Versión 0.1

Your Vault, explained

Version: 1.0 (draft) · Effective date: [DATE]

Draft note for internal review — not for publication. Bracketed [...] items await confirmation (notably the [14]-day backup-erasure window as true worst-case). This is the user-facing, plain-language guide to how your Vault works. It explains the how; the formal legal terms live in the Privacy Policy and Terms & Conditions, which this guide points to whenever it matters.

This is the plain-language guide to how your Lifexam Vault works — what we store, where it lives, and exactly what happens when you delete something. For the formal legal detail (your rights, the legal bases, retention), see the Privacy Policy.

What your Vault is

Your Vault is your private store of the medical documents you upload, plus the structured data we read from them. It exists for one reason: so you can keep your health records in one place, see your results over time, and share them with people you choose. We never sell what's in your Vault, and we never share it for advertising.

What we store

Two things, side by side:

Your original document, exactly as you uploaded it. This is the authoritative record — the real thing.
The extracted data — the test names, values, units, ranges and dates our system reads from it, so your results are searchable and easy to track.

If the extracted data and your original ever disagree, your original document is the one to trust. The extracted version is there for convenience, not as a replacement. (More on accuracy in the Terms.)

Profiles for people you look after

If you look after someone else's health records — an adult you care for, or your child — you can keep a separate profile for them inside your account. Think of profiles as separate drawers in the same vault: they keep each person's records apart and tidy. The person the profile is for doesn't log in; you manage it.

When you set up a profile for someone, you're confirming you're allowed to manage their records, and you're responsible for what goes in it — exactly as you are for your own. Everything in this guide (deletion, the [14]-day backup window, auto-delete, exports) works the same way for each profile. We don't yet support moving a profile out into its own separate account, but we plan to — and in the meantime, if someone needs their own account or wants to handle their own data rights, just write to privacy@lifexam.com. The full rules for managed profiles are in the Terms.

Where your documents are stored

Inside the European Economic Area, in Ireland. Your documents are sensitive health information, and we treat them with the highest level of care — stored securely and encrypted. For the technical and legal detail, see the Privacy Policy.

How your documents are processed

When you upload a document, our system reads it automatically. The first stages work out what kind of document it is and which organisation issued it. No person reads your document as part of normal processing.

There are only two situations where a person on our team might open the actual content of a document:

When you ask us to — for example, if a document didn't come out right and you want us to look into it. We only open the documents you raise, and only for as long as it takes to help.
Rarely, to fix a wider problem — if documents from a particular source keep failing, we first investigate by grouping the failures by document type and issuer, which doesn't need anyone to read your health information. Only if that isn't enough will someone look at actual content, kept to the minimum needed.

Whenever a person does open a document's content, it's restricted to authorised staff, it's logged, and it's never used to train models. You can ask us for a record of any such access to your documents.

How long we keep things

For as long as you want. Your documents and extracted data stay in your Vault until you delete them or close your account — that's the promise. You can also set things to auto-delete after a period you choose (see below). For the formal retention terms, see the Privacy Policy.

Deleting a document

When you delete a document:

it's removed from your Vault and our active systems straight away;
everything tied to it goes too — the original file and the extracted data;
there's a short 7-day grace period first (in case you change your mind or deleted something by accident), and then it's gone for good.

What about backups?

This is the part people rightly ask about. We keep backups so your data is safe from accidents and outages. Those backups are stored as secure, sealed bundles that we can't edit piece by piece — they rotate on a fixed schedule.

So when you delete something:

it's gone from the live system immediately, and we don't use it for anything in the meantime;
it's then erased from all backups within a maximum of [14] days, as the backup cycle rotates;
during those days, the backups exist only to recover from a disaster — nothing else.

In short: deletion is immediate where it counts, and complete within [14] days everywhere.

Auto-delete settings

By default, nothing auto-deletes — keeping your full history is the point of the Vault. But if you'd rather, you can set documents to delete automatically after 12, 24, or 36 months. You're in control, and you can change this whenever you like.

Closing your account

If you close your account, your whole Vault is deleted — every document and all extracted data — following the same process and the same [14]-day backup window described above. The same happens if we ever have to close your account (see the Terms).

Fixing extraction mistakes

Our scanning improves all the time, but no automatic reading is perfect. If you spot a wrong value, unit, or date, you can flag and correct it with the correction tool. This makes your record right — and helps us improve. Your corrections are used to improve the service; they are not used to train models.

You can also choose to let us use your corrections to fix our extraction — this is optional, off unless you turn it on, and you can switch it off again anytime in your settings. If you turn it on, you let us look at the values you edited, the original document, and its processing data, only to investigate and correct how our extraction works — nothing else.

Your rights and controls

Right from your Vault you can view, correct, delete, export, and manage consent for your data. These buttons are how you exercise your legal rights — the full list of those rights, and how they work, is in the Privacy Policy. If you ever can't do something in the app, contact us and we'll help.

End of Vault Policy (draft v1.0).