Privacy policy
Version 0.2 (draft) · Last updated 8 October 2026
Draft under review. This text has not been approved yet and may change.
Vault is a workspace tool that lets a team ask questions of its own documents. This policy explains what information Vault handles, where it goes, who can see it, and what you can do about it. The company that creates a workspace (the Customer) decides which documents go into it.
1. What Vault handles
Account details
- Your name and email address, and your role in the workspace (owner, admin or member).
- How you sign in. With Google, only your name and email address are used. With email and password, Vault stores a scrambled (hashed) version of your password, never the password itself. Five wrong attempts lock an address for 15 minutes.
- Invitations, and when people joined and last signed in.
- A sign-in cookie, described under Cookies.
Workspace settings
- The workspace name, its folders and teams, who can see each folder, and other settings.
- For Google Drive folders: the folder, the names of its files, and the reasons any file could not be read.
Your content
- The text Vault reads from your documents, and a search version of that text (a list of numbers that lets Vault find the right passages).
- Files uploaded directly to Vault, which Vault stores in full. Files in Google Drive stay in Drive: Vault reads them and does not keep the original.
- The questions people ask, the answers Vault gives, and the chats they are saved in.
- Support tickets, their replies, and any picture or file attached to one.
Activity records
- A log of what people do in the workspace, such as connecting a folder, changing a setting or adding someone, which admins can read in Settings.
- Every time the Vault team opens a workspace, recorded in the same log and marked as the Vault team.
Spoken questions
- If you use the microphone on the Ask screen, the recording is sent to Deepgram to be turned into text, and the text is put in the question box. Vault does not keep the recording. Typing a question sends nothing to Deepgram.
2. Where it is kept and who else handles it
Vault uses these services. Each receives only what its job needs.
- Neon: the database where all workspace data is kept, in the United States (East).
- Vercel: where Vault runs, in the United States (East).
- Groq: writes the answers. The question and the passages of your documents it needs are sent to Groq, unless your workspace uses its own AI account (see below).
- Hugging Face or DeepInfra: turns document text and questions into the search numbers. The full text of every document, and every question, is sent to this service, for every workspace. Settings → Your data names the one in use.
- Google: for signing in with Google, and for reading the Drive folders you share with Vault's reader account.
- Resend: sends emails such as invitations and password resets, once email is switched on.
- Deepgram: turns a spoken question into text, only if someone uses the microphone.
A workspace owner can connect the workspace's own AI account in Settings. Answers are then written by that provider instead of Groq. This changes only the answering step: the search service above is still used.
The statement in Settings → Your data is produced from the live set-up of your workspace, and names the providers actually in use.
3. Who can see your information
Inside a workspace, what people can see depends on their role and on who each folder is shared with. A person never gets answers or sources from a document they are not allowed to see. Chats are private to the person who had them, and admins cannot see who asked what.
Another company's workspace can never see yours.
The Vault team:
- Can open a workspace only through a support view, which needs a reason, lasts an hour, is read only, and is listed in the workspace's own log (Settings → Support access).
- Cannot open it because of a ticket from a member. Only a workspace admin can allow that, for that ticket, and can take it back at any time.
- Cannot read the questions people have asked unless a workspace admin has allowed that separately, on a ticket.
- Never reads anyone's chats.
- A member's support ticket, with any question, answer or file attached, is seen by that member and the Vault team only, unless the member chooses to show it to their workspace admins.
- Does not see stored AI keys: they are never displayed in the product, including to the Vault team.
4. How it is protected
- A workspace's own AI key is stored encrypted (AES-256-GCM).
- Each company's data is separated in the database itself, so one company's information is not returned to another.
- Vault does not store Google sign-in tokens. It asks Google only for your name and email address when you sign in, and reads Drive only through folders you share with its reader account.
- Everything is sent over encrypted connections.
6. Your data: export, closing and deletion
Export. A workspace owner can download one file with the workspace's data at any time, under Settings → Your data. It includes people and teams, pending invitations, folders and who can see them, settings, the list of uploaded files, the full text Vault read from each document, and the activity record. It leaves out chats, the questions people asked (only counts are given), the original uploaded files, stored secrets, sign-in details and support tickets. The file says so. Each download is recorded in the activity log.
Closing a workspace. A workspace owner can close it in Settings. Sign-in, invitations and the reading of folders stop straight away. Everything is kept for 30 days in case the owner changes their mind, and the owner can ask the Vault team to reopen it. Reopening does not bring back sign-ins, cancelled invitations or any access that had been withdrawn. After 30 days the workspace is permanently deleted: documents and the text read from them, saved answers and chats, the record of questions, uploaded files, people, teams, tickets and settings. People who belong to no other workspace are removed from Vault.
What is kept after deletion. A short record that the workspace was deleted: its name, who closed it, the reason, and the dates. It holds no customer content.
Backups. Copies can remain in Vault's database backups for up to 30 days after deletion.
Google Drive. Closing or deleting a workspace never changes or deletes your original files in Google Drive.
Corrections and questions. To correct your name or email address, or to ask anything about your data, contact us at the address below.
7. Changes to this policy
We may update this policy. The date at the top shows when it last changed, and we will tell workspace owners about significant changes.
8. Contact
For questions about this policy or your data, write to mark@inubzee.com.