Legal

Privacy policy

Last updated: 28 October 2026

Who we are

Vaulted Intelligence LTD ("we") is a company registered in England & Wales, Company No. 17369212. Registered office: 8 Waldeck Road, London, England, N15 3EP. We are registered with the Information Commissioner's Office, registration ZC213078. Contact: hello@vaultedintelligence.co.uk or WhatsApp 07492 289400.

What we collect and why

  • When you fill in our start or audit form: your name, email, phone or WhatsApp number, business name, website, the languages you use, and the questions you send us. We use them to set up your trial assistant and reply to you. Legal basis: steps you ask us to take before a contract.
  • When you become a client: your contact and billing details and the business information you give us. We use them to run the service and invoice you. Legal basis: our contract with you, and our legal duty to keep accounts.
  • When you message us by email or WhatsApp: your message and contact details, to reply. Legal basis: our legitimate interest in answering you.
  • When you chat with the assistant on our own website: your messages and, if you choose to give them, your name and phone number or email. We use them to answer you and to pass your enquiry to us. Legal basis: our legitimate interest in answering visitors' questions (and, if you ask us to contact you, steps you ask us to take before a contract). We are responsible for this data. The assistant is an AI and can make mistakes. Please do not send sensitive information such as health or payment card details. The chat does not set cookies or store anything in your browser. When a web page that has our assistant on it loads, your browser contacts our server (through ngrok, listed below) to fetch the assistant's settings, so your IP address is processed at that moment, even if you never open the chat. We use it only to deliver the assistant.
  • When someone chats with an assistant we run for one of our clients: the business is responsible for that data and we handle it on its behalf. See that business's privacy notice. When a web page that has our assistant on it loads, your browser contacts our server (through ngrok, listed below) to fetch the assistant's settings, so your IP address is processed at that moment, even if you never open the chat. We use it only to deliver the assistant.

Who we share it with

Only the services we need to run the business: Formspree (form delivery), n8n (our automation, run by us), ngrok (secure connection to our automation), Zoho Mail (email), Telegram (alerts to us and our clients), Discord (alerts to clients who choose it), Anthropic (the AI model that drafts and answers), OpenRouter (which routes our AI requests to that model), Netlify (website hosting) and Google Fonts (website fonts, which receives your IP address). Some of these are in the United States; where they are, they use the UK's approved safeguards for international transfers. We never sell your data and do not use it to train AI models.

How long we keep it

Enquiries that do not become clients: up to 12 months. Client records: for the length of the service and then 6 years for tax and accounting. Assistant conversations: 30 days.

Cookies

Our website does not set cookies or use analytics or advertising trackers. If that changes, we will update this page and ask for your consent where the law requires it.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, object to how we use it, or ask us to stop. Email hello@vaultedintelligence.co.uk and we will reply within one month. You can also complain to the ICO at ico.org.uk or 0303 123 1113.