Last updated: 7 June 2026 · Version 1.4
Vortrix Labs Limited produces AI-powered productivity tools for small businesses and study tools for students and professionals. We provide these services through Vortrix Education and Vortrix Business.
Vortrix Education helps students and professionals learn, revise, organise study materials, generate learning content, and use AI-powered study support.
Vortrix Business helps small and mid-sized businesses work smarter by giving them AI-powered support for planning, operations, research, communication, automation, and client delivery.
Vortrix Labs Limited, also referred to in this Privacy Notice as "Vortrix Labs," "Vortrix," "we," "us," or "our," collects and uses personal data so that we can create and manage your account, provide AI learning and productivity features, personalise your experience, process subscriptions, send service messages, keep the platform secure, respond to support requests, and protect younger users.
We do not sell your personal data. We do not share your personal data with advertisers. We do not use advertising cookies, tracking pixels, retargeting, or behavioural profiling. We use privacy-preserving Matomo analytics to understand site usage — cookieless by default.
Vortrix may learn from your use of the platform in order to improve your own experience. For example, Vortrix may use your previous activity, preferences, uploaded materials, prompts, learning progress, business workflow choices, or interaction history to personalise features for you. This personalised learning or productivity profile is used for your account and is not used to personalise another user's account.
We may also use anonymised or aggregated information to make Vortrix smarter, safer, and more useful. Where information is truly anonymised, it no longer identifies you personally.
When you use our AI features, some information you provide, such as your chat messages, document excerpts, prompts, learning context, or productivity requests, may be sent to carefully selected AI providers so that the platform can generate responses, explanations, study materials, productivity outputs, business documents, research summaries, plans, images, quizzes, and other content. Our AI providers process this information on our behalf and do not use your personal data to train their models.
We may send newsletters and marketing communications in the future, but only where you have opted in during or after sign-up. Newsletters will only be sent to users aged 13 and over and will be age-appropriate for each relevant age group.
If you are aged 13 to 15, a parent or guardian must give consent before you can use the platform. Users under 13 are not allowed to create an account.
If you request account deletion, your account and its contents, including documents and chat history, will first be placed in an inaccessible state for 72 hours. During this 72-hour period, you may reverse the deletion request. After 72 hours, your account and its contents will be permanently deleted and the deletion will be irreversible, subject to the limited exceptions explained in this notice.
If you have any questions, contact us at privacy@vortrixlabs.com. If you have a safeguarding concern, contact safeguarding@vortrixlabs.com.
Vortrix Labs Limited, also referred to in this notice as "Vortrix Labs," "Vortrix," "we," "us," or "our," is the data controller responsible for your personal data.
You may contact us if you have questions about this Privacy Notice, wish to exercise your data protection rights, want to understand how we use your personal data, or wish to raise a safeguarding concern.
This Privacy Notice applies when you use, access, or interact with the Vortrix Labs platform, website, AI copilots, learning tools, productivity tools, account features, subscription features, communications, and related services.
It applies when you:
This notice does not cover websites, applications, services, or platforms operated by third parties, even if they are linked from our platform. Those third parties are responsible for their own privacy practices.
We collect different types of personal data depending on how you use the platform.
| Category | Personal data we collect |
|---|---|
| Account information | Email address, password stored as an irreversible hash, display name if you choose to set one, Copilot preference, academic level, preferred language, account status, and account settings. |
| Age and consent information | Date of birth for age verification, age band, parental or guardian consent status where required, and related consent records. |
| Learning profile information | Study preferences, learning goals, subject areas, academic level, learning style preferences, topic proficiency, engagement history, session history, and revision planning preferences. |
| Business profile and productivity information | Business type, business goals, workflow preferences, planning inputs, operational priorities, research requests, communication preferences, automation requirements, client delivery context, and productivity preferences that you choose to provide. |
| Chat and AI interaction data | Chat messages you send, AI responses, conversation summaries, prompts, feedback on AI responses, safety classification signals, and related AI interaction metadata. |
| Quiz, exam, and study content | Quiz responses, exam practice content, flashcards, marks or scores, self-assessment activity, generated revision materials, study notes, annotations, and learning progress data. |
| Uploaded documents and files | PDFs, text files, study notes, course materials, business documents, client materials, document excerpts, annotations, file metadata, and content extracted from uploaded materials to support AI features. |
| AI-generated content | AI-generated explanations, summaries, flashcards, quizzes, visual aids, illustrations, video overview content, productivity outputs, business plans, research summaries, draft communications, generated media files, and related outputs. |
| Optional mood entries | Mood entries or wellbeing check-ins, only where you choose to provide them. |
| Payment and subscription information | Subscription tier, subscription status, billing status, payment confirmation, transaction reference, and limited subscription details. We do not store full payment card details. |
| Technical and security data | IP address, authentication events, error events, stack traces, device/browser information necessary for security or reliability, rate-limiting data, and logs needed to prevent abuse or diagnose issues. |
| Calendar data, if connected | OAuth tokens and synced Google Calendar event information, such as event titles, times, and descriptions, where you choose to connect Google Calendar. |
| Support and communication data | Messages you send to us, support requests, privacy requests, complaint details, email content, and our responses. |
| Newsletter and marketing preference data | Your newsletter sign-up status, marketing communication preferences, age band for age-appropriate communications, consent records, unsubscribe status, and communication engagement information where applicable. |
| Safeguarding data | Information relating to safeguarding concerns, crisis signals, safety flags, support resources shown, and safeguarding actions taken where applicable. |
| Feedback and survey data | Feedback you provide about the platform, AI responses, learning experience, productivity experience, bugs, or feature suggestions. |
We do not intentionally collect special category personal data unless it is necessary for safeguarding, safety, support, or because you choose to include it in a chat, uploaded document, optional mood entry, or other platform interaction. Special category data may include information about health, racial or ethnic origin, religious or philosophical beliefs, political opinions, biometric data, or other sensitive matters. Please avoid uploading or entering sensitive personal data unless it is necessary for your use of the platform or for a safeguarding concern.
We collect personal data in the following ways:
We aim to collect only the personal data we need to provide, secure, improve, and support the platform.
We use your personal data only where we have a lawful basis under UK data protection law.
| Purpose | Personal data used | Legal basis |
|---|---|---|
| Create and manage your account | Account information, age and consent information, technical data | Performance of contract; legal obligation where age-related safeguards apply |
| Provide Vortrix Education services | Chat messages, prompts, AI responses, learning profile, uploaded document excerpts, generated content | Performance of contract |
| Provide Vortrix Business services | Business profile information, productivity inputs, prompts, uploaded business documents, generated productivity outputs, research requests, communication drafts, operational planning content | Performance of contract |
| Provide the AI Copilot service | Chat messages, prompts, AI responses, learning profile, business profile, uploaded document excerpts, generated content | Performance of contract |
| Generate study materials and productivity outputs | Uploaded documents, prompts, learning data, business inputs, subject areas, AI-generated content | Performance of contract |
| Personalise your learning and productivity experience | Academic level, learning goals, topic proficiency, learning analytics, session history, Copilot preference, business goals, workflow preferences, usage history | Performance of contract; legitimate interest in improving user experience |
| Learn from your data for your own account | Your prompts, outputs, preferences, uploaded materials, usage history, learning progress, productivity patterns, and feedback | Performance of contract; legitimate interest in improving your individual experience |
| Use anonymised or aggregated information to improve Vortrix | Anonymised or aggregated usage, learning, productivity, safety, and quality signals that no longer identify you personally | Legitimate interest in improving the platform, provided the data is anonymised or aggregated |
| Create quizzes, flashcards, notes, summaries, visual aids, business documents, and video overviews | Study content, uploaded files, business materials, AI input and output data, generated media | Performance of contract |
| Process payments and manage subscriptions | Subscription tier, subscription status, billing confirmation, email address, payment reference | Performance of contract; legal obligation for tax and accounting records |
| Send transactional emails | Email address, account status, subscription information | Performance of contract |
| Send newsletters and marketing communications where you have opted in | Email address, age band, communication preferences, subscription status, consent records, unsubscribe status | Consent |
| Send age-appropriate newsletters and updates | Age band and communication preferences | Consent; legitimate interest in ensuring communications are appropriate for the recipient's age group |
| Send marketing or promotional content on behalf of selected third parties where you have opted in | Email address, age band, marketing preferences, communication preferences. Your personal details are not shared with those third parties for their own advertising or marketing purposes. | Consent |
| Provide support and respond to queries | Account information, support messages, technical data, relevant chat or learning data where needed | Legitimate interest in supporting users and managing our service |
| Keep the platform secure | IP address, authentication logs, rate-limiting data, error events, technical data | Legitimate interest; legal obligation where applicable |
| Prevent abuse, misuse, and harmful activity | Chat activity, safety classification data, technical data, account activity | Legitimate interest; legal obligation where applicable |
| Operate safety guardrails | Prompts, AI responses, safety classifications, crisis signals, age band | Legitimate interest; substantial public interest or legal obligation where safeguarding applies |
| Sync Google Calendar for revision planning | OAuth tokens, calendar event titles, times, descriptions | Consent |
| Improve service quality and fix bugs | Error logs, aggregate analytics, AI quality signals, feedback, model metadata, latency | Legitimate interest |
| Evaluate AI response quality and safety | AI prompts, AI responses, model metadata, safety filter data, feedback | Legitimate interest |
| Respond to legal or regulatory requests | Relevant account, technical, communication, or transaction data | Legal obligation; legitimate interest in protecting our legal rights |
| Handle safeguarding concerns | Relevant chat content, safety flags, age band, support communications, safeguarding records | Legal obligation; vital interests; substantial public interest; legitimate interest in protecting users |
| Maintain anonymised aggregate analytics | Aggregated learning, productivity, safety, or usage data with personal identifiers removed | Legitimate interest |
We do not use your personal data for targeted advertising. We do not sell your personal data.
We do not share your personal details with third parties for their own advertising or marketing purposes. Where you have opted in to newsletters or marketing communications, we may send you marketing or promotional content on behalf of selected third parties if we consider it beneficial or of potential interest to you. In those circumstances, we do not disclose your personal details to the third party for their own marketing.
Vortrix Labs uses artificial intelligence to provide AI Copilot assistance, generate study materials, explain topics, produce quizzes and flashcards, summarise documents, create revision plans, generate visual learning aids, support productivity, create business documents, assist with planning, support research, draft communications, and personalise your experience.
When you use AI features, the platform may process:
We only send the minimum information reasonably necessary to generate the relevant response or feature.
Vortrix may use your data to learn how to support you better as an individual user. This means your experience may improve over time based on your own account activity, preferences, prompts, uploaded content, learning progress, productivity workflows, and feedback. This account-level learning is used for you and is not used to personalise another user's account.
Vortrix may also use anonymised or aggregated data to improve the platform generally, including to improve safety, quality, usability, performance, learning features, productivity features, and AI output quality. Where data is anonymised, it is not used to identify you personally.
| Provider | Main use | Data shared |
|---|---|---|
| Anthropic Claude | Primary AI Copilot responses and content classification | Chat messages, relevant document excerpts, prompts, learning context, productivity context |
| OpenAI GPT | Safety guardrails, AI responses where applicable, image generation where applicable | Prompts, AI responses, safety review content, image generation prompts |
| Google Gemini / Imagen | Image generation and visual study aids where applicable | Image prompts derived from study or productivity content |
| Replicate / FLUX | Image generation for visual study aids, productivity visuals, or video overview content where applicable | Image prompts derived from study or productivity content |
| Perplexity | Search-augmented research features where enabled | Search queries derived from user prompts, study requests, business requests, or research requests |
These providers act as processors or sub-processors on our behalf. They are required to protect your data and process it only for the purposes we instruct. They do not use your personal data to train their models.
Vortrix Labs does not sell AI input or output data. Vortrix Labs does not share AI input or output data with advertisers.
Vortrix Labs uses automated processing to personalise your learning and productivity experience.
For example, the platform may:
These automated processes are used to support learning and productivity. They do not produce legal effects or similarly significant effects on you.
You may contact us at privacy@vortrixlabs.com if you want to ask questions about automated personalisation or request human review of a personalisation-related decision.
We share personal data only where necessary to provide, secure, support, or improve the platform, or where required by law.
We do not share your personal details with independent third parties for their own advertising or marketing purposes. We do not sell your personal data. At present, we only share personal data with service providers who help us operate the platform, with legal or regulatory recipients where required, or with safeguarding recipients where necessary.
We reserve the right to introduce additional third-party sharing in the future where lawful and appropriate. If we do this, we will update this Privacy Notice and, where required, obtain consent or provide users with appropriate choices before the new sharing begins.
| Service | Provider | What they receive |
|---|---|---|
| Payment processing | Stripe | Email address, subscription details, payment reference, billing status. Stripe processes payment card details directly. |
| File storage | Amazon Web Services S3 | Uploaded documents, generated media files, file metadata. |
| Authentication | Google, Apple | OAuth tokens and authentication information where you choose to sign in using Google or Apple. |
| AI language models | Anthropic, OpenAI, Google | Chat messages, document excerpts, prompts, learning context, productivity context, AI input and output data where needed. |
| Search-augmented AI | Perplexity | Search queries derived from your research prompts, study prompts, productivity prompts, or chat requests. |
| AI image generation | OpenAI, Google, Replicate | Image generation prompts derived from study or productivity content. |
| LLM observability and quality monitoring | Langfuse | AI prompts, AI responses, model metadata, latency data, quality and safety evaluation data. |
| Error monitoring and reliability | Sentry | Error events, stack traces, IP address, user identifier, and technical data needed to diagnose errors. |
| Website analytics (privacy-preserving) | Matomo | Cookieless aggregate page-view and usage statistics by default. Where you give consent on business pages, standard Matomo analytics cookies (_pk_id, _pk_ses) may be set. No personally identifiable data is shared; data is held in the EU (Frankfurt) if Matomo Cloud is used, or on our own infrastructure if self-hosted — confirmed before launch. Safeguards: data processing agreement (Cloud) or fully self-hosted. |
| Email delivery | IONOS SMTP, Resend | Email address and email content for transactional messages, newsletters, and marketing communications where applicable. |
| Calendar sync, optional | Google Calendar API | Calendar event titles, times, descriptions, and OAuth tokens where you connect Google Calendar. |
| Legal, regulatory, or safeguarding recipients | Regulators, law enforcement, courts, emergency services, safeguarding authorities, or professional advisers where necessary | Relevant personal data only where required by law, necessary to protect users, or necessary to establish, exercise, or defend legal rights. |
Where we send marketing or promotional content on behalf of selected third parties to users who have opted in, we will send that content ourselves or through our email service provider. We will not disclose your personal details to those third parties for their own marketing purposes unless we update this Privacy Notice and have a lawful basis to do so.
If Vortrix Labs is involved in a business sale, merger, restructuring, investment, acquisition, or transfer of assets, limited personal data may be shared with professional advisers or the relevant buyer or successor organisation, only where necessary and subject to appropriate confidentiality and data protection safeguards.
Your uploaded documents and generated media are stored on Amazon Web Services servers in the European Union, currently in the Stockholm eu-north-1 region.
Some of our service providers and sub-processors may process personal data outside the United Kingdom, including in the United States. This may include providers such as Anthropic, OpenAI, Replicate, Stripe, Google, and other infrastructure or AI service providers.
Where personal data is transferred outside the United Kingdom, we use appropriate safeguards where required, including:
You may contact us at privacy@vortrixlabs.com if you would like more information about international transfer safeguards.
We use strictly necessary first-party cookies to operate the platform securely, and privacy-preserving Matomo analytics to understand how our site is used.
| Cookie | Purpose | Type |
|---|---|---|
| uma_access_token | Keeps you signed in. Contains an encrypted authentication token. | Strictly necessary, httpOnly, secure |
| uma_csrf_token | Protects against cross-site request forgery attacks. | Strictly necessary, secure |
We do not use advertising cookies, tracking pixels, retargeting, or behavioural profiling cookies.
Because we only use strictly necessary cookies for platform operation, we do not require consent for those cookies under the Privacy and Electronic Communications Regulations.
We use Matomo, a privacy-preserving analytics tool, to understand how visitors use our site. Matomo operates in cookieless mode by default across all pages. In cookieless mode no cookies are placed on your device; Matomo generates only anonymised aggregate statistics (such as page views and session counts) that cannot be used to identify you. The legal basis for cookieless analytics is our legitimate interest in understanding and improving site usage.
On our business-facing pages (/business*), we may display a consent banner and set standard Matomo analytics cookies (_pk_id, _pk_ses) only where you give consent. If you do not consent, Matomo continues in cookieless mode. The legal basis for cookie-based Matomo analytics is your consent. You can change or withdraw your consent at any time via our Cookie Settings page, the consent banner, or by contacting us at privacy@vortrixlabs.com.
For full details on cookies set by Matomo and how to manage them, please see our Cookie Policy.
We may send newsletters, product updates, educational content, business productivity content, platform announcements, offers, and other marketing communications where you have opted in during or after sign-up.
If you join our waitlist or sign up for our newsletter before you create an account, we collect your email address and your newsletter or marketing consent on the basis of your consent. We use it only to tell you about availability and launch and to send the updates you asked for. You can withdraw your consent or unsubscribe at any time using the link in any email or by contacting privacy@vortrixlabs.com, and we keep this data as described in “How Long We Keep Your Data”.
Newsletters and marketing communications will only be sent to users aged 13 and over. Where communications are sent to users under 18 years of age, they will be age-appropriate and suitable for the relevant age group.
If you opt in, we may send you:
We will not share your personal details with third parties for their own advertising or marketing purposes. If we send marketing content on behalf of a third party, Vortrix or our email service provider will send the communication.
You can unsubscribe from newsletters or marketing communications at any time by using the unsubscribe link in the relevant email or by contacting us at privacy@vortrixlabs.com.
Advertising and promotional communications (18+ only). Separately from our newsletter, users aged 18 or over may consent to receiving promotional and advertising communications. The lawful basis is your consent, which you can withdraw at any time in your account settings. This is only available to users aged 18 or over: we do not offer it to users under 18, and we never include under-18 users in advertising audiences.
Transactional or service messages, such as password resets, security notices, payment confirmations, account notices, or important platform updates, are not marketing communications and may still be sent where necessary.
We keep personal data only for as long as necessary for the purposes explained in this notice, unless a longer retention period is required or permitted by law.
| Data category | Retention period |
|---|---|
| Account information | Retained while your account exists. If you request account deletion, the account is placed in an inaccessible state for 72 hours before permanent deletion, unless the deletion request is reversed within that period. |
| Age verification and consent records | Retained while your account exists and for as long as needed to demonstrate compliance with age and consent requirements. |
| Chat messages and AI interaction data | Retained while your account exists to provide continuity. Deleted after the 72-hour deletion period if you request account deletion and do not reverse it, subject to limited exceptions. |
| Conversation summaries | Retained while your account exists to maintain context. Deleted after the 72-hour deletion period if you request account deletion and do not reverse it. |
| Learning profile and analytics | Retained while your account exists. Deleted after the 72-hour deletion period if you request account deletion and do not reverse it, except anonymised aggregate analytics. |
| Business profile and productivity data | Retained while your account exists. Deleted after the 72-hour deletion period if you request account deletion and do not reverse it, except anonymised aggregate analytics. |
| Uploaded documents | Retained while your account exists unless you delete individual documents earlier. Deleted after the 72-hour deletion period if you request account deletion and do not reverse it. |
| Generated learning or productivity content | Retained while your account exists unless deleted earlier. Deleted after the 72-hour deletion period if you request account deletion and do not reverse it. |
| Payment and transaction records | Retained for 7 years after the transaction to meet UK tax and accounting requirements. |
| Google Calendar OAuth tokens | Retained while your calendar remains connected. Deleted when you disconnect Google Calendar or delete your account, subject to the 72-hour deletion process where applicable. |
| Synced Google Calendar data | Retained only for as long as needed to provide revision planning and while your calendar remains connected. |
| Support communications | Retained for as long as necessary to handle the request and maintain appropriate business records. |
| Newsletter and marketing preference data | Retained while you remain subscribed or until you withdraw consent. We may retain a suppression record to ensure we respect your unsubscribe request. |
| Security logs and technical data | Retained only for as long as necessary for security, fraud prevention, abuse prevention, debugging, and platform reliability. |
| Error monitoring data | Retained in line with the relevant provider's retention policy and our operational needs. |
| Safeguarding records | Retained only where necessary and proportionate. Anonymised or redacted safeguarding records may be retained for up to 7 years where required or justified for safeguarding, legal, or public interest reasons. |
| Aggregate analytics | Retained indefinitely in anonymised form, with personal identifiers removed. |
You can request to delete your account at any time from your account settings.
When you request account deletion, your account and all of its contents will first be placed in an inaccessible state for 72 hours. This includes:
During the 72-hour period, you may reverse the deletion request and restore access to your account.
After the 72-hour period ends, your account and personal data will be permanently deleted from our systems. This action cannot be undone.
The following limited exceptions may apply:
We take the security of your personal data seriously and use appropriate technical and organisational measures designed to protect it against unauthorised access, loss, misuse, alteration, or disclosure.
These measures may include:
Access to personal data is limited to people and service providers who need it for legitimate business purposes. Where we use service providers, we require them to meet appropriate confidentiality, security, and data protection obligations.
Where users upload documents or other content to the Vortrix Labs Platform, we apply access controls designed to restrict access to authorised users and systems.
Although we take reasonable steps to protect your personal data, no online service can be guaranteed to be completely secure. You are responsible for keeping your login details confidential and for notifying us if you believe your account has been compromised.
Under UK data protection law, you have the following rights.
| Right | What it means |
|---|---|
| Right of access | You can ask for a copy of the personal data we hold about you. |
| Right to rectification | You can ask us to correct inaccurate or incomplete personal data. |
| Right to erasure | You can ask us to delete your personal data, or you can use the account deletion feature. |
| Right to restrict processing | You can ask us to limit how we use your personal data in certain circumstances. |
| Right to data portability | You can ask to receive certain personal data in a structured, commonly used, machine-readable format. |
| Right to object | You can object to processing based on legitimate interests. |
| Right to withdraw consent | Where we rely on consent, such as for Google Calendar sync or newsletters, you can withdraw consent at any time. |
| Right not to be subject to significant solely automated decisions | You have rights in relation to solely automated decisions that produce legal or similarly significant effects. Vortrix Labs does not use your personal data for such decisions. |
To exercise your rights, contact us at privacy@vortrixlabs.com.
We will usually respond within one month. If your request is complex or you have made several requests, we may need more time, but we will tell you if this applies.
Some rights may be limited where we are required to keep data by law, where deletion would affect the rights of another person, where safeguarding obligations apply, or where we need the data to establish, exercise, or defend legal claims.
Vortrix Labs is designed to support learning and productivity and may be used by young people aged 13 and above.
Our platform serves users aged 13 and over, including GCSE students, A-Level students, university students, professionals, and other learners. Users under 13 are not allowed to create an account.
We aim to provide age-appropriate privacy, safety, and transparency protections for younger users.
If you are under 18: a quick summary
For users aged 13 to 17, we apply stronger privacy and safety protections by default. These include:
We process children's personal data in line with UK data protection law and the ICO Age Appropriate Design Code.
We take children's best interests into account when designing, developing, and operating the platform.
We maintain a Data Protection Impact Assessment covering our processing of children's personal data. The DPIA is reviewed at least annually and when we introduce material changes to the platform. A summary may be requested by emailing privacy@vortrixlabs.com.
Parents and guardians play an important role in helping younger users understand and use Vortrix Labs safely.
If your child is aged 13 to 15, you must provide consent before they can use the platform.
As a parent or guardian, you may contact us to:
We may need to verify your identity and your relationship with the child before responding to certain requests.
We do not automatically share a child's private chat history with parents or guardians. However, where there is a serious safeguarding concern, legal obligation, or risk of harm, we may take appropriate action, which could include contacting a parent, guardian, emergency service, safeguarding professional, regulator, or other appropriate authority.
Vortrix Labs includes safety features designed to reduce the risk of harmful, unsafe, or inappropriate AI interactions, especially for younger users.
Safeguarding incidents may be reviewed by qualified Designated Safeguarding Leads or appropriately trained safeguarding personnel.
The platform may use automated crisis detection and safety classification systems to identify possible safeguarding concerns, self-harm risk, abuse, exploitation, or other serious safety issues.
Where appropriate, the platform may provide age-appropriate UK support resources, including Childline, Young Minds, Samaritans, and emergency services.
If you, a parent, guardian, teacher, or other person has a safeguarding concern about content, conduct, or wellbeing on the platform, please email safeguarding@vortrixlabs.com.
If you or someone else is in immediate danger, contact emergency services on 999.
UK support resources include:
Safeguarding records are handled carefully and retained only where necessary and proportionate. Anonymised or redacted safeguarding records may be retained for up to 7 years where required or justified for safeguarding, legal, or public interest reasons.
If you are unhappy with how we use your personal data, please contact us first at privacy@vortrixlabs.com. We will do our best to resolve your concern.
You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection.
We may update this Privacy Notice from time to time to reflect changes in our platform, services, technology, legal obligations, AI providers, safeguarding processes, marketing communications, third-party sharing arrangements, or data protection practices.
If we make material changes, we will notify you by email, in-app notice, or a prominent notice on the platform.
If we introduce new ways of sharing personal data with third parties, including any future third-party advertising or marketing data sharing, we will update this Privacy Notice and, where required, obtain consent or provide appropriate choices before that new sharing begins.
The "Last updated" date at the top of this Privacy Notice shows when it was last revised.
| Term | Meaning |
|---|---|
| Personal data | Information that identifies you or can be linked to you. |
| Data controller | The organisation that decides why and how personal data is used. Vortrix Labs is the controller for the personal data covered by this notice. |
| Processor / sub-processor | A service provider that processes personal data on behalf of Vortrix Labs. |
| AI input data | Information you provide to AI features, such as prompts, chat messages, uploaded document excerpts, study requests, or productivity requests. |
| AI output data | Content generated by AI features, such as explanations, quizzes, flashcards, summaries, images, revision plans, business documents, research summaries, or productivity outputs. |
| Learning analytics | Information created from your platform activity to understand progress, topic proficiency, engagement, and study needs. |
| Productivity analytics | Information created from your platform activity to support planning, workflow improvement, business operations, research, communication, automation, or client delivery. |
| OAuth token | A secure digital token that allows the platform to connect to another service, such as Google Calendar, without storing your password for that service. |
| Aggregate analytics | Data combined from multiple users and stripped of personal identifiers so it no longer identifies an individual. |
| Anonymised data | Information that has been changed so that it no longer identifies you and cannot reasonably be linked back to you. |
| Safeguarding record | A record created where there is a concern about a user's safety, wellbeing, harm, exploitation, abuse, or crisis risk. |
| Special category data | More sensitive personal data, such as health data, biometric data, racial or ethnic origin, religious or philosophical beliefs, or political opinions. |
| UK GDPR | The United Kingdom General Data Protection Regulation, which governs how personal data is used in the UK. |
| Newsletter | An email communication sent to users who have opted in, containing Vortrix updates, learning content, productivity content, product news, or age-appropriate promotional information. |
| Third-party marketing sent on behalf of another organisation | Marketing or promotional content that Vortrix sends to opted-in users without disclosing their personal details to the third party for that third party's own marketing purposes. |