Privacy Policy

01Who we are

Vaultmindas AI (“Vaultmindas”, “we”, “us”) is the controller of personal data collected through vaultmindas.com and our corporate operations. We are based in the United Kingdom. This policy explains what we collect, why, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

02Scope of this policy

This policy covers personal data we process as a controller — primarily through our website, enquiry forms, and business relationships. It does not cover data your organization processes inside an Vaultmindas deployment: because our products run on infrastructure you control, your organization remains the controller of the documents, records, and operational data held there. Those arrangements are governed by your customer agreement and data processing terms.

03Information we collect

We collect:

• Information you give us — such as your name, work email, organization, role, and the content of enquiries or access requests.
• Technical information — such as IP address, browser type, and device data, collected through cookies and similar technologies (see our Cookie Policy).
• Usage information — how you interact with our website, to help us improve it.

04How we use your information

We use personal data to:

• respond to enquiries and access requests;
• provide, operate, and improve our website and services;
• communicate with you about Vaultmindas, where you have asked us to or where we are otherwise permitted;
• maintain the security and integrity of our systems; and
• comply with legal and regulatory obligations.

05Lawful bases for processing

Under UK GDPR we rely on:

• Consent — for example, optional marketing communications, which you can withdraw at any time.
• Legitimate interests — to run and improve our business and website, where these interests are not overridden by your rights.
• Contract — to take steps at your request before entering into, or to perform, an agreement.
• Legal obligation — where we must process data to comply with the law.

06Sharing and processors

We do not sell personal data. We share it only with trusted service providers who process it on our behalf under appropriate contracts, and with authorities where required by law. Any processor we use is bound to handle data securely and only on our instructions.

07International transfers

Where personal data is transferred outside the UK, we ensure an appropriate safeguard is in place, such as an adequacy decision or the International Data Transfer Agreement (IDTA) / Standard Contractual Clauses, so your data receives an equivalent level of protection.

08How we protect your data

We apply technical and organizational measures appropriate to the risk, including access controls, encryption in transit, and least-privilege practices. Our product design also reduces risk at source: deployments keep customer data inside the customer's own environment, on-premises or air-gapped, rather than centralizing it with us.

09Data retention

We keep personal data only as long as necessary for the purposes described here, to meet legal or regulatory requirements, or to resolve disputes. When data is no longer needed, we delete or anonymize it.

10Your rights

Subject to conditions, you have the right to access your data; to rectification; to erasure; to restrict or object to processing; to data portability; and to withdraw consent. To exercise any right, contact privacy@vaultmindas.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

11Cookies

We use cookies and similar technologies as described in our Cookie Policy. You can manage non-essential cookies through your browser and any consent controls we provide.

12Children

Our website and services are intended for organizations and professional users, not for children, and we do not knowingly collect children's personal data through them.

13Changes to this policy

We may update this policy from time to time. The “last updated” date above reflects the latest version, and material changes will be made clear on this page.

14Contact us

For any privacy question or to exercise your rights, contact our team at privacy@vaultmindas.com.