voltexai.app

Privacy Policy

Last updated: 20 August 2026.

1. Who we are

voltexai.app is operated by Voltex Computers Limited (“we”, “us”, “our”), a company registered in England and Wales. For privacy questions, email support@voltexai.app.

  • Company number: 04038413
  • VAT number: GB753445524
  • ICO registration: Z1874861
  • Registered office: The Vicarage, Vicarage Road, Crawley Down, Crawley, England, RH10 4JJ

2. What this policy covers

This policy explains how we process personal data when you use voltexai.app (the web app and related APIs), including account sign-in, mailbox and calendar sync, optional bring-your-own-key (BYOK) AI, optional VoltexAI Managed AI on Standard and Pro, support, and optional analytics.

We are the controller for your voltexai.app account data. When you connect a mailbox or calendar, that provider remains the primary host of your mail and calendar content. We keep a synchronised copy so the product can work; we do not replace your mail host.

3. Data we process

  • Account: name, email address, session data, optional passkeys (public credential material only), and optional Google/Apple sign-in identifiers when you use those providers.
  • Workspace setup: workspaces, profiles, members, and product preferences (including analytics cookie choice when signed in).
  • Mailbox connections: connection metadata (hosts, usernames, OAuth tokens or app passwords — encrypted at rest), folder structure, and a synchronised copy of messages and attachments (bodies and binary content encrypted at rest) within each folder’s sync window. Defaults are 30 days for Inbox, Drafts, and other folders you opt in; 14 days for Sent; and 7 days for Trash and Spam. You can deepen those windows in Settings up to your plan maximum. We do not delete mail in your provider mailbox when applying these windows.
  • Calendar: calendars and events you enable for sync.
  • Contacts: contact records derived from connected sources where that feature is enabled.
  • Product activity: tasks, rules, scheduled sends, support tickets, API keys (labels/scopes; secrets hashed), OAuth consents for connected apps, and AI usage counters when you use BYOK or VoltexAI Managed AI.
  • Transactional email: we send one-time sign-in codes, export-ready notices, erasure confirmations, and similar service mail via our email provider (currently Resend).
  • Analytics (optional): Google Analytics 4 only after you accept analytics cookies. We do not use advertising or retargeting tags in the current product.

4. Why we process it (purposes and lawful bases)

  • Provide the service (contract): authenticate you (email OTP, passkey, or social sign-in), sync connected mail/calendar, power inbox/search/send/tasks/rules/API access, and operate support.
  • Security and abuse prevention (legitimate interests / legal obligation as applicable): rate limits, audit logs for API-key actions, and incident investigation.
  • Optional analytics (consent): GA4 when you accept analytics cookies. You can withdraw anytime in Settings → Privacy or via Cookie settings.
  • Optional BYOK AI (contract / steps at your request): only when you configure your own provider key and run an AI action (for example summarise or draft reply). We send the text of that request to your provider under that provider’s terms. Mail sync and send still go only to your mail host.
  • Optional VoltexAI Managed AI (contract / steps at your request): a Standard and Pro add-on you switch on in Settings. When you run an AI action, we send the text of that request to our AI provider (currently Anthropic) under Voltex’s account, within a monthly action allowance. This is not mail transit: your mailbox still syncs and sends through your mail host. Free does not include this add-on. See Pricing.

5. Cookies

  • Necessary: session and authentication cookies required to keep you signed in. Always on.
  • Analytics: GA4 cookies only after you Accept. Reject is as easy as Accept. Until you accept, analytics scripts are not loaded for measurement (Consent Mode defaults analytics to denied).

Manage your choice in Settings → Privacy / Cookie settings.

6. Who we share data with

We use processors to host and operate the product. Typical categories:

  • Hosting / infrastructure (our VPS provider — currently 20i Cloud)
  • Transactional email (currently Resend) for OTP and service notices
  • Analytics (Google Analytics) — only if you consent
  • AI provider for the in-app help assistant, and for VoltexAI Managed AI when you switch that add-on on (currently Anthropic)
  • Payment and accounting tools when billing is enabled (e.g. Stripe, FreeAgent) — not required until paid checkout is live

When you use BYOK AI, you engage that AI provider directly on your key. When you connect Google/Microsoft/Apple (or other) mail/calendar providers, you also engage those providers directly. Message sync and send use the credentials you supply to talk to your mail host — not our AI provider. When you switch on VoltexAI Managed AI, Anthropic processes the text of the AI actions you run, as our processor (see Subprocessors).

The current list of processors, with location and transfer safeguard, is at Subprocessors.

7. International transfers

Some processors (for example transactional email, GA4, Anthropic for help replies and Managed AI actions, or your own BYOK vendor) may process data in the United States or other countries outside the UK/EEA. Where required, we rely on appropriate safeguards such as the UK Extension to the EU–US Data Privacy Framework and/or standard contractual clauses (including the UK Addendum). We keep written transfer assessments for those flows. See Subprocessors for which safeguard applies to each processor.

8. Retention

  • Active account: we keep synchronised mail within each folder’s sync window (defaults: Inbox, Drafts, and opted-in folders 30 days; Sent 14 days; Trash and Spam 7 days, each capped by your plan maximum and any longer window you set in Settings). Calendar data you enable for sync is kept while the account remains open. Account and operational data are retained while your account remains open. These windows only limit how far back we copy mail into voltexai.app; they do not delete mail at your provider.
  • Mailbox disconnect: mailbox credentials are revoked immediately. Encrypted message content we held for that mailbox is retained for about 90 days, then hard-deleted.
  • Local Trash / Spam copies: typically purged after about 90 days in voltexai.app (product setting, separate from the 7-day Trash/Spam sync window). This does not change your provider’s own retention.
  • Account erasure: credentials and keys are revoked immediately. Content deletion runs after a 48-hour cancellation window. When erasure completes, we email a confirmation to your login address. Support tickets may be retained in anonymised form for internal knowledge; API-key audit logs for the account are removed with the account.
  • Free accounts — inactivity cleanup: if you are on the Free plan and do not sign in for about 90 days, we schedule full account deletion with a 30-day notice. We email reminders at 30 days, 14 days, 7 days, and 24 hours before deletion. Signing in before the scheduled date cancels the deletion. Paid plans are not affected by this policy.
  • Data export downloads: ready archives expire after about 48 hours.

9. Your rights

Under UK GDPR you can usually ask us to:

  • access your personal data
  • correct inaccurate data
  • erase data (including Settings → Delete my account)
  • restrict or object to certain processing
  • receive a portable copy of account/operational data we hold
  • withdraw consent (analytics cookies) at any time

Self-service: Download my data and Delete my account are available in Settings when signed in. The export covers account/operational data we hold (workspace, mailbox metadata, tasks, rules, tickets, etc.). It does not duplicate your full synced mail/calendar bodies — those remain available at your mail/calendar provider.

Contact support@voltexai.app for rights requests. You may also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data. We are registered with the ICO as Voltex Computers Limited, registration Z1874861.

10. Security

We use encryption in transit (HTTPS) and encrypt sensitive credentials and message bodies/attachments at rest. Passkey private keys never leave your authenticator. Email OTP codes are short-lived. No one can eliminate all risk; please protect access to your inbox and devices.

11. Children

voltexai.app is aimed at adults and business users. We do not knowingly offer accounts to children.

12. Changes

We may update this policy as the product and legal requirements evolve. Material changes will be reflected by updating the “Last updated” date on this page. For significant changes we may also notify you in-product or by email.

13. Contact

Privacy contact: support@voltexai.app

Voltex Computers Limited, company number 04038413, VAT GB753445524, ICO registration Z1874861. Registered office: The Vicarage, Vicarage Road, Crawley Down, Crawley, England, RH10 4JJ.

Related: Terms of Service · Subprocessors · Pricing.

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