Understand where your business data goes

Hosting and data location

The current Vitae production platform uses Google Cloud in the US, South Carolina. Data-location requirements should be checked against your contract and the current security documentation before you commit.

• Identify any customer or regulatory restrictions on data location.
• Review the services that process data for the workflows you enable.
• Discuss requirements with the team before uploading regulated or sensitive records.

Give each person the access they need

Map the roles that use sales, hiring, HR and company records. Review which records each role needs to see and which actions it should perform. Check access again when someone changes role or leaves.

• Use a named account for each team member.
• Test restricted records with the relevant user roles.
• Review access to connected mailboxes and external systems separately.

Your AI is another data connection

An AI client or model provider can receive information needed for the action you ask it to perform. Review that provider and account configuration. Bringing your own AI does not remove the need to decide what data it may receive.

• Agree permitted data and tasks before connecting.
• Keep credentials out of prompts and shared files.
• Review provider terms, retention and administrative controls for your account.

Agree export and deletion requirements

Document the records and attachments you need to export, who can request deletion and which retention duties apply to your business. Ask for the current contract and security information where you need a specific commitment.

• Check export formats and the scope of retained history.
• Include connected providers in your data-handling review.
• Confirm contractual requirements before the migration starts.

Where can I review current security information?

Use the current Vitae security page and ask the team for the documents relevant to your purchase. Certification, service commitments and data-processing terms should be checked against current evidence and your agreement.