Disclosure & Access Policy

4.1 Purpose

AssetIndex is built on the principle of conditional disclosure: your records remain entirely private to you until specific conditions you have defined are met. This policy describes what those conditions are, how they are evaluated, and what disclosure looks like in practice.

4.2 What Disclosure Means

Disclosure is the controlled release of your asset metadata and your written instructions to the trusted contacts you have designated. It is not:

• The transfer of any asset itself.
• The granting of legal authority over your affairs.
• The triggering of any financial or legal action.

Disclosure simply provides your contacts with the information you have prepared for them — what you have, where it is, and what you want them to know.

4.3 The Conditions

AssetIndex evaluates disclosure based on two settings you control:

a. Check-in Cadence

How often you confirm you are still active. You may choose any cadence — weekly, monthly, yearly, or a custom value of days, weeks, months, or years.

b. Grace Period

After a missed check-in, AssetIndex waits through a grace period — a buffer of days you specify — before any disclosure occurs. During this period, the system sends you reminder emails giving you a chance to confirm you are active.

Disclosure occurs only when both conditions have elapsed: your check-in cadence has lapsed AND the full grace period has passed without your response.

4.4 The Sequence of Events

The disclosure sequence is:

1. Your check-in cadence lapses.
2. The grace period begins. A warning email is sent to your registered email address.
3. During the grace period, you can sign in and check in to confirm activity, which resets the cadence and cancels any pending disclosure.
4. If the grace period ends without your response, the disclosure pipeline runs.
5. Each trusted contact receives a disclosure email containing the asset information they were authorised to receive.
6. Your records are marked as disclosed in our system.

4.5 What Each Contact Receives

Each trusted contact is assigned a permission level when you designate them. Disclosure content is filtered accordingly:

• View level: the contact sees only that an asset record exists — its name and category — without your written instructions or full description.
• Edit level: the contact receives the full record, including your description and written instructions.
• Full Access level: the contact receives everything an Edit-level contact would, plus a clear designation as your primary point of contact for the records they have been given.

You control these levels at the moment you assign each contact to an asset record. You can change them at any time before disclosure occurs.

4.6 What We Do Not Disclose

Because AssetIndex stores only metadata, we cannot disclose what we do not hold. Trusted contacts will never receive:

• Passwords, PINs, or login credentials.
• Account numbers, sort codes, or routing details.
• Account balances, values, or financial statements.
• Documents, certificates, or attached files.
• Any information you have not personally entered.

4.7 Delivery Mechanism

Disclosure is currently delivered to each trusted contact via email. The email contains the disclosed asset information for that specific contact, based on their permission level.

We use authenticated transactional email infrastructure with SPF and DKIM verification to ensure deliverability and to help recipients identify the message as legitimate.

As the platform develops, a dedicated disclosure portal with additional verification steps may be introduced. Any such change will be communicated in advance and will not alter the conditions under which disclosure occurs.

4.8 Reversibility

Until the moment of disclosure, you have complete control. You can edit records, change contacts, adjust permission levels, modify your cadence, or check in to reset the sequence.

After disclosure has occurred, it cannot be reversed. Once your trusted contacts have received your asset information, that information is in their hands. AssetIndex cannot recall or unsend a disclosure email. This is by design — disclosure is intended to be reliable when triggered.

4.9 Manual Triggers

AssetIndex may, at our discretion, support a feature allowing you to manually initiate disclosure in advance of your check-in cadence elapsing — for example, if you are entering a situation where you want your trusted contacts to have information immediately.

Any manual trigger requires your explicit confirmation and follows the same disclosure rules: each contact receives only the information you authorised, at the permission level you assigned. Manual triggers are subject to the same irreversibility as automatic disclosure.

4.10 Security and Audit

To protect the integrity of the disclosure system:

• All disclosure events are logged with timestamps, recipient identifiers, and the permission levels applied.
• Disclosure logs are retained for security and compliance purposes.
• The disclosure pipeline runs on protected infrastructure with restricted access.
• We monitor for anomalous patterns that could indicate misuse or system error.

4.11 Contact

For questions about disclosure mechanics or to report concerns:

Email: hello@assetindex.io

Postal: Nexvira Technologies Ltd, United Kingdom