uw34i Privacy Policy

1. Who we are

• What uw34i is: a desktop app for coding and for documents, spreadsheets and slides, plus the website uw34i.com and the web apps where you manage your account and your organisations.
• Who provides it: AristoForm Ltd (company number 15851448, registered in England and Wales), 126 Church Road, Enfield, EN3 4NY, England ("uw34i", "we", "us").
• Our role: we are the data controller for the personal data described here.
• Contact: privacy@uw34i.com.

2. The short version

• Your work stays on your computer. Your files, chats, AI memories, specialists, email and keys are stored on your device:

  • chats and email in encrypted databases;
  • keys and passwords in your system's keychain.

  We never receive them, unless you share a document or use uw34i's own AI (§5, §6).

• We hold what we need to run your account: your email address, the devices you sign in on, your plan, your invites and rewards, and the organisations you create or join.
• No advertising and no trackers. There's no third-party analytics in the app, on our website or in our web apps. We don't sell or rent personal data.
• With your own AI key, your prompts go straight from your computer to the provider you chose, never through us.
• You're in control: you can export your data and delete your account from Settings → Account at any time.

3. What we collect and why

We don't use your data for automated decisions that have legal or similarly significant effects on you.

4. What stays on your device

• Stored locally, never sent to us:
  • files and workspaces;
  • chats, AI memories and specialists, in an encrypted database;
  • email, in an encrypted database;
  • API keys, email passwords and sign-in tokens, in your system's keychain.
• On Linux without a keyring (the secure store most desktops provide), the app keeps those secrets in a file that only your user account can read. If you want them in a keyring, install one (for example GNOME Keyring or KWallet).
• Email accounts: the app connects straight from your computer to your email provider (IMAP, SMTP, CalDAV). Signing in with Google or Microsoft happens on your computer, and we never see your mail or credentials.
• Crash reports and logs are written to files on your computer only. Nothing is sent automatically, and the app has no way to send one: if you want us to see a report, you copy it and send it to us yourself.
• Update checks: the app asks updates.uw34i.com for a small public file saying whether a newer version exists. That request reaches the host as any web request does, so the host sees your IP address.
  • Downloads and updates aren't public yet. Before they are, we'll name the host, where it is and whether it keeps access logs, here and in §11.
• When you delete your account, the app also offers to delete this computer's uw34i data for it: chats, mail and keys. That's off unless you tick it. Your own files and workspaces are never touched.

5. AI

• With your own API key: your prompts, attached files, and the AI's replies go directly from your computer to the provider you chose (for example OpenAI, Anthropic or DeepSeek). Their privacy terms apply, and we don't see this traffic.
• With uw34i AI (part of some plans): your request passes through our servers in the EU (Ireland) to the AI provider we use for that model. The request is the conversation and any content you attach.
  • We don't store prompts or replies. We record only usage totals (§3).
  • If a provider returns an error, a short excerpt of it may appear in our server logs, which are deleted after 90 days.
  • Who the providers are: OpenAI and Anthropic (see Providers in §11). Their own privacy terms apply to what they receive. We update the list when we add a provider, and the date at the top shows when.
  • Organisations: if your organisation supplies its own AI key or endpoint, that provider is used instead. The organisation chose it, and the organisation can see your usage totals (§7).

6. Sharing a document

• What's stored when you share a file or folder:
  • a copy of the file, in Amazon Web Services (Ireland). It is encrypted on the server, but not end-to-end: our systems can read it, in order to provide the feature;
  • the document's identifier, its size and when it was last saved. Today the identifier can include the file's path on your computer, so a path that names you is stored too;
  • the people in the shared project, by account id.
• Live editing: edits travel as messages through AWS's real-time messaging service between the people editing, and we save a copy of the document now and then.
• How long: until you delete your account, which deletes the shared projects you own (§12). Stopping sharing doesn't yet delete the stored copy (below).
• Before you share: don't share a document containing other people's personal data unless you're allowed to.
• Two things you can't do yet:
  • invite someone to a shared document by email;
  • delete the stored copy when you stop sharing, without deleting your account. You can still ask us to delete it (§13).

7. Organisations

• Creating one: anyone signed in can create an organisation, and owns it. One person can own up to 5.
• Joining one: nobody is added without accepting. An administrator invites an email address (§8), and only someone who signs in as that address, with its email confirmed, can accept. Accepting gives you a seat on the organisation's AI plan.
• What an organisation's administrators can see, about the members:
  • that you're a member, your role, and when you joined. They see an internal account id for you, not your name or email address;
  • your AI usage totals (tokens, cost and number of requests) and plan in the organisation;
  • the invitations they sent, including the invited email address;
  • an audit trail of administrative actions, which includes the address of anyone invited.
• They can't see your files, chats or AI prompts, because we don't hold them.
• The organisation's own AI key: an administrator can register the organisation's AI key or endpoint. The key is kept in AWS Secrets Manager, and the console shows only the last four characters.
• Whose responsibility: the organisation decides who it invites and what it does with what its administrators can see, and is responsible for that under data protection law. We provide the tools, and run them as this policy says.

8. Emails we send

We send transactional emails only:

• sign-up verification codes;
• password-reset codes;
• invitations to an organisation, and one reminder.

We send no marketing email; if we ever want to, we'll ask first.

Sign-up and password-reset email is sent through Amazon Web Services: by Amazon Cognito, or by Amazon SES from our uw34i.com address.

Invitations to an organisation:

• When we send one: only when an administrator of an organisation enters your address and chooses to invite you. We don't check whether you have a uw34i account, and nothing in the email says whether you do.
• Who it comes from: noreply@invite.uw34i.com, a sender we use only for these invitations, apart from sign-up email. The sender name is the organisation's name followed by "(via uw34i)": for an organisation called Acme, "Acme (via uw34i)". The organisation's name is typed by whoever created it, and we show it as plain text, never as a link. There is no reply address and the inviter's address isn't in the email: to reach us, write to privacy@uw34i.com.
• What it says: the organisation's name, a link to accept, that only the address it was sent to can use the link, and the date the invitation expires. If you weren't expecting it, ignore it: nothing happens unless the link is used.
• One reminder: if the invitation is still waiting three days after it was made, we send one reminder, and never a second. An administrator can send the invitation again, at most once a day, and can copy its link to send some other way. The link works only for the invited address.
• How long it lasts: an invitation expires 7 days after it was sent or sent again, and never later than 30 days after it was first made.
• Limits: each person can send only a limited number of invitations a day.
• Bounces and complaints: if an invitation bounces, or you mark it as spam, Amazon SES may add your address to its suppression list, so we send nothing more to it.
• If you'd rather not have it: email privacy@uw34i.com and we'll remove the invitation and your address from it.

Links you share yourself (§3) are not sent by us. You send them from your own email or app, and we don't see who receives them.

9. Payments

• Stripe handles payments. You pay on Stripe's own page, and we never see or store your card details.
• What we keep: your plan, its status and dates, and the ids Stripe gives your customer record and subscription.
• What Stripe keeps: the payment details and invoices, under its own privacy policy. Stripe keeps invoice records for accounting even after your account is deleted.
• One free period per account: while you have an account, your plan records show that you've used your free period. When you delete your account, that record goes, and the fraud-prevention record (§12) takes its place.

10. Our website and web apps

• uw34i.com sets no cookies and runs no analytics. The same goes for the web app at app.uw34i.com, where you manage your account, plan, devices and invites, and the organisation console at org.uw34i.com. They load no third-party scripts or fonts.
• One value stored on sign-up: if you sign up on the website, your browser stores one random value, uw34i.web.deviceId, so that your sign-up is linked to your device. Your password and sign-in tokens are held only in the page's memory while you sign up, never stored in your browser.
• Signing in to the web app (or the organisation console) keeps your sign-in session in your browser's local storage: the tokens from Amazon Cognito, including one that keeps you signed in until you sign out. The app also stores the same kind of random browser id, uw34i.web.deviceId, and sends it with its requests, because our servers ask every request which device it comes from. A browser isn't registered as a device on your account. The organisation console also remembers the last organisation you opened (uw34i.org-console.org). Signing out removes your session from your browser. This is local storage, not cookies.
• Downloads: the Download page asks updates.uw34i.com for a small file listing the current version, and the download buttons fetch the installers from there. That host sees your IP address, as any web server does. Downloads aren't public yet, and we'll name the host before they are (§4).
• No access logs: our hosting (Amazon CloudFront, in front of Amazon S3) keeps no access logs for uw34i.com, app.uw34i.com or org.uw34i.com.
• Invite links are counted, anonymously. When someone opens a personal invite link, the page counts one open for the person who shared it. No cookies are set and nothing is stored in your browser. Your IP address is used only to stop abuse: as a keyed hash that changes every minute, which expires after two minutes (storage removes it automatically, which can take up to 2 days). It is never stored as an address or logged.

11. Who we share data with

Providers

We use these service providers ("processors"), under contracts that protect your data:

Otherwise

• we don't sell personal data;
• we share it only if the law requires us to, or to protect uw34i, our users or others from fraud or harm;
• if uw34i is transferred to a new owner, it moves with uw34i, and this policy keeps applying to it.

Transfers outside the UK and EEA, for example to Stripe, OpenAI or Anthropic in the United States, rely on the safeguards in each provider's data processing terms, such as the UK International Data Transfer Addendum to the EU's Standard Contractual Clauses, or the UK Extension to the EU–US Data Privacy Framework where a provider takes part in it.

12. How long we keep data, and what deleting your account does

• While you have an account, we keep the data in §3 for as long as §3 says.
• Deleting your account. You can do it in the app (Settings → Account → Delete account), or by emailing privacy@uw34i.com.
  • How it runs: deletion starts at once and runs automatically. Anything that fails is retried every day, and we finish within 30 days.
  • Sessions on other devices: it signs you out everywhere. Other devices are signed out the next time they talk to us.
  • Payments: it cancels any paid subscription immediately, with no refund for the time left (Terms §10). Points and free time are lost. It also deletes your customer records at Stripe.
  • Your account data: it deletes your account, sign-in, devices, plan, usage, points, invite-code records and personal invite links.
  • Shared projects and organisations:
    • it deletes the shared projects you own, with their stored copies, members and chats;
    • it removes you from projects and organisations you belong to, including the confirmed email address kept on your member record;
    • an organisation whose only member is you is deleted with you: its invitations (and the addresses on them), audit trail, settings, pooled usage and member records, and any AI keys it stored.
  • Email addresses in other organisations' records: where your address appears in an invitation sent to you or accepted by you, or in an audit-trail line, it is replaced with "deleted user".
  • Product events: it removes your account id from our product-event records. The counts stay, and nothing names you.
• What stays after you delete:

  • The fraud-prevention record. A one-way, keyed hash of your normalised email address (an HMAC: it can't be turned back into the address), with two yes/no flags:

    • "used the free period";
    • "joined through an invite".

    It stops someone deleting and re-creating an account to claim either again. We keep it for 2 years, under our legitimate interest in preventing fraud.

  • Messages you wrote in other people's chats stay, as part of their conversations, no longer linked to you.
  • An organisation's audit trail, and our records of staff actions, stay for accountability, with your email replaced by "deleted user".
  • Invitations you sent from an organisation you don't own stay as that organisation's record, with the address of the person you invited. That person can ask us to remove it (§13).
  • Invitation controls (§3) expire on their own, within about a month.
  • Other people's invite links that you joined through keep the record that someone joined, and when, but no longer say who.
  • Other people's reward records keep their own entries. For example, the person who invited you keeps a record that an invite was used. Once your account is gone, the id in it names no one.
  • A deletion record, with your account id and dates but no email, for 30 days after deletion finishes, so we can check it did.
  • Records we must keep by law, for example payment records for tax (usually 6 years).
  • Backups, which expire on their own schedule.
• If you own an organisation that has other members, you can't delete your account until it has a new owner. Contact privacy@uw34i.com and we'll arrange it with you.

13. Your rights

You have the right to:

• access your data;
• correct it;
• have it deleted (§12);
• restrict or object to our use of it;
• receive it in a portable format.

Using them:

• In the app, Settings → Account lets you export your chats, memories and specialists, and delete your account, at any time.
• For anything else, email privacy@uw34i.com. We reply within one month.
• If you were only invited: you don't need an account to use these rights over an invitation sent to your address.

Complaints: you can complain to the UK Information Commissioner's Office (ico.org.uk). If you're in the EU, you can complain to your local data protection authority. We'd appreciate the chance to sort it out first.

14. Security

• Local data: chats and email are stored in encrypted databases on your computer, and keys in your system's keychain (§4).
• Traffic: connections to our servers are encrypted.
• Access: within our systems, each part can reach only what it needs. Server logs leave out personal details by design.
• No system is perfectly secure. If a breach affects you, we'll tell you as the law requires.

15. Children

• Age: uw34i is for people aged 18 and over (Terms §2). Younger people aren't permitted to use it for now. We don't knowingly collect data from anyone under 18.
• If we learn someone under 18 has an account, we'll delete it.

16. Changes

• Updates: if we change this policy, we'll update the date at the top.
• Significant changes: we'll tell you in the app or by email before they apply.

17. Contact

AristoForm Ltd, 126 Church Road, Enfield, EN3 4NY, England. Privacy: privacy@uw34i.com.