Privacy Policy

Vaultia is a business-to-business platform. We contract with organisations ("Customers"), not individual end users. End users access Vaultia through their employer's or organisation's deployment. If you are an end user with questions about how your organisation uses your data, contact your organisation's administrator.

This policy governs:

• Personal information we collect via this website (vaultia.ai).
• Personal information we collect from Customer contacts during account setup, billing, and support.

It does not govern Customer Data (documents, prompts, knowledge base content, chat history) processed inside a Customer's own AWS account. That data never transits Vaultia infrastructure — see Section 4.

2.1 Website enquiries and contact form

When you submit an enquiry via our contact form we collect your name, work email address, company name, and any information you include in your message. We use this to respond to your enquiry and, with your consent, to follow up about Vaultia.

2.2 Account and billing information

When a Customer organisation engages Vaultia we collect contact details for the Customer's nominated administrator(s) — name, work email, and role — and billing information required to process payments (handled by our payment processor; we do not store full card numbers).

2.3 Support and communications

If you contact us for support we may retain a record of that correspondence, including any personal information you include.

2.4 Website analytics

We may collect standard web analytics data (pages visited, session duration, referrer, browser type, country-level location) using privacy-respecting analytics tools. This data is aggregated and not used to identify individuals. We do not use third-party advertising trackers.

2.5 Information we do not collect

We do not collect, access, or process any documents, prompts, AI outputs, knowledge base files, or chat history created by Customer end users. All such data is stored within the Customer's own AWS account and is outside Vaultia's control. See Section 4.

• To respond to enquiries and provide customer support.
• To provision, operate, and improve the Vaultia platform for Customers.
• To send transactional communications (account setup, invoices, security notices).
• To send product updates or marketing, where you have consented or where otherwise permitted by law. You may opt out at any time.
• To comply with our legal obligations.

We do not sell personal information to third parties. We do not use personal information to train AI models.

Vaultia deploys entirely within the Customer's own Amazon Web Services (AWS) account. All Customer Data — including uploaded documents, knowledge base vectors, AI conversation history, and generated outputs — is stored in AWS services (S3, DynamoDB, Bedrock) provisioned under the Customer's own AWS account and IAM controls.

Vaultia personnel have no standing access to Customer Data. Customers control their own data residency, encryption keys, and access policies. If a Customer grants temporary access to Vaultia support staff to investigate a specific issue, that access is limited in scope and duration and governed by the Customer's own AWS IAM policies.

AI inference is performed via Amazon Bedrock. AWS contractually prohibits use of customer content to train or improve foundation models. Vaultia does not receive copies of model inputs or outputs.

We may disclose personal information to:

• AWS — cloud infrastructure provider for Vaultia's own systems (website, support tooling). AWS's privacy policy governs their handling of data.
• Payment processors — to process subscription payments. We use reputable processors that comply with PCI-DSS.
• Professional advisers — legal, accounting, or auditing advisers under confidentiality obligations.
• Regulators and law enforcement — where required by law.

We do not transfer personal information outside Australia unless the recipient is subject to a law, binding scheme, or contractual obligation that provides substantially similar protections to the APPs.

We retain personal information only as long as necessary for the purpose collected or as required by law:

• Contact form enquiries: up to 24 months, or until you request deletion.
• Customer account information: for the duration of the Customer relationship plus 7 years (for tax and legal record-keeping purposes).
• Website analytics: 13 months on a rolling basis.

We implement reasonable technical and organisational measures to protect personal information from unauthorised access, disclosure, or loss. These include encrypted communications (TLS), access controls, and periodic security reviews. No transmission over the internet is completely secure — we cannot guarantee absolute security.

Under the Privacy Act and APPs you have the right to:

• Access personal information we hold about you.
• Request correction of inaccurate or outdated information.
• Request deletion, where no overriding legal obligation requires us to retain it.
• Withdraw consent for direct marketing at any time.
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe we have breached the APPs.

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

If you are located in the European Economic Area, UK, or another jurisdiction with applicable data protection law, additional rights may apply. Contact us to discuss.

This website may use cookies and similar technologies for analytics and to remember your preferences. We do not use cookies for cross-site advertising. You can disable cookies in your browser settings; some website functionality may be affected.

We may update this policy from time to time. Material changes will be communicated by updating the "Last updated" date above and, for active Customers, by email. Continued use of the platform after changes constitutes acceptance of the updated policy.

For privacy enquiries or to exercise your rights: