This policy explains what personal data OIDA processes, why, and what rights you have. OIDA is operated by Kakashi Venture Accelerator S.r.l., Via Sant’Antonino 17B, Turin, Italy, VAT IT12781800011 (the “operator”, “we”). For any question or request about personal data, write to carlo@projectoida.com.
1. What OIDA is
OIDA Cloud is a governed memory of an organisation’s decisions. Members of an organisation connect the AI client they already use (for example Claude, Cursor, Codex or GitHub Copilot) to a workspace endpoint over the Model Context Protocol. The client asks OIDA which decision is in force. OIDA answers from the records the organisation has stored and reviewed. OIDA is not a chat service and does not automatically access your document systems. It stores the source text members explicitly submit, together with decision records, evidence passages and source references. MCP answers return compact excerpts and references; workspace exports include the stored source text.
2. Data we process
| Category | Examples | Source |
|---|---|---|
| Account | Email address, password (stored hashed by our authentication provider), sign-in events, granted AI clients | You |
| Organisation | Organisation and workspace names, memberships, roles, invitations | You and your organisation’s owners and admins |
| Workspace content | Ontology, submitted source text, decision records, evidence passages, source references, review and audit history | Members of the organisation, through their AI clients or the web application |
| Usage and security | Tool calls, request logs (IP address, user agent, path, timing), campaign parameters in the URL you arrived with | Generated when you use the service |
| Measurement (only with your consent) | How the marketing site and the sign-up pages are used: pages viewed, clicks, and a replay of the navigation with every field you fill in masked, together with the campaign parameters, the landing variant, the referring site, browser and screen size, and a random identifier kept in a cookie. Your IP address is used to place the visit in a country and is not kept with the events. No link to your account. | Recorded by PostHog when you allow measurement in the cookie banner |
| Billing | Stripe customer and subscription identifiers, plan and status, only while paid plans are offered. Card details never reach OIDA. | Stripe, when an owner subscribes to a paid plan |
| Correspondence | Emails you send us | You |
Workspace content may include personal data that your organisation chooses to record, for example the name of the person who approved a decision. For that content your organisation is the controller and OIDA acts as processor on its instructions.
3. Why we process it
- To provide the service you or your organisation signed up for: accounts, workspaces, answers to decision questions, review, billing (performance of a contract).
- To keep the service secure and available: authentication, rate limiting, abuse prevention, audit trails, incident investigation (legitimate interest).
- To understand which campaigns bring organisations to OIDA, from the campaign parameters carried in the URL to the sign-up form, with no cookie and no third-party tracker (legitimate interest).
- To record how the marketing site and the sign-up pages are used, with PostHog, so we know which pages and which campaigns work and where visitors stop (consent, which you may withdraw at any time, see the cookie policy).
- To meet legal obligations, for example accounting records for invoices (legal obligation).
We do not sell personal data, do not use it for advertising and do not train machine-learning models on workspace content. OIDA Cloud resolves decisions deterministically. No language model processes your workspace content on our side. The research capture described below is your organisation’s choice and its material: we store it on your instructions and do not use it for our own purposes.
3a. Research capture (opt-in)
An owner may switch research capture on for an organisation, under Settings → Account, after confirming that its members have been informed. While it is on we record, for each successful call a member’s AI client makes to the workspace: the tool, its full arguments (including the question asked), the full result, the member, the client and the time. Strings that look like credentials are removed before storage. Members may also rate answers (useful, partially useful, wrong, abstention was right) with a short note. Your organisation is the controller of this material. We act as processor. It is kept for as long as the organisation exists, is included in the owner’s workspace export, and disappears with the organisation. Switching capture off stops recording immediately. It does not delete what was recorded, which the owner can do by deleting the organisation or by asking us.
4. Cookies
The web application uses only strictly necessary first-party cookies: oida_session and the short-lived cookies that carry you through sign-in, an invitation or a sign-up. The marketing site and the sign-up pages add one optional category, measurement, which stays off until you switch it on in the cookie banner: PostHog’s cookie, set from our own domain. There is no advertising and no profiling anywhere on either.
Every cookie, its purpose and its lifetime are listed in the cookie policy, with what a measured page view records and how to change or withdraw your choice at any time.
5. Where the data is and who processes it
The service and its database run in Frankfurt, Germany. We use the following providers as sub-processors. Where a provider processes data outside the European Economic Area, the transfer relies on the European Commission’s standard contractual clauses or an adequacy decision.
| Provider | Purpose | Location |
|---|---|---|
| Render | Application hosting and request logs | Frankfurt, Germany (edge protection by Cloudflare) |
| Supabase | Authentication, OAuth authorisation server, Postgres database | AWS eu-central-1, Frankfurt, Germany |
| Stripe | Subscription billing and payment processing | Ireland and United States |
| Resend | Transactional email (sign-in links, invitations, confirmations) | United States and European Union |
| PostHog | Measurement of the public site and the sign-up pages, only with your consent: pages viewed, clicks, session replay | PostHog Cloud EU, Frankfurt, Germany. Operated by PostHog Inc., United States, under a data processing agreement; the parent company’s access is covered by the standard contractual clauses |
6. How long we keep it
- Account and organisation data: for as long as the account or organisation exists. An owner can delete the organisation in Settings → Account. Deletion removes the workspace content, memberships and audit history with it.
- Workspace content: for as long as the organisation exists. Review and audit history cannot be edited. It leaves the system only with the organisation that owns it.
- Request logs: for a short period with our hosting provider, measured in weeks, for security and troubleshooting.
- Measurement recorded with your consent: session replays for 30 days, then deleted. The events (pages viewed, clicks, sign-ups completed) for as long as the PostHog project exists, which is the duration of the pilot, and they are deleted with it. Withdrawing consent stops new ones immediately, and you may ask us to delete yours sooner.
- Billing records: for the period required by tax and accounting law.
7. Your rights
Under the General Data Protection Regulation you may ask for access to your personal data, its correction or erasure, a restriction of processing, a copy in a portable format, and you may object to processing based on legitimate interest. Write to carlo@projectoida.com. We answer within one month. You may also lodge a complaint with a supervisory authority, in Italy the Garante per la protezione dei dati personali.
For personal data inside workspace content, contact the owners or admins of your organisation first: they control that content and can correct or remove records.
8. Security
Access to the application is protected by email and password or sign-in links. AI clients authenticate with OAuth 2.1 and short-lived tokens. Every workspace is isolated at the database level. Traffic is encrypted in transit. Details are in the security documentation.
9. Children
OIDA is a service for organisations and is not directed at children under sixteen.
10. Changes
When this policy changes, the date at the top changes with it. Material changes are announced to organisation owners by email.