Privacy Policy

1. Introduction

Kitnetic Solutions Ltd (Company No: 17050846), Dept 6611, 196 High Road, Wood Green, London, N22 8HH, United Kingdom (“we”, “us”, “our”) operates VaultAI (vaultai.tech) and is responsible for your personal data. This policy describes how we collect, use, and protect your information.

2. Information We Collect

Account Information

• Name, email address and country (entered at sign-up)
• Password (hashed, never stored in plain text)
• Company name, only if you add one in Settings
• At sign-up we also check the country and region of your IP address and your email domain against our sanctions list, and run automated anti-bot checks on the form

Billing Information

• Payment details — we accept Visa and Mastercard. Card details are entered in our checkout form and passed over HTTPS to our payment processor; we do not store your full card number or security code
• Cardholder name and billing address (street, city, postal code, country) entered at checkout
• Transaction history and prepaid balance

Usage Data

• Vault creation, start, stop, and destroy events
• Compute usage duration and costs
• Feature usage (document count, message count)
• Saved chat history — with "Save chat history" on (the default), your questions and the AI's replies are stored in our database while the vault exists. They are deleted when you destroy the vault or delete your account, and are included in your data export.
• IP address and user agent (for audit logging)

What We Do NOT Collect

• Document content — your files are processed entirely on your dedicated GPU instance
• Chat messages of vaults with chat saving off — those conversations are never stored by us
• Document embeddings or vector indices — stored only in volatile memory on your instance

Messages You Send Us

• Name, email address, subject and message when you use the contact form or email us

3. How We Use Your Information

• To provide and maintain the service
• To process payments and track usage
• To generate audit logs for your compliance needs
• To send transactional emails (account, billing)
• To improve the service (aggregate, anonymized usage patterns)

4. Data Storage & Security

• Account and billing data stored in encrypted databases
• Document data stored only on your dedicated GPU instance
• Data region: GPU vault instances are provisioned only in North America, the UK/EU/EEA, or Australia (we do not provision vault infrastructure outside this fixed list of regions); account and billing data is stored with our infrastructure providers under the same encryption and access controls regardless of region
• When you destroy a vault, all data on the GPU instance is permanently deleted
• All connections to our website use HTTPS (TLS)

5. Third Parties

We use third-party service providers for payment processing, website and database hosting, GPU infrastructure (which runs your vaults) and email delivery. These providers do not have access to your document content. We do not sell your data to third parties. We do not use your data for advertising.

6. Your Rights

• Access & Export: Download a copy of the account, billing, and usage data we hold about you at any time from Settings → Privacy & Data, or by contacting us
• Correction: Update your profile directly in Settings, or request correction of other inaccurate data by contacting us
• Deletion: Permanently delete your account and personal data at any time from Settings → Privacy & Data, or by contacting us. Vaults are destroyed and account information is anonymized immediately; billing records are retained only as described in Data Retention below

You can also exercise any of these rights by contacting us at hello@vaultai.tech.

7. Cookies

We use minimal cookies:

• Only Necessary cookies: sign-in cookies and your display-currency choice, listed by name in our Cookie Policy
• No third-party tracking cookies
• No advertising cookies

8. Data Retention

• Account data: retained while your account is active; when you delete your account, your name, email, and other personal identifiers are anonymized immediately
• Billing records: retained for 7 years (legal and accounting requirements)
• Audit logs and usage records: kept while your account exists; after you delete your account they stay linked only to the anonymised account
• Vault data: deleted immediately when you destroy a vault

9. Changes to This Policy

We may update this policy from time to time. We will post the new version on this page and change the date above.

10. Contact