Privacy Policy

Last updated: April 2026

Introduction

VaultMotive ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our vehicle documentation platform.

Information We Collect

We collect information you provide directly to us, including:

  • Account information (name, email, password)
  • Vehicle documentation and photos you upload
  • Work orders, invoices, and business records
  • Communication preferences

How We Use Your Information

We use the information we collect to:

  • Provide and maintain our services
  • Process transactions and send related information
  • Send technical notices and support messages
  • Respond to your comments and questions
  • Improve and develop new features

SMS Communications

When you provide your mobile phone number and consent to SMS communications:

  • We use your phone number to send account verification codes, security alerts, and service notifications
  • Message frequency varies based on your account activity
  • Message and data rates may apply
  • You can opt out at any time by replying STOP to any message
  • For help, reply HELP or contact support@vaultmotive.app

Mobile Information Sharing

We do not sell, rent, or share your mobile phone number or any mobile opt-in data with third parties for their marketing purposes.

Your mobile information is used solely to provide the VaultMotive service and will not be shared with any third party without your explicit consent, except as required by law.

Service Providers

We share information with third-party service providers who perform services on our behalf:

  • SMS Delivery: Twilio (for sending text messages)
  • Email Delivery: SendGrid (for sending emails)
  • Payment Processing: Stripe (for subscription billing)
  • Cloud Infrastructure: Amazon Web Services (for hosting and storage)
  • AI Services: OpenAI, AWS (for voice transcription and document processing)

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

Data Security

We implement industry-standard security measures to protect your data, including encryption at rest and in transit, regular security audits, and access controls.

Data Retention and Backup Erasure

We retain database backups for 30 days to ensure disaster recovery and business continuity, as required by our SOC 2 compliance obligations (CC7.5). When you request deletion of your account, your personal information is immediately removed from all active systems.

However, your data may persist in encrypted database backups for up to 30 days following your deletion request. This data is permanently removed through natural backup rotation at the end of the retention period. During this window, backup data is encrypted at rest, access-controlled, and used only for disaster recovery purposes.

This retention is maintained under the GDPR Article 17(3) exception for backup and disaster recovery systems. We believe the 30-day retention period represents a reasonable and proportionate balance between data protection rights and our obligation to maintain reliable backup systems.

Your Rights

You have the right to access, correct, or delete your personal information. You can also export your data at any time from your account settings. When you exercise your right to erasure, your data is removed from active systems immediately. Encrypted backup copies are erased through natural rotation within 30 days.

Contact Us

If you have any questions about this Privacy Policy, please contact us at privacy@vaultmotive.app