Jan privacy notice
Version notice-2026-10-28 · Effective 28 October 2026
Who we are
Jan is our internal AI assistant. ARYA Labs, PBC, doing business as Hevelius, 108 West 13th Street, Wilmington, DE 19801, runs Jan and is the controller of your personal data.
Questions or requests about your data: privacy@heveliuslabs.com.
EU representative: Lukasz Chmiel, lukasz@heveliuslabs.com.
Data protection officer: Seth Dobrin, seth@heveliuslabs.com.
Who this notice covers
- Team members on Jan’s People list.
- People who message Jan without being on the list.
- People whose details reach Jan because a user mentions them, emails them, or meets with them.
What Jan keeps
- Identity and contact details: name, role, work email, phone number and chat IDs.
- Conversations: what you send Jan and its replies on every channel (web, iMessage, Telegram, Google Chat, Discord, Slack, email and phone calls), including files.
- Call and voice-note transcripts: calls and voice notes are transcribed. The audio isn’t kept.
- Connected Google data: email, calendar and Drive files Jan reads for you, only in accounts you connect and only when you ask.
- Standing facts, decisions and advice: short records Jan keeps so it doesn’t have to ask you again.
- Reminders and follow-ups: scheduled actions, open items, and replies Jan is watching for.
- Travel: trips, bookings, and traveller name, date of birth, gender and passport details.
- Vault: passport details, date of birth and similar documents you choose to store, encrypted (AES-256-GCM).
- Payments: card brand and last 4 digits, and company bank transactions.
- Location: read live when you share it on iMessage. It isn’t stored.
- Activity log: what Jan did, when, for whom, and the inputs and results.
- Consent record: your yes or no to learning about you, with the date, the channel, your words and the version of this notice you saw.
Card and passport numbers are scrubbed from chat text and logs.
Please don’t send Jan health information or other sensitive personal data unless a task needs it. Jan doesn’t ask for it, but it will keep whatever is in your messages and files.
What needs your yes
Jan can learn how you like to work, remember you from one conversation to the next, keep AI notes about you, and write you a short note on the Today page. All of that is off until you say yes.
You can say no, or change your answer, at any time. Tell Jan, or use Your privacy on your People page. Saying no deletes what Jan learned about you.
Saying yes is never required. Saying no doesn’t affect your job or how you’re treated.
Why we use your data, and on what basis
| Purpose | Data used | Legal basis (GDPR) |
|---|---|---|
| Answering you and acting for you | Conversations, connected Google data, reminders | Our legitimate interest in giving the team a working assistant (Art. 6(1)(f)) |
| Remembering you and learning how you work | Learned profile, per-person memory, AI notes | Your consent (Art. 6(1)(a)) |
| Sharing something with another person | The item you choose to share | Your consent, given when you ask Jan to share (Art. 6(1)(a)) |
| Booking travel | Traveller details, vault | Legitimate interest in arranging business travel (Art. 6(1)(f)) |
| Activity log, security and preventing misuse | Activity log | Legitimate interest in keeping Jan secure and accountable, and in establishing or defending legal claims (Art. 6(1)(f)) |
| Handling messages from people Jan doesn’t know | The message | Legitimate interest in deciding whether to reply (Art. 6(1)(f)) |
| The CEO’s morning brief | The CEO’s own data | Legitimate interest (Art. 6(1)(f)) |
Where we rely on legitimate interests, you can object (see Your rights).
Jan doesn’t make decisions about you that have legal or similarly significant effects. Nothing Jan learns about you is used to evaluate your performance.
Who sees it
Each person sees only their own conversations, what Jan learned about them, their reminders and their documents. Something reaches another person only when its owner asks Jan to share it, and the owner can take it back.
The people who run the server can reach the stored data.
We don’t sell your data or use it for advertising. Jan may train a model on your data for you, and only you use that model. Your data isn’t used to train models for anyone else.
Where it goes
Your data is stored in the US, on Google Cloud (us-central1, Iowa). To answer you, Jan sends what’s needed to these services:
| Service | What it receives | Location |
|---|---|---|
| Google Cloud | Everything (hosting) | US |
| OpenRouter, mostly routing to OpenAI | Most chat content | US |
| Anthropic | Some replies, per-person memory processing, browser screenshots | US |
| Mistral (via OpenRouter) | PDFs you send, for text extraction | EU or US |
| Google Workspace | Mail, calendar and Drive in accounts you connect | US and global |
| Linq | iMessage text, attachments, and location when you share it | US |
| Twilio | Phone calls | US |
| ElevenLabs | Calls and transcripts (kept by ElevenLabs for 30 days) | US |
| Duffel | Traveller name, gender, date of birth, contact details, passport | UK |
| Kernel | Browser sessions, including forms filled from the vault | US |
| Manus | Tasks and files Jan hands off | US and Singapore |
Per-person memory runs on Honcho, which we host on our own server.
If you message Jan on Telegram, iMessage, Slack, Discord or Google Chat, those services also handle your messages under their own terms.
Transfers outside the EU. If you’re in the EU, your data is transferred to the US and other countries. Transfers to the US rely on the Standard Contractual Clauses adopted by the European Commission, or on the EU-US Data Privacy Framework where the recipient is certified. Transfers to any other country are handled under that service’s own privacy policy and data processing agreement. You can ask us for a copy of the safeguards at privacy@heveliuslabs.com.
How long we keep it
We keep your data for up to 3 years. We delete it within 7 days when you leave the team or ask us to delete it.
A few things are kept for less time:
- Messages from people Jan doesn’t know are deleted after 14 days.
- What Jan learned about you is deleted as soon as you say no.
- ElevenLabs keeps its copy of call transcripts for 30 days.
After a deletion, we keep a record that it happened, without any of the content.
AI services may keep what Jan sends them for a limited time under their own terms. Backups expire quarterly.
Your rights
You can:
- Get a copy of your data. Ask Jan “send me my data”, or download it from Your privacy on your People page. You get one file with everything held about you, in a format you can reuse.
- Have it corrected. Ask Jan, or edit your People page.
- Have it deleted. Ask Jan to delete your data and confirm, or use Your privacy on your People page. We delete everything you sent or own within 7 days, including your messages inside other people’s conversations. We keep a record that the deletion happened, the time and type of past activity under an ID that doesn’t identify you, and proof of any consent you gave. None of the content is kept.
- Limit how we use it. Ask us to restrict processing while a question about accuracy or our basis is resolved.
- Object to processing based on our legitimate interests.
- Withdraw your yes to Jan learning about you, at any time. This doesn’t affect what happened before you withdrew it.
- Complain to your data protection authority, in the EU country where you live or work, or where you think the problem happened.
To use any right, start by asking Jan. For those Jan can’t handle directly, write to privacy@heveliuslabs.com. We reply within 1 month.
Deletion can’t reach copies an AI service is still keeping under its own terms, or backups until they expire. Mentions of you inside other people’s records aren’t searched for automatically. Tell us if you want them found.
When you leave the team, your data is deleted within 7 days.
If Jan has your data and you never used it
If someone mentioned you to Jan, emailed you through it, or met with you, Jan may hold your name, contact details and what was said. That came from the user, from their connected Google account, or from the phone network. The same rights apply to you. Write to privacy@heveliuslabs.com.
Security
Sign-in uses Google with an allow-list, and each request is tied to one person and served only their records. The vault is encrypted and no route shows its contents. Secrets are held in Google Secret Manager. Outgoing email and bookings need your approval first.
Changes
When this notice changes, the version above changes, and Jan tells you the next time you use it. If a change affects what you said yes to, Jan asks again.