Privacy Policy

Vordian is the controller for account profiles, authentication, workspace administration, billing administration, product security, support, and privacy-request records. For client and coaching data a business customer connects or uploads, the customer is the controller and Vordian acts as its processor, except where Vordian must process a limited record for security, legal compliance, or the establishment or defence of legal claims. The Data Processing Terms apply to that processor activity.

We collect name, business email, password-derived authentication records, Google account identity details, workspace settings, membership and role data, billing status and provider identifiers, support communications, audit events, security events, consent records, and privacy-request records. We receive these from account users, their workspace owner, Google, Stripe, and normal use of the service.

When a customer approves a source, we may process spreadsheet names and metadata, selected rows and cells, client names, dates, check-ins, body measurements, training and nutrition information, progress updates, coaching notes, messages, transcripts, uploaded files, and other fields chosen by the customer. We create derived artifacts such as normalized records, client matches, events, actions, summaries, embeddings, search results, review packets, drafts, confidence and provenance records, and audit history.

For data where Vordian is controller, we use personal data to create and secure accounts, provide contracted features, administer trials and billing, respond to support and privacy requests, prevent abuse, diagnose failures, keep required business records, and improve reliability. Depending on the activity, our UK GDPR bases are performance of a contract, legitimate interests in operating and securing the service, and compliance with legal obligations. We do not use consent as the basis for core account or service delivery.

For coaching-source data, Vordian follows the customer's documented instructions. The customer must identify its own Article 6 basis and, where health or other special-category data is present, an applicable Article 9 condition before sending the data to Vordian.

Coaching workbooks may reveal health, injury, disability, medication, body-composition, nutrition, or wellbeing information. Customers must give their clients a clear privacy notice, collect any consent that their chosen lawful basis requires, limit fields to what is necessary, and respect objections or withdrawals. Vordian is not a medical record system and does not diagnose, treat, prescribe, or support emergency decisions.

Do not connect protected health information subject to HIPAA unless Vordian has signed a Business Associate Agreement with you. No BAA is offered for the public self-service service. Do not connect data about a person under 18.

Google account sign-in requests only openid, email, and profile. The separate Google Sheets connection requests openid, email, and drive.file access to files explicitly added with Google Picker. Google permits editing added files; Vordian only reads them. Add newly created or overlooked workbooks explicitly. Vordian uses metadata of added files to detect changes, and reads content only from spreadsheets the workspace approves. Vordian does not edit Google files.

We encrypt OAuth credentials, store approved source content and derived records, and use them only to provide visible source review, search, briefing, Coach Desk, and related security or support functions. Relevant, bounded extracts may be transferred to OpenAI for workbook interpretation, event extraction, embeddings, and other enabled AI features after the connecting user consents to this use. We do not use Google Workspace data for advertising or to develop, train, or improve a generalized AI or machine-learning model.

Vordian's use and transfer of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Disconnecting removes Vordian's stored OAuth credentials and stops future reads. It does not by itself erase previously imported or derived records; request erasure as described below.

Enabled AI features may send bounded source excerpts and Vordian instructions to OpenAI. OpenAI API data is not used to train shared OpenAI models by default, but inputs and outputs may ordinarily be retained by OpenAI for abuse monitoring for up to 30 days unless a stronger account-level retention control applies. Vordian stores provider, model, prompt, evidence, generation, and confidence metadata so outputs can be reviewed. Outputs support a coach's review; they do not make legally or medically significant decisions about clients.

We disclose personal data only as needed to infrastructure, database, object-storage, email, payment, observability, AI, and integration providers; professional advisers; a buyer in a corporate transaction; or public authorities where law requires it. The current provider, purpose, and processing-location disclosure is on the Subprocessors page. We do not sell personal data or share it for cross-context behavioural advertising.

Some providers process data outside the UK. Where UK adequacy regulations do not cover a transfer, we rely on the UK International Data Transfer Addendum or another lawful safeguard and carry out the required transfer-risk assessment. Contact us for relevant safeguard information.

Vordian uses an HTTP-only session cookie for authentication and security. It also uses browser session storage for requested form and workflow state, and local storage to remember privacy preferences. These technologies are necessary to provide the requested functions.

Optional reporting is off unless you choose it. Use the controls below at any time; the footer links here without opening a popup. With your separate permission, Grafana processes sanitised browser errors and performance information to help diagnose problems. Diagnostics exclude interaction events, session and visitor identifiers, console logs, request bodies, form contents and URL query strings. We do not use replay or advertising tracking. Our collection policy limits diagnostics to 14 days and requires verified provider retention before collection. You can withdraw either permission at any time, free of charge, without affecting access to the site. Withdrawal stops future reporting; contact us about deletion of information already sent. Consent is our basis for optional reporting.

Optional website measurement is currently off for this site. When enabled with your permission, it counts public-page visits, broad referral categories, product video starts and completions, demo opens and first completed sample reviews, Request early access clicks, form starts and submission outcomes. Counts go to Vordian’s API and its metrics provider, Grafana. We do not attach visitor or session identifiers, full URLs, email addresses or form contents, or build individual browsing histories. Raw measurement events are not stored by the application; the API adds them to aggregate counters. These are event counts, not unique people or confirmed leads. We honour browser Do Not Track and Global Privacy Control signals for this measurement. You can stop it at any time with Privacy choices. Hosting providers necessarily receive technical request information such as IP addresses, separately from the counts. Our aggregate metrics retention policy is up to 395 days; provider configuration must be verified before collection is enabled.

Homepage experiments have a separate, optional choice. If enabled and allowed, an experiment-only random identifier links a rendered homepage to demo use and acknowledged early-access requests within seven days. We do not attach your email, account or form contents. Assignment lasts at most 37 days; records expire eight days after the experiment ends and are deleted on the next hourly cleanup, or on restart after downtime. Withdrawing removes browser assignment and requests erasure of the server assignment and outcomes. An identifier-only suppression marker prevents late retries from recreating them until expiry. If deletion cannot reach the server, the original expiry still applies. Do Not Track and Global Privacy Control suppress participation. Clearing browser storage or changing devices creates a different unit; these are not unique-person counts.

Account, workspace, and coaching-source records are retained while needed to provide the service and until an authenticated deletion request is completed, subject to legal, security, and backup exceptions. Disconnecting a source clears credentials and marks the source inactive. The current in-product “delete imported source data” control marks source snapshots deleted and excludes them from future processing, but historical raw and derived database records remain until a verified privacy request is completed.

Production structured logs are retained for up to 30 days; traces and consented browser reliability events for up to 14 days; synthetic monitoring results for up to 30 days; and aggregate metrics that do not contain customer or user identifiers for up to 395 days. Payment and tax records may be retained for up to seven years. Provider-side AI abuse-monitoring retention is ordinarily up to 30 days. Deleted data can remain in encrypted backups until those backups expire under the production backup schedule and is not restored into active use except for disaster recovery.

Workspace owners can review approved sources, disconnect Google Sheets, and create a count manifest. A count manifest is not a copy of the underlying personal data. Portable archives, account deletion, workspace deletion, client-level deletion, and complete derived-data deletion are currently request-based rather than self-service. Email privacy@vordian.app from your account address. We may verify identity and workspace authority before acting.

Depending on applicable law, individuals may have rights to be informed, access, correction, erasure, restriction, portability, and objection, and to complain to the UK Information Commissioner's Office. If you are a coaching client, contact your coach first because the coach controls the source record; Vordian will assist the coach as processor.

We use workspace-scoped access, encrypted transport, encrypted source credentials, restricted provider credentials, audit events, abuse controls, log redaction, backups, vulnerability checks, and incident procedures. No system is perfectly secure. We will notify affected customers and regulators of a personal-data breach where and within the time required by applicable law; customers remain responsible for notices to their own clients unless the law assigns that duty to Vordian.

We will post revisions here and change the effective date. If a material change affects already-connected Google Workspace data or a new use, we will provide notice and obtain new consent where required before that use begins. Contact privacy@vordian.app.