Privacy Notice

Last updated: August 2026

This notice explains how Vedomia Limited collects, uses and protects your personal data when you visit vedomia.com, use our tools, contact us, or purchase one of our products.

Who we are (data controller)

The data controller is Vedomia Limited, a company registered in Ireland (company number 796586), registered office: 4 Peatlands, Broomfield, Midleton, Co. Cork, P25 D658, Ireland. You can reach us at contact@vedomia.com or 083 847 5268.

What data we collect

Booking & contact forms: your name, email address, organisation name and preferred call slot when you book a demo or send us an enquiry.
Newsletter: your email address, if you choose to subscribe.
Free tools: our transparency audit, AI disclosure and process-map tools, and the “I don’t understand what’s happening” page at /ask/, run in your browser. While you are simply using them, your answers stay on your device (in your browser's local storage, as an autosaved draft) and are not sent to us or to any server. The one exception is the optional AI analysis described in the next point, which you have to choose deliberately. Your content is sent to our server only at the moment you ask for a document — when you export a draft, it is used to generate that file and is not kept afterwards.
Optional AI analysis of a policy you upload (process-map tool and the /ask/ page): the process-map tool can read a policy or procedure you upload, or a sentence you type, and draw the process it describes. This is optional and never automatic — you choose it, and for an uploaded file you must also confirm you understand this notice before anything is sent. When you do: the text of your document (or the sentence you typed) is sent once to Anthropic, the AI provider whose model reads it for us, and is processed on servers in the United States. Vedomia does not store the file or its text: it is read once, in memory, and never written to disk. Because the reading takes longer than a web page is allowed to wait, the finished map — the steps, and the short sentences quoted from your document as evidence for them — is held on our hosting provider (Netlify) for the few seconds until your browser collects it, and is deleted the moment it does. If your browser never comes back for it, it is deleted automatically within an hour. Neither the file nor its text is used to train any AI model. The resulting map stays in your browser like any other map. If your document contains personal data, that personal data travels with it — so please do not upload anything you are not permitted to share outside your organisation. If you would rather nothing left your device, use a ready-made template or fill the map in yourself; both routes work without this. The same applies on /ask/: the description you type, or the letter text you paste, is sent once to Anthropic in the same way, and the draft stays in your browser. One addition on /ask/ only: if you name an organisation or programme instead of uploading a document, Anthropic’s model may also search the public web and read official public pages about that organisation, so the draft can cite real timeframes and appeal routes. Those searches are about the organisation, not about you, and the pages used are listed underneath your map. Uploading or pasting a document never triggers a search.
Emailing yourself a free draft: if you choose to have your free process-map draft emailed to you, we receive your email address together with the map content needed to produce that draft. We use them to send you that one email (via Brevo) and we keep your email address, your organisation name and a short note of which tool you used, so we can recognise you if you get in touch. The map content itself is not stored after the email is sent. This is optional — the download works without it — and you are not added to our newsletter unless you tick the box to ask for it.
Purchases: if you buy a paid product (for example the AI Transparency Evidence Pack or Transparent Processes (formerly ‘Process Map Pack’), €99 each), the inputs used to generate your document — for the Transparent Processes pack, the content of your process map — together with your name, email and billing details, are sent to us only at that point. The map content is stored briefly and securely on our hosting provider (Netlify) solely to generate your document, which is then emailed to you (via Brevo). Payment and billing are handled by Stripe; we do not see or store your full card number.
Usage statistics: we run our own first-party, cookieless visit counter. It stores only daily aggregate counts — page paths, referrer domains, interface language and coarse country (a two-letter code from our host’s edge geolocation; we never read or store the IP address itself)) — plus counts of how often anonymous actions happen on a page (for example, how many visitors opened a tool or clicked “Book a demo”), again with no per-visitor record. It records no IP addresses, no device details and no per-visitor identifiers, and it honours the Do Not Track and Global Privacy Control browser signals (if either is on, nothing is counted at all).

How we use your data

To respond to your enquiry or confirm a demo booking.
To generate and deliver any product you purchase, and to provide related support.
To email you a free draft from one of our tools, where you have asked us to.
To send our newsletter, where you have subscribed (you can unsubscribe at any time).
To operate, secure and improve our website and services.

We do not sell or rent your personal data, and we do not share it for third-party marketing.

Legal basis (GDPR)

Contract — to deliver a product or service you have requested or purchased.
Legitimate interests — to respond to enquiries and to keep our website secure.
Consent — where you subscribe to our newsletter; you may withdraw consent at any time.

Who we share data with (processors)

We use a small number of trusted service providers who process personal data on our behalf, under contract:

Netlify — website hosting and secure storage of purchase inputs. Privacy policy.
Stripe — payment processing and invoicing when you make a purchase. Privacy policy.
Anthropic — the AI provider that reads a policy you choose to analyse in the process-map tool, and that drafts a map on /ask/. It receives the text only for that one request and does not use it to train its models. It may hold it for a limited period for abuse monitoring, under its own terms. On /ask/, when you name an organisation, its model may additionally query a web-search index and fetch public pages about that organisation; those queries are run by Anthropic within its own service. Processing takes place in the United States. Privacy policy.
Brevo — sending transactional emails (booking confirmations, product delivery) and our newsletter. Privacy policy.

Web fonts are served directly from vedomia.com (self-hosted), so browsing our site does not send your IP address to a font provider.

International transfers

Some of our processors (such as Stripe, Brevo and Anthropic) process data outside the European Economic Area, in the United States. Where they do, the transfer is protected by appropriate safeguards — such as the EU Standard Contractual Clauses and/or the EU–US Data Privacy Framework.

Data retention

Booking and enquiry details: up to 12 months, unless we are in an ongoing client relationship with you.
Purchase inputs stored to generate your document: automatically deleted — process-map inputs after 30 days, audit/assessment inputs after 90 days. Invoice and transaction records are kept for as long as Irish tax and company law require.
Free-draft email requests: your email address and the accompanying note are kept for up to 12 months; the map content is not retained once the email has been sent.
Shared process maps: if you choose to create a share link for a process map, a copy of that map is stored so the link can open it, and is automatically deleted after 180 days. The link is unlisted — it is not published or listed anywhere and search engines are asked not to index it — but anyone who has the link can view the map. Nothing is stored unless you press the share button.
Newsletter subscription: until you unsubscribe.

Your rights

Under GDPR you have the right to access, correct, erase or restrict processing of your personal data, to object to processing, and to request portability. To exercise any right, email contact@vedomia.com. You also have the right to lodge a complaint with the Data Protection Commission Ireland (dataprotection.ie).

Cookies & local storage

We do not use analytics or advertising cookies, and our own visit counter (see "Usage statistics" above) is cookieless and respects Do Not Track and Global Privacy Control. We use only strictly necessary local storage in your browser to remember your language choice and to preserve your in-progress work in the tools — this data stays on your device. Our host may set a strictly necessary cookie for form-submission security.

Changes to this notice

We may update this notice from time to time. The "Last updated" date above reflects the latest revision.

Contact

Questions about this notice? Write to contact@vedomia.com.