Citadel Platform Terms — Summary

Platform terms · Plain-English summary — your engagement agreement prevails wherever the two differ

The status of this document

This summary does not create a contract and is not legal advice. It exists so that a prospective customer can understand what a Citadel subscription involves before the formal paperwork arrives.

The binding terms of your subscription are your engagement agreement and order form, read together with our Terms of Service. If anything on this page conflicts with those documents, they prevail. We publish this summary because plain English is a fair test of terms: if a clause cannot be summarised honestly, it probably should not be in the contract.

What the subscription covers

Citadel is the governance platform your Sentinel engagement leaves behind. A subscription gives your organisation access to the platform described on the Citadel page: the live System Registry and Use Case Register, the Exposure Engine that scores risk in monetary terms, the Evidence Vault and Decision Ledger, the AI Portfolio P&L, automated monthly board reporting, and the ROGS — Risk and Operational Governance Score — that ties them together. AutoDiscover runs continuously, scanning your cloud estate, SSO directory and SaaS footprint for AI tools that appear without governance review.

Citadel goes live at Sentinel close, pre-populated with your AI inventory, risk scores and compliance assessments — you are not buying an empty dashboard. Pricing is fixed-fee, set in your order form and quoted before anything is signed, with no day-rate extras.

Availability and support

Support comes from the team that builds and runs the platform, not an outsourced help desk. Planned maintenance is scheduled to avoid UK business hours where practicable and notified in advance.

Availability targets, incident response times, what counts as downtime, how maintenance windows are treated, and any service-credit remedy are agreed in the engagement agreement rather than asserted here.

Where your data lives and how it is protected

Your data is stored and processed in the UK only.

Encryption: AES-256 at rest and in transit.

Access control: role-based access enforced at row level in the database, so no user sees data outside their authorised scope.

Authentication: OIDC single sign-on with Azure AD, Okta, Auth0 and Google Workspace; MFA required for Governance Lead and Admin roles.

Our privacy notice explains how we handle personal data more broadly.

Backups and recovery

Backups are held within the same UK region as the live service and encrypted to the same standard. Recovery point and recovery time objectives are set in the engagement agreement. Because Citadel is an evidence platform — the Evidence Vault and Decision Ledger exist to be auditable — the durability of your records is treated as a governance obligation, not an engineering preference.

Who owns what

Your data is yours. Everything you put into Citadel, and everything the platform generates about your organisation — the registry, risk assessments, evidence records, board packs — belongs to you. We take a limited licence to host and process that data solely to provide the service, as set out in the DPA, and we do not use it for any other purpose.

The platform itself remains ours. The Citadel software, the ROGS methodology and the Sentinel framework are the intellectual property of EAIC LTD, consistent with our Terms of Service. Your subscription is a licence to use the platform, not a transfer of it.

You can export your data in standard, machine-readable formats at any point during the subscription — not only at exit.

Suspension, termination and exit

We may suspend access in three situations: material non-payment after written notice; a security threat to the platform or to other customers; or use of the platform in breach of law or the agreement. Where practicable we give notice before suspending, and access is restored promptly once the issue is resolved. Suspension is a last resort, not a negotiating tactic.

The subscription term, renewal and notice periods are set in your order form. Either party may terminate for material breach that is not remedied within a reasonable cure period.

On exit, you receive a defined window to export your data in standard formats, after which it is deleted in line with the DPA and UK GDPR. The precise notice periods and export window are flagged here for counsel to fix in the formal terms, rather than improvised in a summary.

Liability and governing law

Consistent with our Terms of Service, EAIC LTD’s liability in connection with the Citadel subscription is limited to the fees paid for it. Nothing in the terms will exclude liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.

Citadel does not claim certification and does not guarantee compliance or financial outcomes. It provides the governance mechanics and evidence structure that make compliance demonstrable — to the FCA, PRA, ICO, SRA, CQC or any other regulator with an interest in your AI estate — but regulatory accountability remains with your organisation and its senior managers. A platform that promised otherwise would be mis-selling.

The terms are governed by the laws of England and Wales, and disputes are subject to the exclusive jurisdiction of the courts of England and Wales.