AIVane Desktop Privacy Policy

Last updated: October 30, 2026

This policy covers AIVane for Windows, including Workbench, Recorder, and the local automation runtime. It explains how these desktop components handle information when you record actions, prepare workflows, use AI assistance, and run automations. The browser extension has a separate AIVane Browser Bridge Privacy Policy, available through this website's footer. Business and hosted services may have additional terms and policies.

Recording and workflow data

When you start a recording or run a workflow, AIVane processes the information needed for that activity. Depending on the actions involved, this may include browser URLs and titles, page text and structure, form values, screenshots, desktop window and control information, mouse and keyboard actions, files and spreadsheet contents, workflow parameters, and results. Local execution records and diagnostic logs can contain this information as well as timestamps, file paths, and error details.

Recordings and screenshots can include personal or sensitive information visible in the selected application or page. Browser recording filters some password inputs, but this is not complete redaction. Screenshots, page text, custom fields, and desktop recordings may still contain sensitive information. Choose what to record and review the evidence before using it with AI or sharing it.

Local storage

AIVane stores recordings, generated workflows, execution records, settings, and credentials on your device. Default locations include .aivane/recorder, .aivane/workbench, and AIVane/Applications within your Windows user profile. Device-host state may also be stored under your LocalAppData AIVane directory. Configured paths, exported files, and workflow outputs may be stored elsewhere. Your own backup or folder synchronization software may copy these files to other locations.

Local recording and workflow execution do not require an AIVane cloud account. Network access may still be needed by the websites, databases, APIs, or other services used by your workflow.

Optional AI features

When you request AI-assisted generation, changes, or conversation, relevant instructions, recording evidence, screenshots, page or desktop content, workflow files, and diagnostic context may be sent to the model service or compatible endpoint selected in your AI settings. The conversion engine can read relevant local evidence and use tools to prepare and validate the requested workflow. AI session history and generated files may be retained locally.

Your selected provider processes requests according to its own privacy policy, retention settings, account agreement, and service location. AIVane does not promise that a provider will delete requests immediately or exclude them from training. Check those terms before sending confidential information. A cloud provider may process information outside your country. Provider usage charges may apply separately from AIVane.

Saving or testing an endpoint can send an authentication or model-availability request to that endpoint. This check does not send your recordings. You can record and run existing workflows without configuring AI; AI-assisted preparation requires a working provider configuration or supported AI account.

Optional AIVane account and Hosted AI

You can choose AIVane AI instead of configuring your own model provider. This is an online service accessed through an optional AIVane account. Local recording and execution remain available without that account. When you sign in, the desktop application connects to app.aivane.net to authenticate the account, authorize the device and obtain its available AI profiles and credit balance.

The account service processes your account identifier and email address, verification and authentication records, authorized device sessions, promotional or purchased credit records, AI task status, usage and settlement records, and security logs. These records support sign-in, access control, credit accounting, troubleshooting and abuse prevention. Password sign-in sends your password over HTTPS for authentication; device access and refresh tokens are then used for the desktop session. Refresh tokens can be saved locally with restrictive file permissions so your session can be restored. You can sign out and manage device sessions through the account controls.

When you select AIVane AI and request generation or revision, relevant instructions, recording evidence, workflow context and supported task content pass through AIVane's hosted service to its selected model providers. The local conversion engine still prepares and validates the workflow on your device. Hosted AI is not an offline or local model. The service records task and credit usage; your local recording folders are not a cloud backup service. Your plan and credit balance are shown in the desktop app and in your AIVane account.

AIVane's server retains Hosted AI request and response content for 30 days, then its retention job deletes the request and response files and response previews. Request metadata, including identifiers, timing, model and usage, remains, along with separate account and billing records, for their stated purposes. Only AIVane's operator can read request content, and only to handle your support request or a security issue. The website privacy policy describes these records.

Hosted AI uses models served by DeepInfra; the specific models can change. The current provider disclosure identifies the service and its published processing-location, retention and training statements. Review that disclosure before sending material.

Purchases and payment records

Purchases are not made in the desktop app. Hosted AI credit packs and the Pro subscription are bought in your AIVane account at app.aivane.net; the desktop app shows your plan and balance and can open that account page. Card and other payment details are entered on our payment processor's checkout page and handled by that processor. AIVane sends the processor only the selected product and an internal order reference, and does not receive or store full card numbers or card security codes.

For each purchase, the account service keeps order and subscription records linked to your account: the product or plan, its list price and the amount actually paid, currency, status, payment and billing-period dates, the payment processor's checkout, order, customer, subscription and transaction identifiers, and any refund, dispute or refund-request records, including the reason you give for a refund request and our review decision. These records are used to deliver credit and Pro, process cancellations and refunds, reconcile payments, investigate billing problems and prevent abuse. The AIVane account and website privacy policy describes payment processing in more detail.

The AIVane account and website privacy policy describes account sign-in, service providers, account records and privacy requests. Contact support@aivane.net to request access, correction or deletion of account information. Deleting local data or uninstalling the desktop app does not itself delete an AIVane account or information already processed by a model provider.

Credentials and security

Saved model API keys are kept separately from public settings in local credential files. AIVane attempts to restrict access using operating-system file permissions; these files are not encrypted by AIVane. Local administrators, other software running with sufficient permissions, or your backup software may be able to access them. Keep your device and backups protected and revoke keys through the provider when they are no longer needed.

The application uses your API key to authenticate with the endpoint you configure. Use a trusted HTTPS endpoint for remote services. The local browser bridge uses a browser-profile identifier and secret to authenticate the extension's connection to AIVane on the same device.

Google Sheets connections

Google Sheets connections are optional and separate from signing in to AIVane. By default they use drive.file for spreadsheets you select with Google's picker or AIVane creates. Internal and invited desktop builds can offer a separate Grant full spreadsheet access action requesting the sensitive spreadsheets permission; this option is disabled in public builds until Google verification is complete. AIVane uses the granted access for spreadsheets in your automations. The connected account's email address, display name and identifier are read to identify the account.

The refresh token is stored locally in secrets/connections-secrets.json without AIVane encryption, protected by operating-system file permissions. Access tokens stay in memory, and local connection tokens are not sent to AIVane's servers. Local runs exchange spreadsheet data directly with Google. Disconnecting calls Google's revocation endpoint and deletes saved tokens; you can also remove access in your Google Account settings.

Runs, automations, screenshots, support reports and session replays can contain spreadsheet data. Desktop builds with Google Sheets connections exclude run events, non-screenshot run artifacts and run-record result fields from automatic diagnostic reports for runs identified as using Google Sheets; automation files, input values other than password-like inputs, status, errors and screenshots can remain. Reports you choose to send to support are not subject to this exclusion. Older installed versions may behave differently; review the policy included with your installation.

The Google User Data Privacy Supplement is part of this policy. It describes organization connections for cloud runs, AI processing, retention, sharing and deletion. AIVane'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.

Other destinations and services

Workflows can read and write files, interact with websites and applications, access configured databases, and send requests to destinations specified by the workflow. Information handled by those destinations is subject to their own policies. Review a workflow and its destinations before running it, particularly if it was obtained from someone else.

If you email AIVane support, we receive your email address, message, and any attachments you choose to send and use them to respond to your request. Do not include API keys or unnecessary sensitive recordings. Visiting our website or downloading software also involves the website hosting, delivery, or application-store provider, which may process connection information such as your IP address under its own policies.

AIVane does not sell recording or workflow data or use it for advertising. AIVane's local data folders are not a cloud backup service.

Application updates

AIVane installed from aivane.net checks for new versions. About ten minutes after it starts and then about every twelve hours, it requests a small, signed version file from aivane.net; it downloads a new version from aivane.net only when you choose Download, or automatically if you turn on "Download updates automatically". These requests contain your IP address and the usual connection details of the request, such as the software version making it, but no account, installation identifier, recording or workflow data. AIVane installs an update only after you choose Restart to update, and asks before stopping any active work. You can turn off "Check for updates automatically" in Settings › Updates. AIVane from the Microsoft Store is updated by the Store and does not make these requests. When "Send usage and error reports" is on, AIVane also reports update progress and failures, including the update step that failed, error descriptions, the installer's result and the last lines of the installer's log, with your user name, computer name and user-folder location replaced by placeholders.

Feature availability

To decide which of its features to show, AIVane (from aivane.net and from the Microsoft Store) asks app.aivane.net for a short list of features that are switched on or off. It asks soon after it starts and then about every fifteen minutes, whether or not you are signed in. The request contains your IP address and the usual connection details of the request, but no account, installation identifier, recording, workflow or other content, and the answer is kept on your computer. If AIVane cannot reach the server, it uses the last list it received or its built-in defaults; everything that runs locally keeps working.

Usage and error reports

To help us find problems and improve AIVane, the app can send usage and error reports. The setting "Send usage and error reports" is on by default. You can turn it off at any time in Settings › About; the app then stops sending reports and discards any reports it has not sent yet.

A report contains a random installation identifier created by AIVane, the AIVane version, how it was installed (Microsoft Store or direct download), the Windows version, build and architecture, and the Windows display language. It records product events: AIVane opening (and whether this is its first start), how long startup steps took and whether the local service became available, startup failures (the failing step, the error type and a short error description with user names, file paths, web addresses and email addresses removed), a fallback to limited mode when the local service is unavailable (the failing step and error type), sign-in, a completed recording (with the number of recorded actions and evidence items), a generated automation (whether it is new or a change), an automation changed with the assistant (and whether it now repeats for each row of a spreadsheet), a run succeeding or failing (with counts, duration and error codes), a support report being sent, an upgrade being clicked (and where), and progress through the in-app getting-started checklist (which steps were done and when the checklist was finished or closed, your answer if you rate it, and whether a recording, generated automation or run belonged to that practice).

When AIVane or one of its local services fails, for example at startup, when a service stops or restarts, when the app window stops responding, or when Windows automation cannot start, the error report also contains technical details so that we can fix the cause: the error types and error descriptions, the program locations where the error occurred (code file, function and line numbers), the last lines of the local startup log, the startup steps with their timings, and details about the computer: the Windows build revision and edition, the amount of memory, whether AIVane runs as a Microsoft Store package, and whether Windows Smart App Control is on. Before an error report leaves your device, AIVane replaces your user name, computer name, the location of your user folder and every other file path, email addresses, everything in a web address after the site name, passwords, keys and access tokens with placeholders. Only the name of a file with a technical file type (for example .jar, .dll, .json or .log, without its folder) and the site name of a web address can remain in an error description.

Usage events and the error reports described above do not include your recordings, automations, input values, files, screenshots, AI conversations or the contents of support reports. Automatic diagnostic reports, described below, do include such content from the run or AI generation that failed. Session replay, also described below, shows what the AIVane window displays. When you sign in to an AIVane account, reports from this installation are linked to the account's internal identifier, not your email address, so that they can be connected to your use of the AIVane website and account pages. When you sign out, the installation stops using the account identifier and later reports are no longer linked to that account; the random installation identifier remains so that we can count installations. Reports sent while you were signed in stay linked to the account.

While "Send usage and error reports" is on, AIVane also records session replays of its main window so that we can see how the app is used and what led to a problem. A replay reproduces the window's layout and the text it shows, for example the names, steps and results of your recordings, automations and runs, AI conversations, settings, and the messages AIVane shows when its local service is unavailable, together with mouse movements, clicks and scrolling. Replays also record what you type into the window, for example automation and recording names, search terms, run inputs, instructions to the AI, and the contact email, description and item list in the Send to support dialog, as well as what the window shows about you, such as your account name, email address and file locations. Passwords and the entry of API keys and tokens are never recorded: password fields are left out of replays, and AI keys and account sign-in are entered in separate windows that are not recorded. Replays also contain copies of the images the window shows, such as the screenshots of recorded steps and of runs (larger screenshots are reduced to at most 1280 pixels wide). Replays do not contain the contents of your files, the recording toolbar, or other applications' windows. A replay is linked to the same installation or account identifier as the reports, and error reports from the same session name that replay so that we can see what happened before an error. Turning off "Send usage and error reports" also stops session replay. Development builds do not send reports or replays.

Reports and replays are sent over HTTPS to ph.aivane.net, which runs on Cloudflare and forwards them to PostHog, Inc. in the United States (PostHog Cloud US). PostHog is set to discard IP addresses, so they are not stored with the reports. If the app is offline, reports may wait on your device until they can be sent; replays are not stored on your device, so parts recorded while offline may be lost. Reports and replays are kept according to PostHog's default retention for our project. We use them only to understand and improve AIVane, not for advertising, and we do not sell them. To have reports and replays linked to your account deleted, contact support@aivane.net. The website privacy policy describes analytics and session replay on aivane.net and app.aivane.net, which are on by default, and how to turn them off.

Automatic diagnostic reports

While "Send usage and error reports" is on, AIVane automatically sends a diagnostic report when a run fails or ends with an unknown result, when it had to repair a run or close an unexpected dialog, and when an AI generation fails or falls back to a draft, so that we can see what went wrong without asking you. A report can contain the run's step records, its input values and the failure, with screenshots and window details of the failing step and the steps before it; the version of the automation that ran; the steps and some screenshots of the recording it was made from; the AI conversation that created it and the identifiers of the related Hosted AI requests; the AIVane and Windows versions and system details; and recent diagnostic logs. Files you attached to a run are listed by name and size but not sent. AIVane removes your AIVane sign-in, your saved AI keys and tokens, recognizable keys and tokens in text, and the values of run inputs that look like passwords. Screenshots and window details are not edited and can show anything that was on screen.

A report is linked to the random installation identifier, to your AIVane account's internal identifier if you were signed in when the problem happened, and to the session replay and usage reports of the same session. A report sent while you were not signed in stays unlinked to an account, even if you sign in later; we can see that it came from an installation you later used with your account. Reports are sent over HTTPS through Cloudflare to AIVane's server at app.aivane.net (United States), the same server and access rules as support reports above. We send a notice about each report, with its trigger, error code, versions and size but not its content, to our support mailbox through our email delivery provider (Resend) and Zoho Mail. Your IP address is used to prevent abuse and is stored only as a keyed hash.

We use diagnostic reports only to diagnose and fix problems in AIVane; support staff may use third-party AI tools to help analyze them, as described for support reports. Reports are kept as long as needed to diagnose problems and are periodically cleaned up. To have reports from your installation or account deleted, email support@aivane.net. Turning off "Send usage and error reports" stops diagnostic reports and discards reports that were not sent yet. AIVane sends diagnostic reports only to app.aivane.net, and development builds do not send them.

Support reports

When you choose Send to support, AIVane shows the exact items and the total size before anything is sent. A report can contain the selected run (step records, step screenshots, page or window details captured during the run, and the failure and repair records); the automation version that ran, and the current version if it differs; the recordings it was created from (steps, screenshots and captured page structure); the AI conversations that created and changed the automation, unless you untick them; the run's input values and input files, unless you turn this off; the AIVane and Windows versions and system details; and recent diagnostic logs.

You provide a contact email and, optionally, a description. If you are signed in, your account email is filled in and the report is linked to your account.

AIVane removes your AIVane sign-in, your saved AI keys and tokens, browser cookies and credential files, and recognizable keys and tokens in text. It also replaces the values of run inputs that look like passwords: inputs the automation marks as secret, or whose name or label says password, key or token. Other values you entered for the run and files you attached for it are included unless you turn on "Don't send my input values and files"; attached files are sent as they are. Screenshots and recorded page content are not edited and can show anything that was on screen, including what you typed. These items may contain sensitive information, so review the list before you send.

The report is sent over HTTPS through Cloudflare to AIVane's server at app.aivane.net, which is hosted in the United States. Only AIVane support staff can download it. They may access it from outside the United States and outside your country.

We send a notice to our support mailbox containing the ticket number, your contact email and description, the app and system versions and the report size, but not the report itself. The notice passes through our email delivery provider (Resend) and Zoho Mail. Your IP address is used to prevent abuse and is stored only as a keyed hash.

We use reports only to answer your request and to fix problems in AIVane. We do not sell them or use them for advertising. Support staff may use third-party AI tools to help analyze a report; those tools process it under their providers' terms and only for this support purpose.

AIVane deletes the report 30 days after receiving it and then removes your contact email, description and account link from its records. It keeps only the ticket number, the dates, the report size and technical metadata: the AIVane version, the Windows name and version, the language setting and the report's file hash. The notice in our support mailbox and any email you exchange with support follow the AIVane Privacy Policy. You can delete a report earlier in AIVane (Settings › Reports sent to support) or by emailing support@aivane.net with the ticket number; it is removed within an hour.

Sending a report is optional. Everything else in AIVane works without it and without an account.

Feedback

When you choose Feedback, you describe a problem or an idea, choose Bug or Suggestion and give a contact email (your account email is filled in if you are signed in, and the feedback is then linked to your account). You can attach up to five screenshots or images; AIVane reduces large images to at most 2560 pixels on their longest side and re-saves them, which also removes their embedded metadata, but does not otherwise edit them, so they show whatever they contained. System details (the AIVane and Windows versions and similar information) are included unless you untick them, and recent diagnostic logs only if you tick them; AIVane removes recognizable keys and tokens from the logs as it does for support reports. Feedback does not include your runs, automations, recordings or AI conversations.

Feedback is sent, stored, protected and deleted in the same way as a support report described above: it goes to app.aivane.net, only AIVane support staff can view it, the notice in our support mailbox contains your description and contact email but not the images, and it is deleted 30 days after we receive it. You can delete it earlier in Settings › Reports sent to support or by emailing support@aivane.net with its number (FB-…). If you prefer, you can email support@aivane.net directly instead.

Retention and your choices

You choose when to start, pause, or stop recording, which workflows to execute, and whether to request AI assistance. You can change the configured provider and remove its saved key in AI settings. Removing a local key does not revoke it at the provider; revoke it there as well when appropriate.

Uninstalling AIVane preserves user-created data and configuration so that reinstalling does not discard your work. Uninstalling is not a request to delete that data. To remove local data, first close AIVane and its background host, then review and delete the AIVane data folders and any exported files you no longer need. Back up anything you want to retain. Custom output locations and backups must be managed separately. Deleting local files does not delete requests already received by an AI provider or another workflow destination.

Contact and changes

For questions about this policy, local data locations, or information you have sent to AIVane support, contact support@aivane.net. We will update this page when relevant practices change and identify the revision with the date above.