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VYAVOS
Security and data handling

Security and data handling, stated plainly.

You have to say yes to this, and defend that yes. So this page says what is in place, what is not, and what we confirm in writing before any material is uploaded.

Our positionWritten for the person who has to say yes
  • Vyavos is an early-stage system built in Melbourne. We describe our security posture as it is, not as we intend it to be.
  • Content is generated from the tender document and the approved material provided into the system, not from open-web sources.
  • Every output is a draft for human review. Nothing reaches a client without your approval.
  • Vyavos scores no bids, makes no submission decisions and sends nothing on its own.
Where your material goes

Six steps, described as they are

The first question a security review asks is where the material goes. This is the answer, step by step.

  1. You shareOnly the files you choose, from your own system or by email.
  2. Stored in AustraliaThey go into an isolated, authenticated workspace, stored in Australia.
  3. ConvertedDocuments are converted to structured text, in Australia.
  4. Analysed and draftedThe language models analyse the tender and draft from your material. Each request is processed outside Australia; nothing is stored there or used for training.
  5. CheckedVyavos checks every draft against the tender before you see it.
  6. Returned, then deletedDrafts come back in your own template. Your material is deleted within 30 days of the readout, confirmed in writing.

Logs record events, such as time and errors, not the content of your material.

Your material is stored and processed in Australia. The language models process each request outside Australia; nothing is stored there or used for training.

Controls in place today

What we can confirm

Each line here is something you can put in front of your risk committee as it stands.

  • Authenticated, token-based access with row-level security and user-level data isolation. An account reaches only its own data; one customer’s material is not visible to another.
  • Uploaded material and generated outputs sit in secure cloud storage, scoped to the account that uploaded them.
  • Encrypted in transit and at rest, with daily encrypted backups held in Australia.
  • Vyavos does not train any model on your material, and neither do the AI providers. One customer’s material is never used for another.
  • Access is limited to named people: during the 30-day pilot, Vyavos’ founder, who operates it, and our engineering partner where support requires. Both are bound by confidentiality.
  • Your material is deleted within 30 days of the readout, or earlier on your written request, and we confirm deletion in writing.
  • If something goes wrong, you get written notice within 72 hours of Vyavos becoming aware, with what is known and what has been done.
The questions you will ask

Answered as we would answer them in writing

Which AI and processing services are involved?
Every service, its role and where it runs is named in our Security and Data Handling Pack, which we give to firms evaluating Vyavos. We confirm the configuration in writing before any material is uploaded.
Is our data used to train AI models?
Vyavos does not train any model on your material. The third-party services have their own data-use and training policies, which vary by provider, plan and configuration. We confirm and document the settings that apply to our accounts, in writing, before anything of yours is processed. We do not state that provider training or retention is excluded until that confirmation is complete.
Who can access our documents?
In the 30-day pilot, Vyavos’ founder, who operates it, and our engineering partner where support requires: named people, bound by confidentiality. In the 90-day pilot, your own people sign in with their own accounts, in a workspace with roles and an activity log.
How is the tender information structured during analysis?
What Vyavos extracts from the tender is organised into structured sections. Each section has an expected structure, and the extracted information is validated against it.
How accurate are the outputs?
Not guaranteed to be free of error. Vyavos is designed to produce a strong working draft that your people review and validate before any external use. Where nothing exists to answer a requirement, it says so instead of filling the gap.
Are the outputs ready to send to a client?
No. Every output is a draft. A person reviews, edits and approves it before it goes anywhere near a client.
Can we evaluate on sanitised material?
Yes. Two previously submitted tenders, sanitised at your discretion, are enough to evaluate the output.
What a pilot involves

Before a single file is uploaded

So you know what you are agreeing to before the first conversation, not after.

  1. Your security and data-handling requirements are agreed in writing before any of your information enters the environment.
  2. You provide two previously submitted tenders and, at your discretion, further past submissions, credentials, templates and brand guidelines. Materials may be sanitised at your discretion.
  3. In the 30-day pilot, material is uploaded and curated by Vyavos. There is no integration with your document management system, no multi-user collaboration and no IT change.
  4. In the 90-day pilot, your own team uses Vyavos directly, in a workspace of your own, with your four libraries of proposals, capabilities, brand and references. Its scope and security requirements are agreed in writing.
  5. Your materials and every output generated for you remain your property.
  6. Outputs are drafts. You review, edit and approve any output before external use; we do not warrant that outputs are accurate, complete or free of error.
Ask us

We answer security questions in writing

If your firm needs a certification or Australian residency as a precondition, tell us now and we will say so if we cannot meet it.

What we send back

  • The Security and Data Handling Pack, which names every service and where it runs
  • The Services Order template, on request
  • Written confirmation of your configuration before any material is uploaded

Answered by Elisabeth Rotnicki, Founder & CEO.