Effective date: 23 October 2026
Published at: https://orestia.ai/privacy
This policy explains how NORIA GROUP Ε.Ε. processes personal data when you use Orestia on the web at orestia.ai or in the Orestia mobile app, and when you write to us. Orestia is a system and an AI coordinator for professional event and wedding planners.
1. Who we are
NORIA GROUP Ε.Ε., a Greek limited partnership
Registered office: 71 Grammou Street, 151 24 Marousi, Greece
General Commercial Registry (ΓΕΜΗ) number: 186546103000
VAT number: EL802974340
Privacy contact: privacy@orestia.ai
Responsible for personal data: our legal representative, Dimitrios Poupouliadis
Data protection officer: We have not appointed a data protection officer
Full company details are in our Legal notice.
2. Our two roles
Orestia is a business tool. Planners and their teams use it to run events for their clients.
We act for the planner (processor) for event data. Event data is what comes into Orestia from the channels you choose to connect, from the files you upload, and what the AI coordinator prepares from them: messages, attachments, voice notes, contacts, vendor quotes, guest details, the event ledger, proposals and drafts. For event data the planner is the controller and NORIA GROUP Ε.Ε. is the processor. We process event data only on the planner's documented instructions, under our Data Processing Agreement.
If your details appear in a planner's event data (for example, you are a client, a guest or a vendor), please contact that planner. If you contact us, we will pass your request to the planner and help them answer it.
We decide (controller) for everything else: accounts, billing, support, security and usage data, the messages you send us, and our website. Sections 3 and 12 to 14 describe this processing.
3. Data we process as controller
| Category | Examples | Purpose | Legal basis (GDPR) | Retention |
|---|---|---|---|---|
| Account data | Name, work email, phone, workspace and role, sign-in method, settings | Create and run your account; contact you about the service | Contract, Art. 6(1)(b) | While the account is active, then 30 days |
| Billing data | Billing name and address, VAT number, plan, invoices, payment status. Card details are collected and held by Stripe, not by us | Billing, tax and accounting | Contract, Art. 6(1)(b); legal obligation, Art. 6(1)(c) | As Greek tax law requires: at least five years from the end of the tax year they relate to, and longer while Greek tax law still allows that year to be audited (normally five years from the end of the year in which its tax return is due, and up to ten years in some cases) or while a tax audit or dispute about it is open |
| Support and communications | Emails, call notes, feedback | Answer requests; improve Orestia | Contract; legitimate interests, Art. 6(1)(f) | 24 months after our last contact |
| Security and usage data | IP address, device and browser details, sign-in events, error reports, logs | Keep Orestia secure and working; prevent abuse | Legitimate interests, Art. 6(1)(f) | 30 days |
| Messages you send us | Your name, your email address, what you write to hello@orestia.ai, privacy@orestia.ai or legal@orestia.ai, and our replies | Answer you | Legitimate interests, Art. 6(1)(f), in answering what you ask; contract, Art. 6(1)(b), when your message is about a contract with us or one you ask to enter | 24 months after our last contact |
| Website | We set no cookies and use no analytics. The request details our hosting provider needs to deliver the pages are covered by "Security and usage data" above | Run the website | Legitimate interests, Art. 6(1)(f) | As for security and usage data |
We do not sell personal data and we do not use it for advertising. Our website sets no cookies, so it shows no cookie banner.
When you write to us. We use your message only to answer you. It is read in our team mailbox by the people on our team who answer it, and we do not add you to a mailing list. Please leave your clients' details out of your message.
4. Event data, channel by channel
Some of the connections described in this section are not available yet. This section applies to a connection when you choose to connect it.
Orestia receives data from the channels you choose to connect. Reading content is separate from retaining it: connected conversations that cannot be linked to an event are dropped, not kept as an inbox for later. Event-linked message text is kept until 90 days after the event ends; after that, only approved facts and their exact receipt excerpts remain. Disconnect stops further channel reads and ingestion; it is separate from deleting existing event data (section 13).
| Channel | What Orestia reads | Permissions or authorisation | Limits and approval | What is kept | How to disconnect or stop |
|---|---|---|---|---|---|
| Forward to Orestia | Emails and attachments you forward to your workspace address, with the original sender, date and text | No mailbox access or OAuth grant. Forwarding is your choice. Sender verification and email authentication checks apply; rejected mail waits in Quarantine | No access to the rest of your mailbox; no replies or mailbox changes | Event-linked sources and receipts. Raw email is deleted after import; quarantined raw email is kept for at most 7 days | Stop forwarding and remove any forwarding rule in your email service. Existing data can be deleted under section 13 |
| Gmail (Google) | Messages, metadata and attachments selected by labels or senders in Orestia | Only https://www.googleapis.com/auth/gmail.readonly (gmail.readonly). Broader grants are rejected | No sending, draft creation, mailbox writing or moving messages. Outbound text remains a draft for your approval in Orestia | Only event-linked messages; unlinked content is dropped. Full text until event end + 90 days, then only approved facts and their exact receipts | Disconnect Gmail in Orestia; token revocation and cleanup follow. Google account access can also be removed (section 6) |
| Outlook (Microsoft 365 or Outlook.com) | Messages and attachments from folders or senders you select; optionally your Sent Items replies to those senders. New sync rounds read a 30-day window | Only offline_access User.Read Mail.Read. Identity scopes openid profile email may be accepted; broader mail grants are rejected | No sending, draft creation, mailbox writing or moving messages | Only event-linked messages, under the same event end + 90 days rule | Disconnect Outlook in Orestia. Also remove Microsoft's consent where required; an administrator may need to remove admin-granted permissions (section 7) |
| WhatsApp Business app (Meta, Coexistence) | One-to-one messages and phone-sent replies on the connected number; history shared during connection, up to 180 days; media references. Contact updates supply names only on retained messages, not a contact book | Meta's Embedded Signup for your Business account and number; history sharing is your choice. | No groups, sends, templates or phone registration by Orestia. Every outbound message is a draft for your approval, sent by you in WhatsApp. Media may wait for an available reader | Only event-linked messages with an event end date, under the event end + 90 days rule; no raw webhook inbox or unlinked conversations | Disconnect WhatsApp in Orestia. Also disconnect Orestia in the WhatsApp Business app if remote cleanup is incomplete. |
| Telegram | New messages and files from the one-to-one chats you select in Chat Automation; edits and deletions when delivered. Older history is imported separately from Desktop JSON | Explicit, initially unchecked AI consent, recorded with its version and time, before a one-time link to the shared Orestia bot. Then select chats in Telegram's Settings > Chat Automation. No mailbox-style OAuth scopes | No messages to clients or vendors; no live history backfill, Secret Chat, group or channel access. The bot has only two fixed private setup notices to you, not free-form replies | Only event-linked messages with an event end date, under the event end + 90 days rule. No contact book | Disconnect Telegram in Orestia to withdraw processing consent; also remove Orestia in Telegram Chat Automation. Pausing there stops ingestion |
| Instagram DMs (Meta) | Event-linked DMs for the Business or Creator professional account you connect. Initial history is bounded to the preceding 30 days and at most the 20 most recent message details per conversation; it is not a complete inbox archive | Instagram Login with only instagram_business_basic and instagram_business_manage_messages. No Facebook Page required | No sends, publishing, comments or Human Agent feature. Copy an approved draft and send it yourself in Instagram. Media may remain waiting. Edit delivery is not guaranteed | Only event-linked messages with an event end date, under the event end + 90 days rule | Disconnect Instagram in Orestia; local processing stops even if remote unsubscribe fails. Also remove Orestia from connected apps if needed. |
| Quo (formerly OpenPhone) | SMS and available call summaries, transcripts and voicemail text for numbers you select; first sync covers the preceding 30 days. You also choose your Quo user; other users on shared numbers are marked as your team | Owner/admin API key with workspace-wide access. Orestia limits its own reads to selected numbers; it does not present the key as read-only. | No sends, calls, contacts API or media downloads. Only Orestia webhook creation/deletion writes are used for connection management. MMS and recordings without transcripts remain waiting | Only event-linked content with an event end date, under the event end + 90 days rule; no contact or conversation directory | Disconnect Quo in Orestia; local stop precedes remote webhook cleanup and secret deletion. If cleanup is incomplete, also delete the Orestia key in Quo: Workspace Settings > API > ... > Delete |
| Google Drive and Sheets | A Sheet, Excel or CSV you explicitly choose with Google Picker for an event. A native Sheet can stay connected for changed-row proposals; Excel and CSV are snapshots | Only https://www.googleapis.com/auth/drive.file, in a separate Google project from Gmail. This permission allows changes to selected files; Orestia's implementation only reads | No cell changes, file creation, uploads or sending. Every import or changed-row proposal requires your approval. Sheet layout changes pause updates for column review; removed rows prompt review, not automatic deletion | Imported source rows and exact receipts in the event ledger; checkpoints contain versions and row fingerprints, not another full Sheet copy. Event-data deletion rules in section 12 apply | Stop an individual Sheet to stop checks without revoking the grant; disconnect Google Drive to revoke it. Drive and Gmail disconnect independently |
| Dropbox | One Excel or CSV selected through Dropbox Chooser, downloaded immediately as a snapshot | Public Chooser app key; no OAuth grant or saved Dropbox connection | No file writes, uploads, background file sync or sends. Proposals require your approval | Imported snapshot sources and exact receipts in the event ledger. The download link is not stored for later use; event-data deletion rules in section 12 apply | There is no ongoing connection to disconnect. Do not choose another snapshot; delete an existing import under section 13 |
| Private calendar feed | Orestia does not read your calendar. Your calendar service reads a private subscription link containing only approved schedule items you explicitly select | The private link authorises access to that selected projection. No Google, Apple or Microsoft calendar OAuth scopes or calendar API access | Only chosen titles, approved dates/times, optional place/note and an optional chosen event display name. Never amounts, contact details, attendees, source messages, receipts or drafts. No invitations | Your selected projection and feed settings. Approved cancellations remain in the feed for 30 days. Your calendar service may retain downloaded copies under your agreement with it | Revoke or replace the link in Orestia to stop use of the old link. Remove downloaded copies in your calendar app; revocation cannot erase them |
| Uploads and mobile share | Files and content you choose, including WhatsApp exports, PDFs, images, spreadsheets and Telegram Desktop JSON or ZIP. For a multi-chat Telegram export you explicitly choose a chat and identify yourself, or choose none | Your upload/share action and device permissions where needed; no access to other chats or files | Review before facts enter the ledger. Telegram HTML exports are not supported. Audio and images can remain waiting until the appropriate reader is available | Selected imported sources and receipts in the event ledger; event-data deletion rules in section 12 apply | Stop sharing or uploading; delete imported data under section 13 |
Media and voice. A received attachment or recording is not a promise that it has been read or transcribed. Voice and image work remains waiting until an appropriate reader is explicitly configured. Customer audio or text is not sent to a voice provider until that provider choice is approved, as described in section 5 and our sub-processor list. The audio is deleted after transcription, at the latest within 30 days.
Before a connection is offered. We check each connection against the platform's current behaviour before we offer it; until then, it is not available in Orestia. OneDrive is not offered as a connected channel.
What the AI coordinator creates: facts with receipts (a link back to the message or file they came from), proposed changes, drafts, summaries, translations and comparisons of quotes.
Sensitive information. Event data can include guests' dietary needs, allergies, accessibility needs or religious requirements. Some of this is special category data under Article 9 GDPR. The planner decides whether to record it and needs a legal basis for it, usually the guest's explicit consent. We apply extra safeguards, described in the Data Processing Agreement, Annex II.
5. How the AI coordinator uses AI
- Who processes the data. The AI coordinator uses Claude models by Anthropic, run on Google Cloud's Vertex AI through its European Union multi-region endpoint, with Google acting as our processor. Voice features (the spoken brief and transcription of voice notes) use ElevenLabs only for demonstrations with sample data: until we choose a set-up that stores audio in the EU, no customer audio or text goes to a voice provider. Each provider is listed on our Sub-processors page.
- Your permission first. Before Orestia sends your content to these AI providers, it tells you which providers are involved and asks for your explicit permission.
- Proposals, not decisions. What the AI coordinator produces is a proposal. Every outbound message is a draft for your approval; you send it yourself from your own app. Orestia does not send planner messages or write drafts into your mailbox. The two fixed private Telegram setup notices described in section 4 are connection notices. No amount is added to a budget until you approve it. We do not make decisions about people that have legal or similarly significant effects (Art. 22 GDPR).
- No training. We do not use your event data, including data received from any connected service, to train or improve AI models. Google commits not to use customer data to train or fine-tune AI models without permission.
- People do not read your messages, unless you ask us to (for example in a support request about specific messages, or when you ask us to set up an event from files you send us), it is necessary for security, or the law requires it.
6. Google user data
When you connect Gmail or Google Drive and Sheets, Orestia receives Google user data with the separate permissions listed in section 4.
- Use. We use it only to provide the features you see in Orestia: event-linked email capture, selected file imports, changed-row proposals from selected Sheets, your event ledger and receipts. We do not send email, create mailbox drafts or change your files.
- Storage. We store what we receive in the European Union (Supabase, Frankfurt).
- Sharing. We share it only with the providers needed for those features (Google Cloud Vertex AI for AI processing, Supabase for storage), with your consent; for security; to comply with the law; or, after your explicit prior consent, as part of a merger, acquisition or sale of assets.
- Never. We do not transfer or sell it to advertising platforms, data brokers or information resellers. We do not use it for advertising, for credit-worthiness or lending decisions, or to create, train or improve AI models.
- People do not read it unless you have given us your explicit consent to view specific messages, it is necessary for security, it is needed to comply with the law, or the data is aggregated and anonymised for internal operations.
- Before you connect, Orestia shows you which data it will access and why, and asks you to agree.
The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements.
Retention. Gmail messages not linked to an event are dropped without storage. Event-linked full text is kept until 90 days after the event ends, then only approved facts and their exact receipt excerpts remain. Selected Drive imports and changed rows are event data under section 12; a live Sheet's checkpoints contain versions and row fingerprints rather than a full file copy. Disconnect stops further reads and revokes the relevant grant; it does not itself delete approved event facts and receipts. To delete imported data, use section 13.
Removing access. You can disconnect Gmail in Orestia under Settings > Channels, or remove Orestia's access in your Google Account on the third-party connections page. Removing access stops new data; to delete what Orestia already holds, use section 13.
7. Microsoft data
When you connect Outlook, Orestia reads the mail you select with the permissions in section 4. It never sends, creates drafts, writes or moves mail in your mailbox. Your drafts stay in Orestia until you copy them to your own app. Microsoft 365 organisations may require an administrator to approve access first.
You can disconnect Outlook in Orestia. You can also revoke the consent you gave Orestia at Microsoft at any time: for a personal Microsoft account at account.live.com/consent/Manage, and for a work or school account at myapps.microsoft.com (how the My Apps portal works). Permissions granted by an administrator need that administrator.
8. WhatsApp, Instagram and Meta data
- You connect your WhatsApp Business number through Meta's own sign-up flow. Your WhatsApp Business account and your Messaging account stay yours, under your agreement with Meta.
- Orestia does not chat with your contacts. The AI coordinator prepares a draft for your approval and you send it from your own number in the WhatsApp Business app.
- Instagram Login connects a Business or Creator professional account with the two permissions in section 4; no Facebook Page is required. You copy and send approved drafts yourself in Instagram.
- Orestia has no WhatsApp or Instagram send endpoint. Any fees charged by Meta under your own agreement remain between you and Meta.
- We do not use WhatsApp or Instagram data to train or improve AI models.
- Disconnect the relevant connection in Orestia; section 4 says where to remove Orestia in WhatsApp or Instagram as well. To delete data Orestia holds, use section 13. A signed Meta deletion callback provides a confirmation code and status URL; identity matching must be verified before live use, and an unresolved request stays pending rather than being reported complete.
9. The mobile app
The Orestia app processes your account details; the content you share to it; voice recordings (only when you record, with microphone permission); photos and files you choose; and a push notification token. The app uses no crash reporting and no analytics. The app does not track you across other companies' apps or websites and shows no advertising.
You can delete your account inside the app under Settings > Account > Delete account, or on the web (section 13).
10. Who we share data with
- Our providers listed on our Sub-processors page. We share data only with providers that are bound by contract to give personal data the same or equal protection as this policy and our DPA describe.
- The services you connect (Google for Gmail, Drive and Sheets; Microsoft for Outlook; Meta for WhatsApp and Instagram; Telegram; Quo; Dropbox), which process data under your own agreements with them. A calendar service you choose also receives the selected schedule projection through your private link; it may store a downloaded copy. These connected services are distinct from our own providers, even where a company such as Google has both roles.
- Authorities, when the law requires it.
- A buyer or successor, in a merger, acquisition or sale of assets, under this policy. For Google user data, only after your explicit prior consent.
11. Where data is stored and international transfers
- Stored in the EU: event data in Supabase (Frankfurt). AI processing runs on Google Cloud's EU multi-region endpoint. Forwarded and transactional email runs on Amazon SES in Frankfurt.
- Processed outside the EEA by some providers: Vercel (hosting; primary processing in the United States), Stripe (billing; Stripe, LLC in the United States), Supabase (account, billing, telemetry and support data in Singapore and the United States), ElevenLabs (voice; United States unless EU residency is used) and Google Workspace (team email).
- Safeguards: the EU Standard Contractual Clauses (Commission Implementing Decision (EU) 2021/914) and, where the provider is certified, the EU-US Data Privacy Framework (adequacy decision of 10 July 2023). Details per provider are on our Sub-processors page. You can ask us for a copy of the safeguards at privacy@orestia.ai.
- Data from the United Kingdom: the transfer tools that UK law recognises, such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, where our providers' agreements include it.
- Customers outside the EU, for example in the United States, Canada or Australia: your data is stored and processed in the places listed above, under this policy and our DPA, wherever you are.
12. How long we keep data
| Data | Retention |
|---|---|
| Account data | While the account is active, then 30 days |
| Event data | As long as the planner keeps it. Deleted within 30 days after the planner deletes it or the agreement ends. Backups are replaced within 7 days |
| Connected conversation content, including Gmail, Outlook, WhatsApp history, Telegram, Instagram and Quo | Only event-linked content with an event end date is retained. Full text until event end + 90 days, then only approved facts and their exact receipt excerpts. Unlinked conversations are dropped, not archived |
| Raw forwarded email | Deleted after import; quarantined raw mail at most 7 days |
| Selected Drive rows, file snapshots and uploads | Event data under the event-data deletion rule above; live Sheet checkpoints hold versions and row fingerprints, not full file copies |
| Private calendar feed | Only the selected approved schedule projection; approved cancellations for 30 days. Revoke or replace the link to stop future access. Copies already downloaded are managed in your calendar app |
| Voice recordings | Deleted after transcription, at the latest within 30 days |
| Billing records | at least five years from the end of the tax year they relate to, and longer while Greek tax law still allows that year to be audited (normally five years from the end of the year in which its tax return is due, and up to ten years in some cases) or while a tax audit or dispute about it is open |
| Security logs | 30 days |
| Messages you send us | 24 months after our last contact |
We may keep data longer only where the law requires it or to establish, exercise or defend legal claims, and only for that purpose.
13. How to delete your data
- In the app: Settings > Account > Delete account deletes your account and the data linked to it.
- On the web, without the app: https://orestia.ai/data-deletion, or email privacy@orestia.ai with the subject "Delete my data". Say whether you want your whole account deleted or only some data.
- Disconnect a channel: in Orestia under Settings > Channels, using the relevant connection's Disconnect control. Section 4 explains separate provider-consent removal, one-off snapshots and calendar-link revocation. Disconnect stops further channel reads and ingestion; request deletion separately for data already imported.
- If you connected through Facebook or Meta: including WhatsApp or Instagram, email privacy@orestia.ai with the subject "Delete my data" to request deletion of the data received that way. We delete it within 30 days and confirm by email. Signed platform deletion requests can also receive a confirmation code and status URL; unresolved identity checks remain pending.
- If you are in a planner's event data: contact the planner; we will help them act on your request.
- What we keep after deletion: billing records for the legally required period, records needed for legal claims, and security logs for 30 days. We tell you which data we keep and why.
14. Your rights
You can ask us to give you access to your personal data, correct it, delete it, restrict its processing, give it to you in a portable format, and you can object to processing based on legitimate interests. Where we rely on consent, you can withdraw it at any time. Write to privacy@orestia.ai. We answer within one month; for complex requests we may extend this by two further months and will tell you why.
You can complain to the Hellenic Data Protection Authority, Kifissias 1-3, 115 23 Athens, Greece, +30 210 6475600, contact@dpa.gr, www.dpa.gr, or to the authority in the EU country where you live or work.
- In the United Kingdom, you can also complain to the UK Information Commission (ico.org.uk).
- In Canada, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, in Québec, to the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).
- In Australia, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au). Please write to us first, so that we can try to resolve it; we reply within 30 days.
- In the United States, we do not sell or share personal information, as California law defines those terms, and we do not use sensitive personal information to infer characteristics about anyone. You can use the rights in this section whatever state you live in.
15. Security
We store event data in the EU, encrypt it in transit and at rest through our providers, restrict access by workspace and role, and record approvals and changes. The measures are listed in the Data Processing Agreement, Annex III. No system is perfectly secure; if a breach affects your data, we will tell you as the law requires.
16. Children
Orestia is for businesses and their staff, not for children. Event data may include details of guests who are minors; the planner is responsible for having a legal basis for it.
17. Changes to this policy
We will publish changes here and tell account holders about material changes 30 days before they apply. If we change how we use data received from Google or another connected service, we will ask for your consent before the change applies to that data.
18. Contact
privacy@orestia.ai · NORIA GROUP Ε.Ε., 71 Grammou Street, 151 24 Marousi, Greece