vectors (embeddings) with the organization's own embeddings credential, for search by meaning. Every 15 minutes the index is synced with the folder: a new file is added and a removed file leaves, together with its passages.
Arena AI only reads. It does not create, change, move or delete anything in Google Drive.
Where it is stored and who it is shared with
- The text, passages and index are stored in our database, separated by organization. One organization's documents are never used by another organization's agents.
- The Google authorization (refresh token) is stored encrypted with AES-256-GCM under a key held only by the sync service. The short-lived access token exists only in memory during each sync.
- When one of the organization's agents answers, the relevant passages are sent to the AI model provider that writes the answer (Anthropic, Claude models), and passages to be indexed are sent to the embeddings provider the organization configured. These providers act as processors, receive only what that answer needs and do not use the content to train models.
- Google user data is not sold, not used for advertising, not used to train generalized AI models, and not read by people on our team except with the client's permission for support, for security purposes (investigating abuse) or where the law requires.
Limited Use
Arena AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
How to disconnect and delete
- In Arena AI: "Disconnect" revokes the authorization with Google and deletes the token. Deleting the source deletes that folder's text, passages and index.
- In the Google account: access can be revoked at any time at myaccount.google.com/permissions. From then on Arena AI stops reading the folder and shows that the connection needs to be made again.
- Taking a file out of the folder removes it from the index at the next sync.
5. Why we process data
- To provide the contracted service: running, testing, evaluating and recording the client's agents (performance of contract).
- To keep the platform secure and working: authentication, abuse prevention, troubleshooting and backups (legitimate interest).
- To bill and meet legal, tax and accounting obligations (legal obligation).
We do not use client content for advertising, do not sell it and do not use it to train AI models.
6. Who we share it with
- AI model providers: Anthropic (Claude models), which writes the agents' answers, and any embeddings or model providers the organization configures with its own credentials.
- The client's systems: integrations the client configures receive what the agent sends them, on the client's behalf.
- Infrastructure: servers, database and network we operate on cloud providers; Cloudflare (network, protection and file storage); a transactional e-mail provider; daily database backups to cloud storage (Dropbox), accessible only to our team.
- Authorities, where the law or a valid order requires it.
7. International transfers
Some of these providers process data outside Brazil and the European Economic Area, mainly in the United States (Anthropic, Cloudflare, Dropbox and the providers configured by the client). We make these transfers under article 33 of Brazil's LGPD and, for clients subject to the GDPR, under standard contractual clauses or another adequate safeguard offered by the provider, sending only what the purpose requires.
8. How long we keep data
- Client content and records: for as long as the contract lasts. After it ends, up to 90 days for export, then deleted, except what the law requires us to keep.
- Google Drive index: for as long as the source exists; a file removed from the folder leaves at the next sync; disconnecting or deleting the source deletes the authorization and the index.
- Backups: rotated; deleted data leaves them when the backup that holds it expires.
- Tax and accounting data: for the legal period, up to 5 years.
9. Security
Traffic encrypted with TLS; credentials and authorizations encrypted with AES-256-GCM; data separated by organization in the database; team access limited to what is needed; the identity of whoever requests a run is checked outside the AI model, so an agent cannot reach data of someone who did not ask.
10. Your rights
Data subjects may request confirmation of processing, access, correction, anonymization, portability, deletion and information about sharing, and withdraw consent, under article 18 of the LGPD and, where applicable, articles 15 to 22 of the GDPR. When the data is part of a client's content, we forward the request to the client, as controller, and help it respond. Requests: [email protected]; we answer within 15 days.
11. Children
Arena AI is a service for organizations and is not intended for anyone under 18.
12. Changes
When this policy changes, we update this page and the date at the top. Material changes are notified to clients before they take effect.
13. Contact
Triunfo Áureo · [email protected]