Effective date: 10 November 2026
This policy explains how VK3D Studio Sdn. Bhd. ("VK3D", "we") handles information in VK3D AI Checker ("the tool"), an internal tool for VK3D staff and contracted drafters. This website (aichecker.vk3d-ai.com) only provides information about the tool and does not collect personal data itself.
We use Google Sign-In with the basic scopes openid, email and profile only.
We receive your Google account ID, email address and name. We do not receive your password, and the tool cannot read your Gmail, Google Drive, contacts or other Google data.
Signing in does not by itself give access. Access is granted only if your email is on VK3D's staff list and an administrator has activated your account with a role.
Staff record: email address, display name, role, active status, Google account ID and creation date.
Sign-in sessions: a one-way hash of the session token, start time and expiry time. Sessions expire after 12 hours or when you sign out.
Cookies: one session cookie (HTTP-only, 12 hours) and one short-lived cookie used during Google sign-in. We do not use advertising or analytics cookies.
Drafters upload three kinds of job material:
Customer Source: the customer's requirements, such as briefs, messages, sketches and floor plans.
Senior Brief: the senior designer's instructions for the job.
Drafter Render: the drafter's 3D renders (images, PDFs or videos).
These materials may contain customer names, addresses, floor plans and design details. They are used only to run the checks described on our homepage.
Uploaded files and AI reports are stored in a private VK3D Shared Drive in Google Workspace. They are not made public and are not shared with personal Google accounts. Staff open them only through the tool after sign-in. Large videos may also be stored as a compressed copy. Operational records (projects, checks, staff) are kept in a private VK3D Google Sheet.
VK3D uses the Gemini API as a paid service (a billing-enabled Google Cloud project). When a check runs, the files it needs are sent to Google's Gemini API for analysis.
Files are uploaded to the Gemini Files API temporarily. The tool deletes them when the check ends. If a deletion fails, Google deletes them automatically after 48 hours.
Google's terms for paid services state that Google does not use prompts (including files) or responses to improve its products, and that Google processes this data under its Data Processing Addendum.
Optional Gemini API request logging, which would keep copies of requests for troubleshooting, is turned off for our Google Cloud project. The tool also sends every check request with logging disabled (store: false).
Separately, under Google's terms for paid services, Google logs prompts and responses for a limited period solely to detect and prevent violations of its Prohibited Use Policy and to meet legal requirements. Google's documentation currently states this period as 55 days. These logs are controlled by Google, not by VK3D, and cannot be turned off by VK3D.
The tool keeps, in VK3D's Google Sheet and Shared Drive:
each check's status, the AI report and findings (which may quote short passages of the customer requirements and describe the renders);
token usage and cost of each check;
an activity log of which staff member created projects, uploaded files, ran checks or changed staff access, and when.
Technical logs of the tool (errors, timings, file sizes; no file contents) are kept in Google Cloud Logging.
The tool runs on Google Cloud Run in the asia-southeast1 (Singapore) region.
Project files and records in Google Workspace (Google Drive and Google Sheets) may be stored in Google data centres in different countries. VK3D has not set a Workspace data region.
The Gemini API is not tied to the Singapore region. Google's terms state that this data may be stored transiently or cached in any country in which Google or its agents maintain facilities.
Every page and every request to the tool requires a signed-in, activated staff account. Access to projects and files is checked on the server for each request.
Files are never given public links. The tool reads and writes them with its own Google Cloud service account, without downloadable keys. Application secrets are kept in Google Secret Manager.
All connections use HTTPS.
An administrator can deactivate a staff member's access or end their sessions at any time.
Our service providers are Google (Google Workspace, Google Cloud and the Gemini API). We do not sell information, show advertising, or share information with other parties unless required by law. AI findings are advisory; no decision about a person or a customer is made automatically.
Project files, AI reports and check history are kept as VK3D business records for as long as they are needed for the project and for VK3D's business records. When they are no longer needed, a VK3D administrator deletes or archives them. Deletion is not automatic.
When an administrator deletes a project, its files are moved to the Shared Drive trash, which Google empties after 30 days. The check history and activity log entries for that project are kept as business records.
Staff records are kept while you work with VK3D and afterwards as part of VK3D's business records. An administrator can deactivate your access at any time.
Temporary Gemini files and Google's abuse-monitoring logs: as described in sections 5 and 6.
You may ask to access or correct your staff information, or ask questions about this policy, by emailing kfkan87@gmail.com.
We handle personal data in accordance with Malaysia's Personal Data Protection Act 2010, and, where personal data is collected, used or disclosed in Singapore, Singapore's Personal Data Protection Act 2012.
We will post any change to this policy on this page with a new effective date.