Privacy Policy

Vaulter ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our AI digital worker services. Please read this policy carefully.

1. Information We Collect

We collect information you provide directly to us and information collected automatically when you use our Service.

Information you provide:

Data Type	Examples	How Collected
Contact information	Name, email address	Quote request form
Business information	Company name, task description	Quote request form
Communications	Messages sent to our team	Email, contact form
Service data	Workflow details, documents, credentials provided for task execution	Onboarding process

Information collected automatically:

• Log data (IP address, browser type, pages visited, time and date of visit)
• Device information (operating system, screen resolution)
• Usage data (how you interact with our website)
• Cookies and similar tracking technologies (see Section 7)

2. How We Use Your Information

We use the information we collect to:

• Respond to your quote requests and deliver the Service
• Communicate with you about your account, service updates, and support
• Improve and develop our platform and AI systems
• Send transactional emails (quote confirmations, service notifications)
• Comply with legal obligations and enforce our Terms of Service
• Detect, prevent, and address technical issues or fraud
• Analyze usage patterns to improve website performance

We will not send you marketing emails without your explicit consent. You can opt out of any non-essential communications at any time.

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or UK, our legal basis for processing your personal data is:

• Contract performance — to provide the Service you requested
• Legitimate interests — to operate and improve our business, prevent fraud
• Legal obligation — to comply with applicable laws and regulations
• Consent — where you have explicitly provided it (e.g. marketing emails)

4. How We Share Your Information

We do not sell your personal data. We may share information only in the following circumstances:

• Service providers — trusted third-party vendors who assist us in operating the Service (e.g. email delivery, cloud hosting), bound by confidentiality agreements
• Legal requirements — when required by law, court order, or government authority
• Business transfers — in connection with a merger, acquisition, or sale of assets, with notice to you
• With your consent — for any other purpose with your explicit permission

5. Client Task Data

When you use Vaulter's AI workers to perform tasks, we may process data on your behalf (e.g. invoices, emails, documents). This data is:

• Treated as confidential and used solely to deliver the requested task
• Not used to train our AI models without your explicit consent
• Retained only as long as necessary to complete the task, unless otherwise agreed in your service contract
• Protected with industry-standard security controls

You remain the data controller for any personal data within the tasks you assign to us. We act as a data processor on your behalf.

6. Data Retention

We retain your personal data for as long as necessary to provide the Service and comply with our legal obligations:

• Quote requests — retained for 12 months to follow up and improve our quoting process
• Active client data — retained for the duration of the service relationship plus 3 years for legal compliance
• Task execution data — deleted or returned within 30 days of task completion, unless specified otherwise in your contract
• Website analytics — retained for up to 24 months in anonymized form

You may request early deletion of your data at any time (see Section 9).

7. Cookies

Our website uses cookies and similar technologies to enhance your experience:

• Strictly necessary cookies — required for the website to function; cannot be disabled
• Analytics cookies — help us understand how visitors interact with the site (e.g. page views, session duration)
• Preference cookies — remember your settings and choices

You can control cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include:

• Encryption of data in transit (TLS/HTTPS) and at rest
• Access controls and authentication requirements for our team
• Regular security reviews and monitoring
• Confidentiality agreements with all personnel and contractors

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you
• Correction — request correction of inaccurate or incomplete data
• Deletion — request deletion of your personal data ("right to be forgotten")
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Restriction — request that we limit how we process your data
• Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at privacy@vaulter.ai. We will respond within 30 days.

10. International Data Transfers

Vaulter operates primarily in the United States. If you are located outside the US, your data may be transferred to and processed in the US. Where required, we use Standard Contractual Clauses (SCCs) or other appropriate safeguards to protect cross-border data transfers in compliance with applicable law (including GDPR).

11. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately and we will delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by updating the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

• Email: privacy@vaulter.ai
• General inquiries: Contact form

If you are in the EEA or UK and believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection authority.