Privacy policy.

Version: 1.0, 23 October 2026. Approved by Vitalos Technologies Limited. We will update this page and its date if anything changes.

This policy explains how Vitalos Technologies Limited uses personal data in running Askbridge by Vitalos as a business. It covers:

• customers: the businesses that sign up, and the people who act for them (for example, the person who pays)
• users: people who sign in to an Askbridge workspace (owners, admins and agents)
• visitors to askbridge.vitalos.co.uk: people who read our website, help centre or legal pages, or contact us

It does not cover the visitors who chat with Askbridge on our customers' websites. For those conversations, the business that runs the website is the controller and we act as its processor; that business's own privacy notice applies. Section 14 says more.

Where a customer connects a tool such as Google Drive to its workspace, section 3 explains what we keep. Section 5 is the statement about Google user data.

1. Who we are

Vitalos Technologies Limited ("Vitalos", "we") is the controller for the personal data described in this policy. Company number 16696895; registered office 114 High Street, Bentley, Doncaster, England, DN5 0AT.

Contact: support@vitalos.co.uk, with "Privacy" in the subject. We do not have a data protection officer.

2. What we collect and why

We do not run analytics on askbridge.vitalos.co.uk or in the dashboard at the date of this policy.

We do not sell personal data, and we do not use it for advertising.

3. Integrations a workspace connects

An owner or admin can connect other tools to a workspace in Settings, Integrations. Each workspace connects its own accounts; one workspace never sees another's connections. The tools are Google Drive, Slack, HubSpot, Calendly, Outlook Calendar, Cal.com, and webhooks (including n8n, Zapier, Make or the customer's own server).

What we store for a connection

• Connection details: the provider, the account name or email shown at the provider, which Askbridge user connected it, the permissions granted, the status, when it last worked or failed, and settings the customer chose.
• Credentials: the access and refresh tokens the provider gives us, an API key the customer pastes (Cal.com), or a signing secret (webhooks). They are encrypted before they are stored, kept apart from the other connection details, readable only by the Askbridge service, and never shown again in the dashboard. They are not put in web addresses, logs or the audit log.
• What the customer chose: for example Slack channels, Drive files, Calendly event types, one Outlook calendar, a HubSpot deal pipeline, or webhook event types.
• An activity record for each connection (connected, refreshed, failed, disconnected), and a short-lived record of recent outbound deliveries and inbound events (30 days).

What each integration does with personal data. Each row applies when you connect that integration.

Lawful basis. We use this data to provide the integrations the customer asked for: contract (6(1)(b)). For people who are not the contracting party, such as a team member whose calendar is connected, or a visitor whose enquiry is passed to the customer's own tools on the customer's instruction, it is legitimate interests (6(1)(f)) of the customer and of us in providing the service. For visitors, the customer is the controller and we are its processor (section 14).

Disconnecting and deleting.

• Disconnect (admins and owners, at any time, in the dashboard). New operations stop at once, queued deliveries are cancelled, and we ask the provider to revoke our access. The exception is where another connection in Askbridge uses the same provider account: access is then kept and we say so. Microsoft has no revocation address, so we tell the admin where to remove the app. Stored credentials are deleted. The connection record stays as history, without credentials. If a provider tells us the customer uninstalled the app or revoked access (Slack does), credentials are deleted and the connection is marked as needing re-authorisation.
• Delete imported data (Google Drive; a separate step with a typed confirmation) deletes the imported documents and the passages built from them. Disconnecting alone switches the imported source off, so the assistant stops answering from it at once, but does not delete it.
• Closing the workspace deletes connections, credentials and imported data with the rest of the workspace (30 days after the subscription ends), apart from backups (see data retention).
• Deleting something already sent to a provider (a contact already created in HubSpot, a message already posted in Slack) is for the customer to do in that provider.

4. Ask AI and AI providers

AI provider. The AI model that writes answers to visitors, and answers in the in-dashboard assistant, is Claude, provided by Anthropic PBC. Section 14 describes the visitor chat.

Ask AI is the assistant in the dashboard, available to owners and admins. It answers how to use Askbridge, what is happening in the workspace (for example usage, sources that need attention, requests waiting) and what the current screen shows. It only reads: it cannot change anything.

• What it stores: your questions and its answers, private to you within the workspace. Other owners and admins cannot read them. You can delete any conversation. They are deleted automatically 90 days after the last activity, at once if you are removed from the workspace, and with the workspace.
• What it sends to Anthropic: your question and recent conversation, with personal details removed first (email addresses, phone numbers and similar identifiers are redacted); the passages of our own help guides that match; and short facts it read from your workspace to answer (for example counts, source names and error messages, with visitors' contact details left out and text redacted). It never sends credentials, site keys or tokens.
• What we log: that a conversation started, usage and cost, and failures. The audit log does not hold the question or answer text.
• Billing: each Ask AI conversation counts against the workspace's shared AI allowance.

Training. We do not use customer content, visitors' messages, Ask AI questions or imported files to train AI models.

Where it runs. Anthropic processes data in the United States and possibly other regions; there is no UK or EU option on its API today. Section 10 covers the safeguards.

No decisions about people. AI answers and routing do not make decisions that have legal or similarly significant effects on anyone. See AI disclosure.

5. Google user data

This section applies if a workspace owner or admin connects Google Drive. It describes how Askbridge handles Google user data received through Google APIs.

Limited Use statement. Askbridge's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

(The policy is at developers.google.com/terms/api-services-user-data-policy.)

What Google data we access. When an owner or admin connects Google Drive, we ask Google for three permissions:

• openid and email: to learn which Google account connected, and to show its email address on the integrations screen so the team can tell which account is linked.
• https://www.googleapis.com/auth/drive.file (per-file access): Askbridge can open only the files the user chooses in the Google Picker. It cannot browse, list or read other files in the user's Drive. We use no other Google permission. If the user unticks the Drive permission on Google's consent screen, we do not connect.

We store the Google account's identifier and email address, the access and refresh tokens (encrypted, as in section 3), the list of chosen files (Drive file ID, name, a version marker used as a checksum, and when it was last checked), and the text of those files.

How we use it. Only to provide the Google Drive feature to that workspace. We read each chosen file, turn it into text, split it into passages and index it in that workspace's knowledge, so that its AI assistant can answer visitors from it and show the source. The search index and the embeddings are made on our own servers, without sending the file to a separate embedding provider. Once a day we check each chosen file's version marker with Google and re-import only files that have changed, and we mark files that are gone. We do not use Google data for anything else.

Who it is shared with. We do not transfer Google user data to others except as needed to provide or improve the user-facing feature the user requested, to comply with law, or as part of a merger, acquisition or sale of assets with notice. In practice:

• Extracts of imported file content are shown to the customer's visitors in answers and sources. They are also sent, with personal identifiers redacted, to our AI provider, Anthropic, together with the visitor's question, so that it can write the answer (sections 4 and 14). We do not use them to train models.
• Our hosting and database providers store and process it for us (see sub-processors).
• We do not sell Google user data. We do not use or transfer it for advertising, including retargeting or interest-based advertising, and we do not use it to determine creditworthiness or for lending. We do not use it to develop, improve or train generalised AI or machine-learning models.

Who can read it. No person at Vitalos reads Google user data unless the user gives consent for a specific purpose (for example, a support request asking us to look), it is needed for security (for example, investigating abuse or an incident), or the law requires it. The staff portal shows connection health and counts, not the content of imported files. Members of the customer's own workspace can see imported content in the knowledge screens, as it is the customer's own content. Vitalos staff do not read customer data except with your consent, for security, or where the law requires it, and access to the production database is limited to the people who need it.

How long we keep it, and how to delete it.

• Imported content stays until an admin deletes it ("Delete imported data" on the connection), or the workspace is deleted. If a file is trashed or no longer available in Drive, it is marked unavailable on the next daily check.
• Disconnecting Google Drive in Askbridge revokes our access at Google, deletes the stored tokens and switches the imported source off. Imported content is then kept, switched off, until deleted as above.
• A user can also withdraw access at any time at myaccount.google.com/permissions. Our next call to Google then fails and the connection shows "Reauthorisation required"; imported content stays until an admin deletes it.
• Deleted content remains in encrypted backups until they expire, as set out in data retention. To ask us to delete Google user data, email the privacy contact in section 1; we aim to do so within one month.

Safeguards. Tokens are encrypted at rest and never returned to the browser; each workspace's data is separated by database row-level security; connecting, importing and deleting are limited to owners and admins; and connections, refreshes and deletions are recorded.

6. Cookies and similar technology on askbridge.vitalos.co.uk

We set only cookies and browser storage that are needed to run the service or to remember a choice you made:

We do not use analytics or advertising cookies. If we add analytics, we will ask for your consent first.

The widget's use of browser storage on customers' own sites is covered in the visitor privacy template.

7. Platform staff access

A small number of Vitalos staff run the Askbridge platform through a separate staff portal.

• Separate identity. Staff access is a platform role (owner, product admin, support, billing, AI and content operations, auditor), separate from any workspace role. A customer's owner has no platform access.
• What staff can see. Workspace status and plan, usage and cost, counts and health of jobs, sources and integrations, subscription state, the workspace's audit trail, and conversation metadata such as status, counts and channel. The portal does not show the text of visitor conversations, the content of imported files, or stored credentials.
• What staff can change. Actions such as suspending or reopening a workspace, adjusting an allowance, retrying failed deliveries or asking a workspace to reconnect an integration. Each change needs a permission for the role and a written reason, and sensitive actions need a recent re-authentication.
• Support context. An action on a customer's integration opens a time-limited support context (10 minutes) tied to the person, the workspace and the reason.
• Audit logging. Every staff change is recorded in a platform audit log (who, what, when, why, and the IP address and browser of the staff member). It also appears in the customer's own audit trail as "Askbridge" or "Askbridge support", without the staff member's name or the reason.

Vitalos staff do not read customer data except with your consent, for security, or where the law requires it, and access to the production database is limited to the people who need it.

8. Email

We use Resend to send and receive email for Askbridge (see sub-processors). The emails we send are:

• Account: confirm your email address when you sign up, reset your password, and invitations to join a workspace.
• Billing and usage: trial started or ended, subscription active, payment failed, AI answers paused, payment received, and notices at 80% and 100% of the AI conversation allowance.
• Workspace notifications to team members who have email on: a conversation handed to a person, a new request or booking, an offline message, a follow-up due, a new email on the email channel, and a daily summary. These can include a visitor's name and the first part of their message.
• Replies and follow-ups the customer's team sends from the inbox or the requests screen, to visitors or to people who emailed in through the email channel.

Messages sent through the help-centre contact form reach our support mailbox by email.

Where a customer switches on the email channel, Resend also receives the customer's forwarded support emails (sender name and address, subject, text, attachment names) for the customer. A copy of each email we send is kept in an outbox record in our database so that we can show delivery status and retry. These copies include the text of the email and are deleted after 90 days (section 11).

9. Who we share data with

We use service providers ("sub-processors") to run Askbridge, such as our database host, hosting provider, email delivery service, payment provider, bot-check provider and AI model provider. They may only use the data to provide their service to us. The full list, with locations and safeguards, is on the sub-processors page.

We may also share data:

• with the providers a customer connects (section 3), on the customer's instruction
• with our professional advisers (lawyers, accountants, insurers) under a duty of confidence
• with the police, regulators or courts where the law requires it, or to establish or defend legal claims
• with a buyer or successor if Vitalos or Askbridge is sold or restructured, under equivalent protections

10. Where data is stored and international transfers

Account, billing and workspace data is stored in the United Kingdom (Supabase, London). Some of our providers process data outside the UK, for example to deliver email, take payments, host the application or run the AI model (Anthropic, in the United States and possibly elsewhere). Where personal data is transferred outside the UK, we rely on UK adequacy regulations (including, for certified US organisations, the UK Extension to the EU-US Data Privacy Framework (DPF)), or on the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, with a transfer risk assessment. The safeguard for each provider is on the sub-processors page.

11. How long we keep it

See data retention for the retention of conversation data we process for customers, backups, and deletion at the end of a subscription.

12. Your rights

Under UK data protection law you have the right to:

• access the personal data we hold about you
• rectify inaccurate data
• erase data in some circumstances
• restrict or object to our use of it in some circumstances, including objecting to direct marketing at any time (we send none)
• data portability for data you gave us, where we rely on contract or consent
• withdraw consent where we rely on consent, without affecting what was done before
• not be subject to a decision based solely on automated processing with legal or similarly significant effects; we make none

To use a right, email the privacy contact in section 1. We will reply within one month, which may be extended in some cases as the law allows. We may need to check your identity. You can also delete a conversation, imported data or a connection yourself with the controls in the dashboard.

If you are unhappy with how we have handled your data, please tell us first. You can also complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).

If you are a visitor who chatted on a customer's website, ask that business first (section 14).

13. Security

We protect data with encryption in transit and at rest, separate encrypted storage of integration credentials, access controls, optional two-step verification for users, database row-level security that separates each customer's workspace (tested), audit logging and regular testing. No system is perfectly secure; if a breach affects you and is likely to result in a high risk to you, we will tell you without undue delay. See security.

14. Visitors to our customers' websites

When you chat with Askbridge on a business's website, that business decides how your data is used and is the controller. Vitalos processes the conversation on its behalf, under a data processing agreement. Please read that business's privacy notice and contact them to use your rights; we will help them respond.

To explain what happens in general: messages are stored in the UK; contact details such as name and email are never sent to the AI model; identifiers in messages are removed before the AI model (Anthropic Claude, running outside the UK) receives the text to write an answer; the widget uses Cloudflare Turnstile as a bot check; answers show their sources; and you can always ask for a person.

15. Children

Askbridge is a service for businesses and is not directed at children, and we do not knowingly collect personal data from children through our own website or accounts.

16. Changes to this policy

We will post updates here with a new version date, and tell customers by email about significant changes.