Privacy Notice

1. Controller

The controller for Vectoria Civil's own processing is the owner identified in the Legal notice. Email [email protected] to exercise your rights or raise a privacy question, and [email protected] for relevant security incidents.

2. Data we process

Applications: name, email, optional company, role and message, market, language, currency, source, consent and its version, versions of the notices presented, submission time, status, IP address, and user agent. Account: name, email, company, country, and identifiers. Purchase and subscription: Paddle customer and transaction identifiers, product, plan, status, amount, currency, country, and billing information Paddle shares to manage access; Vectoria Civil does not receive full card details. License and device: plan, status, device limit, release channel, version, and activation dates. Technical use: errors, downloads, IP address, user agent, and security logs. AI: instructions, responses, usage, context, and content submitted by the user. Voice: microphone audio while transcription is active and the resulting transcript. Support and complaints: emails, case records, references, and files voluntarily provided.

Teams: buyer identity and professional email, company, purchased quantity, offer and contract status; for each seat, number, authorized user's professional email, invitation and assignment state, account and license identifiers, claim, revocation or reassignment dates, and minimum evidence of the administrative action. Members do not receive tax details, prices, invoices, or other members' information through their account.

2A. Third-party data and unauthorised categories

Where a professional customer determines the purposes and means of personal data concerning employees, contractors, property owners, suppliers or other people and Vectoria Civil processes it solely to provide the Service, the customer is Controller and Vectoria Civil is Processor under the Data Processing Addendum. The customer must have a lawful basis, provide required notices and limit data to what is necessary.

For a team contract, the buyer supplies colleagues' or contractors' professional email addresses to manage named licenses. The buyer must have a lawful basis, inform those individuals about the disclosure, and keep the data current. Vectoria Civil uses those details to invite, assign, revoke, or reassign a license, verify the matching account, prevent abuse, and provide support; it does not use them for unrelated marketing without a separate lawful basis.

The standard beta does not accept GDPR Article 9 special-category data, criminal data, identification biometrics, medical or health information, children's data, full payment-card numbers, credentials or secrets. Do not enter them in projects, prompts, attachments, voice or support. Any exception would require a prior written agreement and specific risk assessment; no such exception currently exists.

3. Purposes and legal bases

We process an application with your consent to review it, keep it on the waitlist, and contact you about a possible invitation. Withdrawing consent stops those contacts and removes the application from the waitlist, without affecting earlier processing or minimum evidence needed for the withdrawal, legal claims, or fraud prevention. Requested pre-contract steps, accounts, licenses, downloads, support, and subscriptions rely on pre-contract measures or contract performance. Managing buyers, authorized users, and named seats is necessary to perform the team contract; when the buyer supplies its professionals' data, it acts as Controller for that decision and Vectoria Civil follows documented contractual instructions. Legal duties apply where records must be kept, and proportionate security, fraud-prevention, and technical logs rely on legitimate interests. Optional cookies and marketing unrelated to managing your application require consent.

4. Paddle, providers, and recipients

Paddle: for the current paid offer, Paddle is the Merchant of Record and an independent controller for checkout, payment, fraud checks, taxes, invoices or receipts, cancellation, and refunds. Checkout displays Paddle's identity, terms, and privacy notice before payment. Paddle's Privacy Notice is available at https://www.paddle.com/legal/privacy. Paddle shares the customer, transaction, and subscription data Vectoria Civil needs to grant the license and provide support.

Vectoria Civil providers: Supabase for authentication and database services; Google Cloud for backend hosting, storage, downloads, Cloud Logging, and—when the user turns on the microphone—Google Cloud Speech for streaming transcription; TensorX Limited (company no. 796387, Dublin, Ireland) as the processor for remote-agent inference; Resend for transactional email; Cloudflare for the public website, DNS, security, email-alias routing, and cookieless analytics only when configured and consented to; and Gmail as the operational mailbox for support, privacy, and complaint cases. TensorX runs open models from the DeepSeek family on EU infrastructure: the model developer does not receive prompts or completions. Under the TensorX DPA, inference data is processed transiently in memory, is not stored and is not used to train or improve models. The agent remains blocked until Vectoria Civil has recorded acceptance of the DPA through the internal tensorx_data_processing_ready gate. These providers process information needed for their function on Vectoria Civil's behalf under the applicable terms, except for purposes that law or their terms assign to them as controllers. When the user enables the global satellite background, it is obtained directly from the public NASA Global Imagery Browse Services (GIBS); NASA processes the request under its own terms and privacy policy, available at https://www.nasa.gov/privacy/.

If the user selects Codex, the application uses the locally installed Codex client and the OpenAI account signed in by the user to process submitted instructions and context. That processing is also subject to the terms and privacy notice applicable to the user's OpenAI account.

5. Retention

Applications are retained while under review or active on the waitlist. The applicant may withdraw consent and request erasure; the application is then deleted or minimized except for evidence strictly needed to record the withdrawal, a legal duty, security, or legal claims. Applications are reviewed periodically through a manual process and deleted or minimized when the waitlist closes or they are no longer needed. Account, seat, and license data is kept during the relationship and afterwards while needed for support, security, reassignment traceability, or legal claims. Revocation prevents access but does not automatically erase the minimum evidence needed to show who held the license and when. Contract and tax records that must be retained are restricted for the applicable statutory periods. Security logs are kept for a proportionate period needed to detect and investigate incidents. Complaint case files are kept for at least one year, without prejudice to longer legal periods.

Visible conversation history is stored locally on the device until the user deletes it. Vectoria Civil also creates local agent logs that may include the prompt, actions, arguments and result previews, activities, and messages; Codex creates separate local logs that may include the prompt, limited history, summarized context, response, and tool events. Size limits and automatic redaction of known secret patterns apply, but should not be treated as infallible. The application deletes both kinds of local log on the next application start or log write after they exceed 30 days. New logs linked exactly to a conversation are also deleted when that conversation is deleted. Legacy logs without an identifier are not attributed or deleted by approximation: they expire through the same 30-day cleanup cycle or can be removed by an explicit global local purge using support instructions.

The remote backend is configured not to retain raw prompt or document content as an AI case record, but it does retain usage events for no more than 30 days. These contain user, license, device, request, and conversation identifiers; task, model, token, cost, credit, and status fields; and operational metadata for mode, toolset, language, and regulatory profile. They do not contain prompt text or file content. Cloud Logging retains aggregate metrics, statuses, and error classes for no more than 30 days without prompt text, raw tool-argument values, project data, or other raw content. TensorX does not retain prompts or completions; it may retain Vectoria Civil account usage metadata—such as model, token counts and spend—for up to 12 months for billing, security and analytics, without inference content.

6. Engineering data

Vectoria Civil does not use user files, drawings, models, prompts, measurements, technical documents, or results to train its own or third-party models without separate, explicit consent. Where an AI provider or Codex is used, its terms also apply to processing carried out in its role as provider or controller. See AI and professional review.

6A. Voice

Voice transcription is optional. While the microphone is active, the application streams audio through the Vectoria Civil backend to Google Cloud Speech to obtain partial and final text. The feature code does not deliberately retain the audio after the session. The transcript is inserted into the instruction field and is sent to the agent only if the user chooses to submit it.

6B. Global satellite imagery

When the user enables this feature, the application sends NASA GIBS the visible geographic envelope (BBOX), CRS, layer and image dimensions needed to compose the map. It does not send NASA the project name, files, paths, Vectoria Civil account, token or detailed geometry beyond that envelope.

As with any direct connection to an Internet service, NASA receives the IP address and the URL or technical request parameters and may retain logs under its privacy and security policies (https://www.nasa.gov/privacy/). The Vectoria Civil backend does not proxy, meter or retain these WMS requests. The connection is made only when the user enables and displays the global background.

7. Security

We use reasonable technical and organisational safeguards against unauthorised access, loss, alteration or disclosure. Measures include encryption in transit, separation of credentials from source code, role-based access, audit records for critical actions, temporary signed installer URLs, log minimisation and automatic redaction of tokens and sensitive values. Controls are reviewed as the product and its risks evolve.

8. International transfers

TensorX inference runs on infrastructure in Dublin (Ireland) and Helsinki (Finland), within the European Economic Area. TensorX does not share inference data with model developers or providers. Some TensorX ancillary services and some Vectoria Civil providers—including Google Cloud, Supabase, Resend, Cloudflare, and Gmail—may involve processing or access outside the EEA; where no adequacy decision applies, EU Standard Contractual Clauses and other documented safeguards are used as appropriate. OpenAI may also process data when the user chooses Codex with their own account. Request the current provider list, region and transfer mechanism at [email protected].

The optional direct connection to NASA GIBS may involve technical processing outside the EEA, including in the United States, under NASA's privacy policy. Vectoria Civil does not send that request while the global background is disabled.

9. Your rights

You may request access, rectification, erasure, restriction, objection, portability, or withdrawal of consent by emailing [email protected]. State the account email and the right you wish to exercise; we may request proportionate information to verify identity. Erasure does not apply to information restricted under a legal duty or needed for legal claims. For information Paddle processes as an independent controller, you may also exercise rights directly with Paddle through the channels displayed in checkout or its portal. You may complain to the Spanish Data Protection Agency (AEPD, www.aepd.es) or another competent supervisory authority.

10. Children

Applications and purchases are available only to people aged at least 18 or entities represented by a person with sufficient authority. We do not knowingly collect children's personal data.