Perpetual AI Solutions Ltd · Company No. 767280
Privacy Policy
How Perpetual AI Solutions Ltd handles personal information when you visit our website, contact us or use Vera.
Effective and last updated:
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1. Who we are
Perpetual AI Solutions Ltd is registered in Ireland under company number 767280. Our registered office is Units 1201 & 1202, City Gate, 1000, Mahon, Cork, T12 W7CV, Ireland. You can contact us about privacy at support@askvera.ie.
We are the controller of personal information used to operate our website, respond to enquiries, manage business relationships, administer billing and protect our service. Where a customer determines why and how personal data in its workspace is processed, we act as its processor under the applicable data processing agreement. That customer’s privacy notice governs its purposes and instructions.
This policy covers visitors, prospective customers, account contacts and users insofar as we act as controller. If your employer or another organisation provides your account, contact its administrator about its use of your information. We will assist it with requests concerning data we process on its behalf.
2. Information we handle and where it comes from
Enquiries and correspondence: your name, business email, organisation if supplied, enquiry topic, message and subsequent communications. You provide these through forms, email or conversations with our team.
Accounts and administration: user and workspace identifiers, name, email, roles, invitations, authentication and security events, and records of terms acceptance. These come from you, your organisation’s administrators and identity services used for sign-in.
Billing and business records: plan, subscription and usage information, billing contact details, invoices, payment status and payment-provider references. Payment details entered directly into a payment provider’s interface are handled by that provider.
Service and technical information: requests, timestamps, browser or device information, network identifiers, errors, security logs and feature activity needed to operate and troubleshoot the service. Diagnostic reporting can involve Sentry where enabled in a deployment.
Workspace content: documents, questions, answers, citations, meeting transcripts, customer records and communications selected through uploads or authorised connectors. Such content may include personal information about employees, customers and other people. Its scope depends on the customer’s configuration and instructions.
3. Purposes and lawful bases
We use enquiry and contact details to answer questions, arrange demonstrations and manage customer relationships. Our basis is our legitimate interest in communicating with businesses interested in Vera; where you personally request steps towards a contract, we may instead rely on those pre-contractual steps.
We administer business-user accounts, subscriptions and support in our legitimate interests in delivering and managing the customer relationship. Where the individual is personally a party to the contract, necessary processing is based on contract performance.
We use technical records to investigate failures, prevent misuse and maintain security in our legitimate interests in protecting Vera, its customers and users. Processing required for accounting, tax, lawful regulatory requests or other legal duties is based on those obligations.
Where optional marketing or non-essential device storage requires consent, we obtain it separately. An enquiry is not permission for unrelated marketing. You may object to direct marketing at any time and withdraw consent for consent-based processing.
For Customer Content handled as processor, the customer determines the lawful basis. Accepting service terms or acknowledging this policy is not blanket consent to every processing activity.
4. Information you need to provide
We need enough contact information to respond to an enquiry and the account, authentication and billing information necessary to provide the requested service. If required details are not supplied, we may be unable to answer, create an account or fulfil the order. Optional form fields are identified as such.
Only provide information relevant to your request. Do not send passwords, API keys, or unnecessary sensitive information through a general enquiry form. Customers must ensure that they have authority to supply other people’s information.
5. AI processing and connected services
Vera uses model services to generate answers. Relevant questions, selected source content and associated context may be transmitted to the model provider to fulfil the request. OpenAI is identified in our service-provider inventory for prompts, outputs and metadata.
Indexed connectors can create stored knowledge; Gmail and Outlook provide live-query context rather than shared knowledge-base ingestion. Live access can still involve processing selected content in a question, answer or service record. Revoking a connection is different from requesting deletion of information already processed.
Our service licence does not authorise general-purpose model training on Customer Content. Separately requested training or retrieval-tuning work requires documented customer instructions and agreed safeguards. Provider-side processing is governed by the relevant contractual arrangements, not by an assumption that every provider retains nothing.
Vera’s answers are intended to support human work, not determine a person’s employment, creditworthiness or other legal or similarly significant outcome without human assessment. Customers must not use the service for such solely automated decisions contrary to applicable law.
6. Who receives information
Information is accessible to authorised personnel and service providers where necessary for their role. Depending on the service used, providers include AWS for hosting, storage and infrastructure logs; OpenAI for model processing; WorkOS for identity and authentication; Stripe for payment and billing administration; Resend or AWS SES for transactional email; and Sentry for enabled diagnostic reporting.
Your organisation’s administrators can manage account access and may review workspace activity, usage and audit information within their permissions. Connected providers process information under their own terms and the authorisations granted by your organisation.
Professional advisers, insurers and competent authorities may receive information where necessary for advice, legal obligations or establishing and defending claims. In a business reorganisation or sale, relevant information may be shared subject to appropriate confidentiality and data protection safeguards.
We do not sell personal information. Service providers processing on our instructions are subject to appropriate contractual restrictions. Contact support@askvera.ie for the provider and processing details relevant to your service.
7. International processing
Vera is an Irish service, but the use of international service providers can involve processing outside the European Economic Area, including in the United States. A customer’s selected storage region does not necessarily determine every support, identity, email or model-processing location.
Restricted transfers must have an applicable Chapter V GDPR mechanism. Depending on the recipient, this may be an applicable European Commission adequacy decision or the Commission’s standard contractual clauses, with transfer assessment and supplementary measures where required. We will not rely on a provider’s headquarters alone as evidence of an adequate safeguard.
You can request details of the transfer arrangements applicable to your data and a copy of relevant safeguards from support@askvera.ie, with confidential or third-party information redacted where appropriate.
8. How long information is retained
We retain personal information for the purpose for which it was collected, taking account of the relationship, legal duties, security needs and relevant claim periods. Different records have different purposes; closing an account does not require deletion of an invoice that must be kept by law.
Enquiries and correspondence are kept while the matter is active and for a reasonable follow-up or dispute period, determined by the enquiry’s subject, ongoing relationship and whether a complaint or claim remains unresolved. Unneeded copies are deleted or anonymised rather than kept for unspecified future use.
Account and contract records are kept for the relationship and thereafter to establish its terms, handle outstanding obligations and meet applicable limitation periods. Tax and accounting records are generally retained for six years, or longer where a specific legal requirement or continuing dispute requires it.
Security and diagnostic records are retained for the period necessary to detect and investigate issues, proportionate to the risk and any active investigation. Records subject to a legal hold are restricted and retained until that need ends.
Customer Content is retained according to the customer’s documented instructions, applicable workspace settings and data processing agreement, including exit and retrieval arrangements. Chat and archived-document retention are separate controls; they are not a universal expiry rule for active knowledge. Backup copies follow the applicable backup lifecycle with restricted access. Contact us for the retention arrangements applying to your workspace or request erasure where you are entitled to do so.
9. Protecting information
We apply technical and organisational safeguards appropriate to the nature and risks of the processing, including access restrictions and security monitoring. Customers must also manage source permissions and user access and protect their credentials.
No online service can guarantee absolute security. Report a suspected privacy or security incident to support@askvera.ie with enough information to investigate, without including unnecessary confidential material. We will assess incidents and make notifications required by applicable law and our processing agreements.
11. Your rights and choices
Subject to the conditions and exceptions in data protection law, you may request access, correction, erasure, restriction or portability of your personal data, and object to processing based on legitimate interests. You may object to direct marketing at any time. Where we rely on consent, you may withdraw it without affecting processing that was lawful before withdrawal.
Send requests to support@askvera.ie. We may ask for proportionate information to verify identity and locate records. We normally respond within one month; complex or numerous requests may take up to two additional months, with notice and reasons within the first month. Requests are ordinarily free; any permitted fee or refusal for a manifestly unfounded or excessive request will be explained.
If the request concerns information controlled by your organisation, we will direct it to the appropriate customer contact or assist the customer as its processor. We will not disclose another person’s protected information simply because it appears in a workspace.
You may complain to the Irish Data Protection Commission at www.dataprotection.ie, or to your competent supervisory authority, including where you live or work in the EEA. You do not have to contact us before making a complaint.
12. Children
Vera is a business service, not a service directed at children. Account holders must be at least 18. Customers must not intentionally submit children’s information unless it is necessary, lawful and expressly covered by the agreed processing scope. Contact us if you believe information has been supplied contrary to these requirements.
13. Changes and contact
We may update this policy to reflect changes in the service, processing or law. The date at the top identifies the current version. We will give appropriate notice of material changes, and provide further information or obtain consent where legally required before using information for a new purpose.
For privacy questions or requests, contact support@askvera.ie or write to Perpetual AI Solutions Ltd at Units 1201 & 1202, City Gate, 1000, Mahon, Cork, T12 W7CV, Ireland.