Team & Organization

Vector Data Loader supports team collaboration through organizations. Each organization can have multiple members with different roles and permissions.

Roles and Permissions

Your organization supports three distinct roles, each with specific permissions:

Role	Description
Owner	Full access to everything including billing, settings, sources, and member management
Admin	Can manage sources, settings, invite members, and work with documents (no billing access)
Member	Can browse sources, select documents, and sync content. Cannot delete documents, delete sources, or reconnect OAuth connections.

Permission Matrix

Feature	Owner	Admin	Member
View Dashboard & Documents	✅	✅	✅
Sync Documents	✅	✅	✅
Tag Documents	✅	✅	✅
Use Playground (Search & Chat)	✅	✅	✅
Delete Synced Documents	✅	✅	❌
Create/Delete Sources	✅	✅	❌
Reconnect OAuth Sources	✅	✅	❌
Configure Embedding Settings	✅	✅	❌
Configure Vector Store	✅	✅	❌
Configure LLM Settings	✅	✅	❌
Invite New Members	✅	✅	❌
Purchase Credits	✅	❌	❌
Access Billing & Invoices	✅	❌	❌

Terms and business details

Vector Data Loader is for businesses. Each organization's agreement is accepted by an Owner, and the organization's contracting details are recorded for the Data Processing Addendum.

Accepting the Terms. An Owner accepts at signup, and again when the documents change materially. Until an Owner accepts, the organization is paused:

Who	What they see
Owner	Accept the Terms (or Updated Terms) opens before the dashboard. Tick the box and choose Accept and continue.
Admin or Member	A banner: "Your organization's owner needs to accept the updated Terms. Syncing is paused." The rest of the app stays readable.
Support (impersonating)	Not redirected, and can't accept for the customer.

Business details. Open Settings → Organization → Business Details. Owners can edit; Admins can view; Members don't see the card.

Field	Required for
Legal business name	Every organization
Country	Every organization (choose from the supported countries)
Legal address	Organizations in the EEA, the UK and Switzerland
Privacy contact name, role and email	Organizations in the EEA, the UK and Switzerland

The extra fields appear when you choose a country that needs them. Saving the details doesn't count as accepting the Terms. Each change is kept in the organization's history.

While syncing is paused (Terms not accepted, or required business details missing), sync, upload and buy controls are disabled with the reason, and the server refuses new work:

Reason	Response
Terms not accepted	403 TERMS_ACCEPTANCE_REQUIRED
Business details missing	409 BUSINESS_DETAILS_REQUIRED
Unpaid storage bill	402 STORAGE_SYNC_BLOCKED

Running sync jobs pause before their next document without counting a failure, and folder monitors, the website queue and scheduled syncs wait. Everything resumes once the reason is resolved.

Important: Organizations that existed before business details were introduced keep syncing until the details become required for them. You'll be notified before that happens; you can add them at any time.

Viewing Team Members

To view your organization's team members:

1. Navigate to Settings from the sidebar
2. The Organization Details card shows your organization name and plan
3. The Team Members card lists all current members with:
   • Profile picture (or initials)
   • Display name
   • Job title (if set)
   • Join date
   • Role badge (Owner, Admin, or Member)

Inviting New Members

Owners and Admins can invite new team members to join the organization.

How to Send an Invitation

1. Go to Settings in the sidebar
2. Scroll to the Team Members section
3. Click the "Invite Member" button
4. In the dialog that appears:
   • Enter the email address of the person you want to invite
   • Select their role (Admin or Member)
5. Click "Send Invitation"

New accounts receive an email sign-in link. Existing accounts receive a pending invitation without a new-account email: use Copy acceptance link in Pending Invitations and ask the user to sign in and open that link.

Important Notes

• Existing accounts welcome: Email verification does not accept or hide an invitation. The user must explicitly choose Accept invitation.
• Invite-only beta: While the temporary signup gate is active, an administrator must authorize the invitee's email before you send or resend an invitation. If the app says the address is not authorized, contact the administrator first.
• Invitation Expiration: Organization invitations expire after seven days. Renew/resend extends that window. Sign-in links and codes have their own shorter Auth expiry; request a fresh sign-in code if needed.
• Email Delivery: Existing accounts can sign in normally and open /auth/confirm; checking email verification is not a substitute for accepting the invitation.
• Sending Limit: Sending and resending invitations share a limit of five requests per organization per minute. If you reach it, wait a minute and try again.

Accepting and workspace conflicts

Sign in as the invited account, open /auth/confirm, review the organization and role, then choose Accept invitation. Successful acceptance opens the dashboard. If you already belong to another workspace, choose Keep using my workspace or contact support for a reviewed transfer. The app never deletes the existing workspace, documents, credits or billing history to complete an invitation.

Managing Pending Invitations

Pending invitations appear below the Team Members list, even after the recipient has verified their email. Accepted and revoked invitations leave this list. Use Copy acceptance link to help an existing account review its invitations.

Each pending invite shows:

• Email address of the invitee
• Role they'll receive when they join
• Sent date (when the invitation was created)
• Status badge: "Pending"

To revoke an invitation:

1. Find the invitation in the pending list
2. Click the trash icon (🗑️) on the right
3. Confirm the revocation in the dialog

Revoking removes the invitation to your organization. It does not delete the invitee's separate account or personal workspace. If a resend reports that the invitation was revoked while it was sending, refresh the pending list and send a new invitation if needed. If the original inviter has lost permission, revoke the old invitation and send a new one from a current Owner/Admin.

Organization Settings

Access your organization settings by:

1. Clicking your profile avatar in the bottom-left of the sidebar
2. Selecting Organization from the dropdown menu

Or navigate to Settings and find the Organization Details card.

Organization Details

View and manage basic organization information:

• Organization name — Your workspace identifier
• Plan — Your current subscription tier

Business Details

The contracting details for your agreement: legal business name and country for every organization, plus legal address and a privacy contact for organizations in the EEA, the UK and Switzerland. Owners edit them; Admins can view them. See Terms and business details.

Closing Your Account

Irreversible Action

Account closure takes effect after the 7-day grace period and can't be undone after that. All data and remaining credits are forfeited.

Only organization Owners can close an account.

How to Close Your Account

1. Click your profile avatar in the sidebar
2. Select Organization
3. Scroll to the Danger Zone section
4. Click Close Account
5. Type your organization name to confirm
6. Review the consequences and click Confirm

What Happens When You Close

• Immediately: the closure is scheduled. New purchases (plans, credit packs, top-ups and turning on auto-recharge) are paused.
• 7-day grace period: everything else keeps working, including syncs and any auto-recharge you already set up.
• After 7 days: the account closes. Every member loses access, and scheduled and running syncs stop. Subscriptions are cancelled in Stripe.
• Within 30 days of closing: all documents, uploaded files, vector embeddings in the app's store, sources and settings are deleted. Vector stores you connected yourself are cleared through their saved connections on a best-effort basis.
• Member accounts: once the data is deleted, the login of every member who doesn't belong to another organization is closed and anonymized: their email address, name and profile are removed and they can no longer sign in. Members who have joined another organization keep their login.

Billing records, invoices and the record of your Terms acceptances are kept, as the Terms and the law require.

During the Grace Period

You can cancel the closure at any time until it takes effect:

1. Return to Settings → Organization
2. Click Cancel Closure in the Danger Zone

Getting a Copy of Your Data

There is no self-serve export. To get a copy of your data back, email legal@vectordataloader.app during the grace period. Deletion is then paused until the copy is delivered, still within the 30 days.

What Gets Deleted

• All documents and vector embeddings
• All connected sources
• Organization settings and configurations
• All team members are removed
• All credits (startup and purchased) are forfeited with no refunds

See Billing → Account Closure for credit forfeiture details.