Privacy
You are being asked to put work you have not published yet onto someone else's computer. That deserves a straight answer, not a wall of clauses.
Last updated 13 October 2026. Gapnostic is a product of Kairos Solutions.
The short version
- Your research is yours. We do not sell it, mine it, publish it, or train anything on it.
- No other researcher can see your workspace. That is enforced in the database, not by us remembering to be careful.
- We do not record what you ask the AI or what it answers. Only that a request happened, and what it cost.
- There are no adverts, no tracking pixels, no analytics, and no cookies beyond the one that keeps you signed in.
- Ask us to delete your account and we delete it, along with everything in it.
What we hold
If you have a workspace
| What | Why it exists |
|---|---|
| Your email address and, if you gave them, your name, institution and field of study | To know whose workspace is whose, and to reach you about your account |
| Your password, stored only as an irreversible hash | To let you sign in. We cannot read it, and neither can anyone who steals the database |
| A sign-in token, also stored hashed, expiring after 30 days | So you are not asked to sign in on every page |
| Your research: projects, papers, abstracts, uploaded PDFs, highlights, your Idea Vault, matrices, which papers you included or excluded, and reports | It is the thing the product is for |
| The words of a search, with no name attached | Searches and the short notes on their results are kept for a while and shared, so the same search never costs twice. They hold only the words searched and public abstracts, never who searched |
| Credits granted and spent, and the date you were last active | So the AI budget is fair and you can see where it went |
What we deliberately do not record
Gapnostic logs every AI request so you can see what you spent. That log holds the name of the task, the model used, how many tokens it took, and the estimated cost.
It does not hold what you asked or what came back. We could have stored those. It would have made debugging easier. We decided that a record of every question a researcher asked about their unpublished idea is not a thing worth having.
What the AI makes for a step you ran, such as a topic breakdown, a novelty assessment, a matrix or a methodology, is kept in your project, because that is the work you asked for. Questions you ask a matrix are answered and then forgotten unless you keep the answer.
Where it lives
On servers in Frankfurt, Germany, rented from Render: a database for your workspace, and a disk for any PDFs you upload. Nothing is copied to another machine for analysis.
Emails from us, such as confirming your address or resetting a password, are sent through our Zoho mailbox. The gapnostic.com site itself is served by Netlify.
Who else sees any of it
Making the product work means a few things leave our server. Here is all of it.
| Who | What reaches them |
|---|---|
| Anthropic the AI |
The text being analysed: your topic, the abstracts and papers you asked about. Anthropic does not use API data to train their models. We pay for this, so you are not the product. |
| OpenAlex the paper database |
Your search terms, so it can find papers. The request identifies Gapnostic, never you. OpenAlex is told what was searched for, never who searched. |
| Semantic Scholar a second paper database, once switched on |
The same as OpenAlex: your search terms, sent with Gapnostic's key, never your name or email. It is told what was searched for, never who searched. |
| Publishers and doi.org | Nothing about you. When you keep an open-access paper, we fetch its free PDF from wherever it is published, the same as clicking the link yourself. |
| Render | They host the server, so technically the data sits on their hardware. Standard for any hosted service. |
| Google Fonts | The typefaces on this website load from Google, which means Google's servers see your IP address when you visit. We intend to serve the fonts ourselves and remove this. |
That is the complete list. There is no advertising network, no analytics provider, no data broker, and no "partner" arrangement of any kind.
The honest part about administrators
Most privacy policies imply that nobody at the company could look at your data. That is almost never true, and it is not true here either.
The app gives no one a way to open another person's workspace. Even an administrator asking for a project by its exact identifier is told it does not exist. But whoever runs the server can reach the database directly, because that is what running a server means.
So the real promise is not that it is impossible. It is that we do not, we have no reason to, and if we ever needed to touch your data to fix something broken, we would ask you first.
Our own back office is built the same way. It shows how many people use Gapnostic, what the AI costs, and whether anything failed, as numbers. It never shows anybody's projects, papers, notes or ideas, and that is checked by the software's own tests.
How long we keep it
Your workspace stays until you ask us to remove it. We are not in the business of quietly deleting a researcher's work because they were away for a term.
Sign-in tokens expire after 30 days.
Getting your data, or getting rid of it
Email ruhu@gapnostic.com and we will act within 30 days, usually the same week. You can ask us to:
- Show you everything we hold about you.
- Correct anything wrong.
- Delete your account and everything in it. You can also do this yourself, from your Account page. It waits seven days in case you change your mind, and signing in during those days cancels it. After that it is not a soft delete or a hidden flag: the rows go, and it cannot be undone.
- Take it elsewhere. Though you do not need to ask for this one: Gapnostic exports your references and reports in standard formats from inside the app, at any time, without spending a credit.
If you are in the UK or EU, these are your rights under data protection law, and you can complain to your national supervisory authority if you think we have handled them badly.
Being straight about it
Gapnostic is young software, run by a small team. We back up the database, but you should keep your own copy of anything you would be upset to lose; every report downloads free. That is not us disclaiming responsibility. It is what we would tell a friend.
If something changes
If we ever change how any of this works, we will email everyone with a workspace before it takes effect, not update this page quietly and hope nobody notices.
Asking us something
A person reads this address: ruhu@gapnostic.com. If anything above is unclear or you think we have got something wrong, please say so.