Legal

How ImpactVest stores and processes uploads

This notice explains, in plain terms, how documents you upload to a Private Live Workspace are stored, processed, retained and removed. It describes the behaviour that is actually implemented today — not aspirations for future controls. If the underlying behaviour changes, this notice is updated and the version number changes with it.

Notice version 1.2026-02 · Effective 3 February 2026

What is stored, and where

A Private Live Workspace is scoped to your ImpactVest account. Every artefact below is queryable only by an authenticated request that both (a) presents a valid ImpactVest session token for the owning account and (b) references the workspace by its immutable identifier.

Source documents

The files you upload (PDF, DOCX, XLSX, CSV, text).

Stored in a MongoDB GridFS collection scoped to your workspace and opportunity. The file's contents are stored as-is; the extraction pipeline (below) reads from this store.

Extracted text and citations

Parsed text chunks and chunk-header locators used to anchor evidence.

Stored in test_document_extracts. Each chunk references the parent document by its GridFS id, so extracts can only be linked to the original file within the same workspace.

Claims and analyses

LLM-derived claims classified into the ImpactVest five-value evidence taxonomy, plus your manual annotations, category edits and reviewer assignments.

Stored in test_document_claims and test_claim_revisions (audit-only). Every claim carries an immutable back-reference to at least one document + chunk when it is a source_supported_fact or contradictory_evidence.

Draft outputs

The working-draft Decision Passport (Investor) or Investor Evidence Pack (Company).

Composed on-demand from the current claims and opportunity state. There is no separate draft-cache collection to prune — draft output is a live view of your workspace state.

Released outputs

Immutable snapshots created when you approve a release: a Decision Passport version or an Investor Evidence Pack version.

Stored in test_evidence_pack_versions and the passport_versions surface. Each snapshot captures the byte-identical payload + HMAC-SHA256 evidence signature at the moment of release.

Operational and audit records

Consent records, workspace-deletion audit records, activity events.

Consent records (live_workspace_consents) and workspace-deletion audit records (live_workspace_deletions) are retained indefinitely as legal evidence that the actions were taken. Deletion audit records contain COUNTS and identifiers only — never document titles, filenames, excerpts or claim text.

Backups

ImpactVest does not currently operate a workspace-level backup restoration service.

Standard infrastructure snapshots taken by the platform database provider may exist per that provider's policy. Those snapshots are not managed at the workspace level and are not part of the deletion flow described below. If provider-level snapshots exist, they lapse according to the provider's rotation policy.

When retention begins

Retention for each artefact begins at the moment it is created:

Source documents — when the upload completes successfully.
Extracts, claims, analyses — when the analysis pipeline finishes.
Released outputs — when you press “Release” on a version.
Consent record — when you press “Confirm authorization”.
Deletion audit — when you press “Delete this workspace”.

How long each category is retained

Customer-controlled retention. There is currently no automated time-based deletion of workspace contents. Your source documents, extracts, claims, draft output and released versions remain in the workspace until you delete the workspace. Retention is bounded by your action — not by a background job — and this is the shipped behaviour.

Consent records and workspace-deletion audit records are retained indefinitely. These records contain no document content.

The workspace UI shows a retention preference figure (default 90 days) alongside your consent record. That figure is currently a stated commitment on your side, not an enforced auto-purge. If you require automated time-based deletion, contact office@impactvest.com.

What deleting a workspace does

Pressing “Delete this workspace and all its contents” on the workspace page removes, in a single server-side operation:

Every source document uploaded to the workspace (from MongoDB GridFS).
Every extracted-text chunk in test_document_extracts.
Every claim, claim revision and reviewer note in test_document_claims and test_claim_revisions.
Every released passport / evidence-pack version associated with the workspace.
Every opportunity record in the workspace.
The workspace document itself.

A workspace-deletion audit record is written to live_workspace_deletions. That audit record contains the workspace id, user id, user email, pathway, deletion timestamp and counts of items removed (documents, claims, revisions, extracts, pack versions, GridFS blobs). It contains no document titles, no filenames, no excerpts and no claim text.

The consent record you signed when the workspace was created is retained as legal evidence of the authorisation to upload. It contains your ImpactVest account identifier, the signed name, the retention-notice version number you accepted, the policy-version identifier and the timestamp. It does not contain any document content.

Provider-level infrastructure snapshots (if any) are outside the scope of this deletion. See the “Backups” category above.

Records that remain after deletion

The following records remain after you delete a workspace. They are retained because they are legally or operationally necessary as evidence that a consented interaction took place:

Consent record — used to demonstrate that authorisation was given at the time of upload. Contains: user id, user email, signed name, retention-notice version, policy version, timestamp.
Deletion audit record — used to demonstrate that deletion occurred and to account for the artefacts removed. Contains: user id, user email, workspace id, pathway, timestamp and count-only totals.
Platform activity events — a limited set of non-content events (register, login, checkout, upload-attempt, release, delete). Contains: user id, event name, timestamp and a small tag payload. No document content.

Provider details

ImpactVest is operated by Gaiosis Systems. The customer-facing product identity is ImpactVest. Support and privacy contact: office@impactvest.com.

LLM analysis is performed by third-party model providers via the Emergent LLM key gateway. Providers process only the text passed to them for the specific request; they do not receive your GridFS blobs and they do not persist your uploaded material for their own training. See the ImpactVest Privacy Notice for the current provider list.

Version history

v1.2026-02 — 3 February 2026. First public retention notice, published alongside Session B (Private Live Workspace pipeline). Describes customer-controlled retention, cascade deletion, consent audit and deletion audit as they are actually implemented.

Privacy notice →Terms of service →Back to ImpactVest →