1. Acceptance of Terms

By accessing or using Our Knowledge Vault ("the Service"), you agree to be bound by these Terms & Conditions. If you do not agree, you may not use the Service. These terms apply to all users, including managers and consultants within a registered workspace.

2. Description of Service

Our Knowledge Vault is a secure, cloud-hosted document management and knowledge-base platform designed for consulting firms and professional teams. The Service allows authorised users to upload, search, manage, and share Standard Operating Procedures (SOPs) and related documents within an isolated workspace.

3. Account Registration & Workspaces

Each organisation registers a unique workspace. Access within a workspace is managed by a designated Manager. Users requesting access must be approved by the workspace Manager before gaining entry. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account.

4. Acceptable Use

You agree not to:

• Upload malicious files, malware, or content designed to harm the platform or other users
• Attempt to gain unauthorised access to other workspaces or user accounts
• Use the Service to store or distribute unlawful content
• Reverse-engineer, scrape, or abuse the API in ways that degrade service for others
• Share your credentials with unauthorised individuals

5. Data Ownership

You retain full ownership of all documents and data you upload to the Service. By uploading content, you grant Our Knowledge Vault a limited licence to store, process, and display that content solely for the purpose of providing the Service to your workspace.

6. Security & Compliance

We apply industry-standard security controls including encrypted storage, token-based authentication with revocation, account lockout policies (NIST AC-7), inactivity timeouts (AC-11), and a 6-layer file upload security pipeline. However, no system is completely immune to breaches. You are responsible for the security of your own credentials.

7. Service Availability

We aim for high availability but do not guarantee uninterrupted access. Scheduled maintenance, infrastructure events, or force-majeure circumstances may cause temporary downtime. We will endeavour to provide advance notice of planned maintenance where possible.

8. Intellectual Property

The Our Knowledge Vault platform, including its design, code, branding, and features, is the intellectual property of its operators. You may not copy, redistribute, or create derivative works based on the platform without express written consent.

9. Limitation of Liability

To the fullest extent permitted by applicable law, Our Knowledge Vault shall not be liable for indirect, incidental, or consequential damages arising from your use of the Service. Our total liability shall not exceed the fees paid by your workspace in the three months preceding any claim.

10. Termination

We reserve the right to suspend or terminate access to any workspace or user account that violates these Terms, without prior notice. Upon termination, your data will be retained for 30 days before permanent deletion, unless otherwise required by law.

11. Changes to These Terms

We may update these Terms from time to time. We will notify workspace Managers via email of material changes at least 14 days before they take effect. Continued use of the Service after that date constitutes acceptance of the revised Terms.

12. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

Questions about these Terms? Contact us at fathihirsi021@gmail.com.

1. Who We Are

Our Knowledge Vault ("we", "us") is a document management platform operated for professional consulting teams. This policy explains what data we collect, how we use it, and your rights regarding that data.

2. Data We Collect

• Account data: name, email address, workspace, role, and hashed password
• Documents: files you upload, along with titles, categories, summaries, and metadata you provide
• Usage data: search queries, document views, uploads, and other actions logged in the activity audit trail
• Session data: authentication tokens (stored hashed), login timestamps, and IP addresses for security purposes
• Cookie data: session and preference cookies as described in our cookie policy

3. How We Use Your Data

• Authenticate and authorise access to your workspace
• Provide full-text search and document management features
• Send transactional emails (account approval, password reset, expiry alerts)
• Maintain security audit logs and detect abuse
• Improve platform performance and reliability

4. Data Storage & Security

Your data is stored on Railway's cloud infrastructure with persistent encrypted volumes. We apply NIST 800-53 security controls including bcrypt password hashing (cost factor 12), JWT token revocation, account lockout, and inactivity session timeouts. Files are scanned through a 6-layer AI-assisted security pipeline before storage.

5. Cookies

We use the following types of cookies:

• Essential: Authentication tokens and CSRF protection — required for the platform to function
• Analytics: Aggregate, anonymised usage metrics to help us improve the platform
• Preferences: Workspace and UI settings saved between sessions

You can manage your cookie preferences at any time via the cookie settings in our footer.

6. Data Sharing

We do not sell, rent, or share your personal data with third parties for marketing purposes. Data may be shared only in the following limited circumstances: (a) with sub-processors necessary to operate the platform (hosting, email delivery); (b) when required by law or a valid legal order; (c) to protect the rights and safety of users or the platform.

7. Data Retention

Account and document data is retained for as long as your workspace is active. Upon workspace deletion or account termination, data is permanently deleted within 30 days. Audit logs are retained for 12 months for security compliance purposes.

8. Your Rights (GDPR)

If you are located in the UK or EU, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate data
• Erase your data ("right to be forgotten")
• Restrict or object to certain processing
• Portability — receive your data in a machine-readable format

To exercise these rights, contact us at fathihirsi021@gmail.com. We will respond within 30 days.

9. Children's Privacy

Our Knowledge Vault is not directed at individuals under the age of 16. We do not knowingly collect personal data from children.

10. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated to workspace Managers via email with at least 14 days' notice. Your continued use of the Service after that date constitutes acceptance.

11. Contact & DPO

For privacy enquiries or to exercise your rights, contact us at fathihirsi021@gmail.com.