Privacy Notice.

1Summary

VectorMachines builds a source-available, in-perimeter agentic artificial intelligence platform for enterprise business processes. Our customers are organizations, not consumers. The great majority of the personal information we handle does not come from individuals directly — it arrives inside business records belonging to a customer, which we process on that customer’s instructions and under that customer’s control.

Three commitments frame everything below:

• We do not sell personal information, and we do not use it for advertising. We operate no advertising business and participate in no data brokerage.
• We do not use customer data to train, fine-tune or improve any artificial intelligence model. We operate no model training pipeline.
• We do not need to hold your data to serve you. Our platform is designed to be deployed inside the customer’s own perimeter as a single-tenant stack, and there is no shared VectorMachines cloud endpoint through which customer data flows. Where a pilot runs in a dedicated cloud account operated by VectorMachines before the platform moves inside the customer’s perimeter, that account is single-tenant and the location is agreed in advance.

2Two Different Roles

This notice covers two distinct situations, and your rights differ between them.

2.1 Where VectorMachines is a controller

We determine the purposes and means of processing for a limited set of information: visitors to our website, business contacts at prospective and current customers, individuals who correspond with us, job applicants, and our own personnel. Sections 3 to 9 of this notice apply.

2.2 Where VectorMachines is a processor

When we deliver our platform and services to a customer, personal information contained in that customer’s records is processed by us only on the documented instructions of that customer, who acts as the controller. We do not determine why that data is processed, and we do not use it for our own purposes.

If your personal information reaches us in this way — for example, because you are named as a purchase order approver, an expense requestor or a vendor contact in a customer’s finance systems — the customer is responsible for the notice given to you and for responding to your rights requests. Please direct requests to that organization. We will support them in responding. Section 10 describes the safeguards that apply to this category of data.

3Information We Collect as a Controller

Records generated when a user signs in to and uses a deployed platform — identity claims received through OpenID Connect from the identity provider configured for the deployment, which is the customer’s own or a directory we provision, the IP address recorded in the audit log, and a record of the user’s activity in the application (each request made on their behalf and each interaction with its screens: which page and which control, never the text shown or typed), held with their email address, IP address and browser type — are processed as a processor on the customer’s instructions, not as a controller. Section 10 applies to them.

We do not knowingly collect special categories of personal data, and we do not collect personal information from children. Our services are not directed at individuals under 18.

4Why We Use It, and On What Basis

Where we rely on legitimate interests, we have assessed that our interest is not overridden by the rights and interests of the individuals concerned. You may ask us for that assessment.

5How We Share Information

We disclose personal information only as follows:

• To service providers and sub-processors who provide infrastructure, model inference, communications and business support, under written contracts imposing confidentiality and data protection obligations no less protective than our own commitments. Our current sub-processor list is maintained and made available to customers on request, and is incorporated into the data processing agreement executed with each customer.
• To professional advisers — legal, accounting and audit — under duties of confidence.
• Where required by law, or to establish, exercise or defend legal claims.
• In connection with a corporate transaction, such as a merger, acquisition or financing, subject to confidentiality obligations.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not disclose it to data brokers. We have never received a national security request for customer data.

6International Transfers

VectorMachines operates from the United States and processes information there. Where we act as a processor, the processing and storage location for each customer environment is fixed and documented before production data is processed; for the engagements currently in scope, that location is the United States. Whether a copy of customer data comes to rest in infrastructure we operate at all depends on how the customer chooses to supply it: where the platform runs inside the customer’s own environment and reads from there, it does not.

Where personal information is transferred out of the European Economic Area, the United Kingdom or Switzerland, we apply an appropriate transfer mechanism — ordinarily the European Commission’s Standard Contractual Clauses together with the UK Addendum — and record it in the applicable agreement.

7How Long We Keep Information

We keep personal information only as long as we need it for the purpose for which it was collected, and then delete it.

Deletion of customer data is performed through controlled tooling that is scoped to the user named in the request, requires a recorded reason, and writes a mandatory audit record before anything is deleted. Where that record cannot be written, nothing is deleted, so every deletion is evidenced. It covers their conversations and the stored results those conversations drew on, their working directories, their memory entries, the artifacts they generated, their interface keys and their activity records. Files a user uploaded to an area shared across the deployment, and the user’s account record, are not removed by it. It reports what it removed from each store. The audit record that a deletion occurred is deliberately outside its scope, so the record outlives the data it describes.

8Your Rights

Depending on where you live, you may have the right to request access to your personal information; correction of inaccurate information; deletion; restriction of processing; portability; objection to processing carried out on the basis of legitimate interests; and withdrawal of consent where processing is based on consent. You also have the right to complain to a supervisory authority.

Residents of California and of other US states with comprehensive privacy legislation have rights to know, delete, correct and opt out of sale or sharing. We do not sell or share personal information as those terms are defined, and we do not use it for targeted advertising or for profiling that produces legal or similarly significant effects.

To exercise a right, contact us at the address in Section 12. We will verify your identity before acting and will respond within the period required by applicable law — ordinarily one month under the GDPR and 45 days under US state law. We will not discriminate against you for exercising a right.

Where we act as a processor, we cannot act on your request directly. We will forward it to the customer that controls the data without undue delay and support them in responding.

9Cookies and Similar Technologies

Our website sets no cookies at all. Two first-party session-storage entries hold interface state — where you had scrolled to — and are erased when you close the browser tab; neither contains an identifier. We run no analytics, no marketing tags and no tracking code of any kind, and your browser contacts no third party when you load a page: every file the site serves, including its typefaces, comes from infrastructure we operate. A content security policy is enforced at the edge, so a third-party resource could not be introduced without a deliberate change to that policy. If analytics, marketing or embedded third-party content is added to vectormachines.com in future, this section will name it and, where consent is required, a consent mechanism will be in place before it runs.

Within our application, a session cookie is set when a user signs in. The cookie holds the token used to renew the session. It cannot be read by a script running in the page, it lasts up to 30 days, and it carries the HTTP-only and same-site attributes, with the secure attribute set in production. The short-lived token that authorises each request is held in the page’s memory while the application is open, and not in browser storage. During sign-in, three further cookies exist for up to ten minutes and are then cleared. The application also keeps interface preferences, an activity session identifier and unsaved form drafts in browser storage; none of these is an authentication token. These are required for the application to work and are not used for tracking. We place no tags, cookies, pixels or widgets on any customer website.

10Artificial Intelligence

Our product is an AI system, and we describe how it works rather than leaving it to inference.

Customer data is not used to train models. Personal information processed through the platform is never used to train, fine-tune or otherwise improve any model, whether ours or a third party’s. We operate no training pipeline. We require the same commitment from every model provider we use. On retention, we state the position as it is rather than as we would like it: the commercial model providers our platform uses, Anthropic and OpenAI, process what is sent to them under zero data retention agreed with each of them, so they do not store it once they have returned a response. Where a deployment runs part of its processing on a model hosted in the customer’s own environment, less is sent to a commercial provider, but the current release still requires a commercial provider for the main agent, so these terms continue to apply, and they are confirmed and recorded before a provider is used in an environment that processes customer data.

What a model provider receives is bounded, and we would rather state the bound than let a summary stand for it. A user’s question is translated into a query plan by the language model, and execution is tool-driven. A set of results passes to the model in full only where it is small — below both a record count and a character limit that are fixed in the software — and anything larger is replaced by a statistical description of the data rather than the data itself. That description is drawn from real records, and any figure the system derives from results forms part of its answer and so reaches the model. So the control bounds how much detail is transmitted; it is not a guarantee that no result data reaches a provider. Three further things are sent as the platform is normally run. Results that are mainly text, such as passages retrieved from documents, are passed up to a fixed character limit. Each message a user sends is checked by a language model for safety before the platform acts on it, so the text of the message goes to a model provider. And where web search is used, the search text is written by the system and can contain terms drawn from customer data, such as a company name; a search needs a user’s approval unless web access has been switched on for that conversation or workflow. Four further features widen this. All are on as the platform is shipped, and each is a setting decided per deployment. After a turn that touches two or more sources, a digest of the question, the answer and tool output, up to a fixed character limit, is sent to a second model provider to record identifiers that match across systems. Where the main model does not return its answer in the required structured form, the draft answer and the bounded previews of that turn’s results are sent to a second provider so that the answer can be restructured. The remaining two follow. Where the optional independent evaluation of an answer is enabled, a second model reads the stored result set in order to judge the answer against it. And where the optional memory feature is enabled, the text of a user’s question is sent to an embedding endpoint on every turn in order to retrieve what is relevant, and stored entries are composed into the prompt. The last two are disabled where a customer requires that they be, and the embedding endpoint can be served from within the customer’s own environment. Interaction with dashboards, including filtering, pivoting and drilling into a source record, involves no model call, unless a user presses the optional button that asks for a query to be explained. A customer-hosted model can be added as a further option for the main agent. A path on which no third-party model provider participates at all is not available in the current release, which requires Anthropic as the main agent’s provider.

Access to customer systems is read-only. The platform reads from source systems and never writes back. For databases and data warehouses this is enforced independently at two layers, and no configuration option enables write access. Where a customer connects a system through that vendor’s own hosted interface, the platform offers only the operations the deployment has explicitly listed, offers none where nothing is listed, and refuses any operation the vendor marks as changing data. Read-only on that path also depends on the access the customer grants the credential.

Humans remain in the loop. The platform does not take consequential action autonomously. A workflow can be saved only with a plan its author has approved. The agent can escalate to a human mid-execution, which always pauses the run. Runs a person starts pause for clarifying questions and for approval of a slide-deck plan, unless the deck was already approved in the workflow’s plan or the workflow is set to approve it automatically; a scheduled run is unattended and resolves those two pauses itself. These gates are exposed through both the user interface and the API so that a customer can enforce review through its own systems.

No decisions about individuals. The platform analyzes vendor, contract and transaction data at the organizational level. It does not score, rank or profile individuals; it performs no systematic monitoring of individuals; and it is not permitted to be used for automated decisions producing legal or similarly significant effects on a person, nor for any practice prohibited by Article 5 of the EU Artificial Intelligence Act. It processes no biometric data.

Outputs are traceable and checked. Generated figures and relational claims are checked deterministically against source records, and the result of each check is recorded. Whether content that fails a check is removed before it is shown is a setting chosen for each deployment and is off by default; where it is off, the answer is shown as written. Where the agent cites its sources, a figure can be traced to the query and the result set it came from, and that query is available for inspection; figures are not linked one by one to a single source record.

Interactions are logged. Agent runs and query execution are recorded in audit logs, and interaction traces are stored so that an answer can be reviewed. Credentials are filtered out of stored traces and masked in application logs. Personal data is masked in application logs but not in the stored traces, which are access-controlled and removed when a user’s data is deleted.

Users know they are using an AI system. The platform is presented as one; there is no scenario in which a user interacts with it unaware that AI is involved.

11How We Protect Information

We operate an information security program documented in the VectorMachines Information Security Policy, aligned to the AICPA SOC 2 Trust Services Criteria and the NIST Cybersecurity Framework 2.0, and available to customers and prospective customers under a non-disclosure agreement.

Controls include authentication delegated to an identity provider, which is your own where it is connected and otherwise a directory we provision for the deployment that holds its users’ passwords, so that the application itself stores no passwords, role-based access control with record-level authorization, AES-256 encryption at rest and TLS 1.2 or higher in transit over external networks, with traffic between the load balancer and the application host and between the platform’s own containers on that host not TLS-encrypted, single-tenant deployment with no shared control plane, credential isolation, with database and warehouse credentials held only at the connector layer, credentials for a vendor’s own hosted interface held by the application backend, and none in the agent execution environment, an isolated agent execution environment with default-deny egress, and audit logging of security-relevant events. Because our platform is source-available, these controls can be verified by inspection of the source code rather than taken on trust.

If a personal data breach occurs, we notify affected customers without undue delay and in any event within 48 hours of becoming aware of the incident, and we notify regulators and individuals where the law requires it of us.

12Contact Us

VectorMachines has not appointed a Data Protection Officer. We are not a public authority, our core activities do not consist of large-scale systematic monitoring, and we do not process special categories of data at scale, so the appointment is not required under Article 37 of the GDPR. Privacy accountability sits jointly with the Chief Executive Officer and the Chief Technology Officer.

If you are in the EEA, the UK or Switzerland and you believe we have not handled your information properly, you may complain to your local supervisory authority. We would prefer the chance to resolve it first.

13Changes to This Notice

We review this notice at least annually and revise it when our processing changes materially. The effective date appears at the top. Where a change materially affects how we handle personal information, we will notify customers directly in accordance with the applicable agreement, and post the updated notice on our website before it takes effect.