Theme
Security and data
Your data
What's held
| What it is | Where it came from | |
|---|---|---|
| Rules | The text of each rule's document, its values, and every version | Documents you named |
| Memory | Passages from documents you connected or uploaded, indexed for search | Your sources |
| Clients | Names you added | You |
| Your agency's description | What you do and who for, as entered in Settings | You |
| Ask conversations | Each person's questions and answers, readable only by that person | Each person, as they ask |
| People and access | Your team, their roles, their category access | You |
| Connections | Encrypted tokens for the accounts you connected | Your authorisation |
| Handover records | Which rules and versions went to which AI tool, and what it reported back | Your tools |
Your original files are not stored. Vythos reads them where they live.
Changing what's held
| To… | Do this |
|---|---|
| Correct a rule | Edit its document. The rule follows within about ten minutes |
| Stop a rule applying | Retire it. Its history is kept |
| Replace a document's text in memory | Upload the file again, or re-sync its source. The old text is replaced, not added to |
| Stop a source feeding memory | Disconnect it in Sources |
| Remove Notion's material | Disconnect Notion — it clears what it put in your memory |
| Remove a conversation | Delete it from the list beside Ask. Only you can see yours, so only you can delete them |
| Change your agency's description | Settings (owner) |
| Remove everything | Delete the workspace in Settings |
Disconnecting is not deleting, except for Notion
Notion clears its memory on disconnect. Google Drive, GitHub and Gmail remove access but leave what they already read. If you need a particular source's memory cleared without deleting the workspace, ask us — it's a request we handle by hand today.
Deleting the workspace
Settings → Danger zone → Delete workspace. It asks you to confirm, and then everything goes: rules and their history, memory, conversations, clients, members and their access, connections, and every record of what was handed to an AI tool.
The deletion is derived from the shape of the database rather than a list someone maintains, so nothing is left stranded. It cannot be undone, and we cannot recover a deleted workspace for you.
What it doesn't touch: your documents in Drive, Notion or on your computer. They were never ours.
When someone leaves
There's no way to remove a person from the workspace in the app today. To stop anything shared reaching them, set every kind of rule to No access on the Members page — it takes effect on their next question — and ask us to close their account. Their own memory and conversations stay theirs, and unreadable by anyone else, until then.
One consequence worth planning for: rules are read with the access of whoever added them, so rules added from a departing colleague's Drive stop following their documents once their Drive access ends. Add those documents again from an account that's staying. See When a file can't be read.
Data protection requests
If someone asks you to produce or delete personal data held in your workspace — a subject access request — most of it is answerable from the product: memory is per person, and what a person uploaded or connected can be removed with them. Ask conversations are per person too: the person can read and delete their own, and nobody else can — the owner included — so a request that covers someone else's conversations is one to bring to us.
For anything you can't do from the app, ask us. Vythos records the processing it does on your behalf, and we'll help you answer.
Where the data lives
In our managed infrastructure, with models run on Microsoft Azure (Azure OpenAI) in the EU — requests to the models are processed only in EU member states. If your clients require a specific region or a data processing agreement, talk to us before you sign anything that commits you.
Keeping your own copy
Your rules are documents you already own, in your own Drive, Notion or computer — which is the point of the model. Vythos holding them is a convenience, not custody. If Vythos disappeared tomorrow, your rate card would still be exactly where it is.