Information we collect
Depending on how you interact with us, we may collect:
- Contact and business information, such as your name, company, email address, phone number, and the details you provide in an inquiry or service intake.
- Purchase information, such as the product purchased, amount, payment status, and transaction references. Payment-card details are collected and processed by our payment provider, not stored by Vaultline.
- Service and communications information, including messages, requests, project records, support history, and SMS consent or opt-out records.
- Website and device information, such as pages viewed, referral information, browser or device type, and basic security and performance logs.
- Information you direct us to process when delivering an agreed service. Client materials remain governed by the applicable service agreement and scope.
How we use information
We use information to respond to inquiries; prepare, provide, secure, support, and improve our services; process purchases; arrange requested work; operate our website and internal systems; maintain records; prevent misuse; and comply with legal obligations. If you begin an inquiry, intake, or checkout and do not finish, we may use the contact information and answers you submitted to follow up about that request. You can ask us to stop.
Operational SMS service
When you expressly opt in, Vaultline may send operational text messages about requests, tasks, service status, scheduling, confirmations, and account or security activity. Message frequency varies with your activity.
SMS consent is specific. We do not sell, rent, or share mobile numbers or SMS opt-in data with third parties or affiliates for their marketing or promotional purposes. We may disclose information to service providers that help us deliver the messages, subject to confidentiality and use restrictions, or when required by law.
Reply STOP to opt out. Reply HELP for help. Message and data rates may apply. Opting out of SMS does not prevent non-SMS communications that are necessary to provide a requested service or comply with law.
How we share information
We may share information with service providers that help us host the website, manage inquiries and client workspaces, communicate, measure site activity, process payments, provide artificial-intelligence features, maintain security, and operate the business. We may also disclose information in connection with a business transaction or when required to protect rights, safety, security, or comply with law. We do not sell personal information. We require service providers to use information only for the services they provide to us.
Instant Archive Trial
Authorized Vaultline system administrators may access trial archive content to provide support and verify that archive processing, search, and visual tagging are working accurately. Administrative access is limited to those purposes and is recorded in the trial service’s audit history.
For visual tagging in the Instant Archive Trial, Vaultline uses Anthropic as a third-party service provider. We send extracted still frames from uploaded video to Anthropic’s API for that purpose. We do not send audio, transcripts, or whole video files to Anthropic for the visual-tagging step.
Retention and security
We retain information only as long as reasonably necessary for the purposes described here, including service delivery, security, recordkeeping, dispute resolution, and legal compliance. We use administrative, technical, and organizational safeguards appropriate to the information, but no system can guarantee absolute security.
First-party website activity
When enabled, Vaultline uses an opaque first-party identifier to understand visits to key pages, form completions, downloads, and meaningful trial milestones. The identifier is a secure, same-site cookie shared only across Vaultline properties. We do not fingerprint your device or retain IP addresses or user-agent strings for this purpose.
Unresolved anonymous activity is deleted after 90 days and contributes no account evidence. An inquiry or download email is not treated as verified identity; resolution requires deterministic evidence such as an authenticated, verified trial account. Ambiguous matches are held for review and do not affect account scoring.
Advertising and measurement
We advertise our products on third-party platforms. Our advertising landing pages include a measurement pixel provided by OpenAI, which loads code from OpenAI’s servers and reports that a visit or a conversion happened so we can tell which campaigns are working. It operates separately from the first-party identifier described above, and the opt-out button above does not disable it. You can block it with browser or extension content-blocking controls. What OpenAI collects through it is governed by OpenAI’s own privacy policy.
Your choices
You may ask to access, correct, or delete personal information we hold about you, subject to applicable exceptions. You may also withdraw SMS consent at any time by replying STOP. To make a privacy request, email hello@vaultlinesolutions.com.
Children, changes, and contact
Our services are intended for businesses and are not directed to children under 13. We may update this policy as our practices or legal obligations change; the effective date above shows the latest revision.
Questions or privacy requests may be sent to hello@vaultlinesolutions.com.