Legal

Privacy policy

Last updated: [DATE] (draft of 4 November 2026) · Plain-language summary: How TiDani handles your data

1. Who we are

TiDani ([REGISTERED COMPANY NAME AND ADDRESS]) provides an AI question-answering service. It lets the people in an organisation ask questions about documents kept on their own computers and get answers that show their sources. The service has a desktop app, a web app and cloud servers that connect them. For privacy questions, write to [PRIVACY CONTACT EMAIL].

When an organisation uses TiDani, that organisation decides which people and computers join its workspace and what they may see. [ROLES UNDER APPLICABLE LAW, FOR EXAMPLE WHETHER TIDANI ACTS AS PROCESSOR FOR THE ORGANISATION AND AS CONTROLLER FOR ACCOUNT DATA: TO BE SET WITH LEGAL ADVICE.]

2. What we collect

  • Account data: your email address, your name, and a salted hash of your password (a one-way scrambled form that cannot be turned back into the password). If you sign in with Google, we store your Google account identifier instead of a password.
  • Workspace data: the people in the workspace with their roles, access levels and teams; the names of the workspace, its teams and its computers, and any descriptions your admins write; and the access rules admins set. The file paths in those rules are stored encrypted. Names and descriptions are stored without the extra workspace encryption described in section 6.
  • Chat history: your questions, the answers, the file paths of the sources each answer cited, and, for answers made in deep mode, short excerpts of those sources (up to three passages of about 300 characters for each search step). All of this is stored encrypted.
  • The latest answer: when an answer finishes, the answer with short snippets of its sources is kept encrypted for 10 minutes, so that it can be shown again if your connection drops. It is then deleted.
  • Usage records: who asked, when, whether it worked, any error code, timings, a one or two word topic label produced by our AI model, and which computers answered. They never contain your question or the answer.
  • Computer descriptions: for each computer that shares documents, counts of its files by type (no file names), and a numeric summary (a few averages of the numbers our search model computes for its passages). The summary is computed on the computer, contains no text and no file names, but it is derived from the content of the shared files. It is sent automatically and cannot be turned off today.
  • Routing statistics: to choose which computers to ask, we keep, for your workspace only, running averages of the numeric form of questions (not the questions themselves), and counts of how often each computer’s documents were cited and how quickly it answered.
  • Security log: account and administrative actions and other security events, such as inviting someone or changing their access. People appear in it as identifiers. It does not contain questions or answers.
  • Technical logs: our hosting provider’s service logs record requests, such as addresses, identifiers and error codes.
  • Optional connections: if you connect Google Drive, a read-only access token (stored encrypted), your Google email address, and the names of the files that are synced (stored encrypted), with their Drive identifiers, file types and dates.
  • Voice: if you ask by voice, the recording is turned into text by our own speech model. The recording is not stored; only the text is used, like a typed question.
  • Website analytics: on tidani.tech we use Cloudflare Web Analytics to count page views. The website has no questions or answers in it.

What we do not collect: your files, or the search index built from them. They stay on your computers. When a question is asked, the question text is sent to the computers in your workspace that may hold the answer, which can include colleagues’ computers. Each returns the passages that match, limited to what the person asking is allowed to see. Those passages travel encrypted over the network to our servers and our AI model, are held in memory to make that answer, and are not stored, except for the 10-minute latest answer and the deep-mode excerpts described above.

3. How we use it

  • To provide the service: sign you in, send each question to the right computers, apply access levels, make the answer, keep your chat history, and send invitations, sign-in codes and notices.
  • To show workspace admins how the workspace is used: activity counts, outcomes and topic labels per person (see section 4).
  • To keep the service secure and to fix problems, using the security log, technical logs and error reports that contain no content.
  • To route questions well, using the routing statistics and computer descriptions above, kept inside your own workspace and never shared with other workspaces.

We do not use your documents, questions or answers to train or fine-tune any AI model, ours or anyone else’s. Our AI models are open-source models used as published. We do not sell your data. [LEGAL BASES FOR EACH USE, IF REQUIRED: TO BE SET WITH LEGAL ADVICE.]

4. Who can see it, and who processes it

Inside your workspace. Workspace admins can see members’ names, email addresses, roles and access levels, activity (including how many questions each person asked and the one or two word topic of each), and file-type counts for each computer. They cannot see questions, answers or chat history. The TiDani app on a colleague’s computer receives the text of a question when that computer may hold the answer.

TiDani. Stored data is encrypted with keys that we manage through Amazon Web Services’ key service (AWS KMS), so TiDani can technically decrypt it. Every use of the master key is logged by AWS. [INTERNAL ACCESS POLICY: WHO AT TIDANI MAY ACCESS CUSTOMER DATA, AND WHEN.]

Our providers (subprocessors).

  • Cloudflare: hosting, storage, networking, bot protection and service logs. Questions, passages and answers pass through Cloudflare’s servers, in memory, while an answer is made.
  • Amazon Web Services: encryption key management (AWS KMS).
  • Resend: email. It receives recipients’ addresses and the content of our emails, such as sign-in codes, invitation links and workspace names.
  • Google: sign-in and Google Drive, only if you use them.
  • Sentry: error reports. These contain the type of error and where in our code it happened, not your content.

The AI models, including the speech model, are open-source models that run on local hardware operated by TiDani. No outside AI service receives your questions, passages or answers. [PAYMENT PROCESSOR, ONCE CHOSEN.]

The desktop app downloads its search model from Hugging Face. That is a download only; no content is sent.

We may disclose data where the law requires it. [LAW ENFORCEMENT AND GOVERNMENT REQUESTS POLICY: TO BE SET WITH LEGAL ADVICE.]

5. How long we keep it

  • Account data: until you delete your account, plus a 30-day grace period in which signing in restores it.
  • Workspace data and computer descriptions: until they are removed, and at the latest until the workspace is deleted.
  • Chat history: until you delete a conversation or your account. Deleting a conversation permanently removes it and its messages.
  • The latest answer: 10 minutes.
  • Usage records: up to 400 days. They are deleted with the workspace, but deleting a single account does not remove that person’s past usage records before then.
  • Security log: 7 years, in storage that cannot be changed, including after an account or workspace is deleted.
  • Technical logs: about 7 days.
  • Backups: deleted data may remain in our hosting provider’s backups for about 30 more days.

When an account is deleted, we wait 30 days, warning you by email 7 days before the end. If you do not sign in, we then permanently delete the account, its chat history and its computers. Deleting a workspace also deletes its workspace data, routing statistics and usage records.

6. Security

  • In transit: data travelling between your computers, our servers and our AI model is encrypted.
  • At rest: your account details, chat history, the latest answer, Drive tokens and file names, and access-rule paths are encrypted with AES-256 using keys unique to your workspace or to you. Those keys are themselves encrypted under a master key held in AWS KMS, and every use of the master key is logged.
  • Not encrypted with workspace keys: workspace, team and computer names and descriptions, usage records and topic labels, computer descriptions and routing statistics, and your Google email address if you connect Drive.
  • Passwords are stored only as Argon2id hashes.

This is not end-to-end encryption. Because the service has to process your data to answer questions, the keys are managed by us. You can report a security issue to security@tidani.tech.

7. Your rights

[RIGHTS UNDER APPLICABLE LAW: ACCESS, CORRECTION, DELETION, PORTABILITY, OBJECTION, COMPLAINT TO A REGULATOR. TO BE COMPLETED WITH LEGAL ADVICE FOR YOUR JURISDICTIONS.]

You can delete conversations and your account yourself in the app. Workspace admins can remove people from a workspace. If your organisation manages your account, you may need to contact its admins first. [HOW TO MAKE A REQUEST, AND RESPONSE TIMES.]

8. Location and transfers

Your data is currently hosted in the United States by default. Encryption keys are held in AWS US East (N. Virginia), with a replica in AWS Europe (Ireland). EU-only hosting is not available yet. [TRANSFER MECHANISMS, IF REQUIRED.]

9. Children

TiDani is for use by organisations and is not directed at children under [AGE].

10. Changes and contact

We will tell workspace owners about material changes before they apply. [NOTICE PERIOD AND METHOD.]

Privacy questions: [PRIVACY CONTACT EMAIL]. Security reports: security@tidani.tech. Company: [REGISTERED COMPANY NAME AND ADDRESS].