Privacy Policy

ProcessVault ("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 use our standard operating procedure management platform and related services.

1. Information We Collect

Information You Provide

• Account Information: Name, email address, company name, and password when you create an account
• Profile Information: Job title, department, and profile photo (optional)
• Content: Procedures, videos, training materials, and other content you create or upload
• Communications: Information you provide when contacting us for support or inquiries
• Payment Information: Billing details processed through our secure payment provider

Information Collected Automatically

• Usage Data: How you interact with the platform, including features used, procedures viewed, and training completed
• Device Information: Browser type, operating system, device identifiers
• Log Data: IP address, access times, pages viewed, and referral URLs
• Cookies: Session and preference cookies to maintain your login and settings

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send administrative notifications (service updates, security alerts)
• Respond to your comments, questions, and support requests
• Generate analytics to improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

3. Data Sharing and Disclosure

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

• Within Your Organization: Administrators can view user activity and content as part of normal platform operations
• Service Providers: Third-party vendors who assist with hosting, analytics, and customer support (bound by confidentiality agreements)
• Legal Requirements: When required by law, legal process, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize sharing

4. Data Security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit (TLS/SSL) and at rest
• Regular security assessments and penetration testing
• Access controls and authentication requirements
• Secure cloud infrastructure with SOC 2 compliance
• Regular backups and disaster recovery procedures
• Employee security training and background checks

5. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account deletion:

• Personal data is deleted within 30 days
• Backup copies are purged within 90 days
• Anonymized analytics data may be retained for service improvement
• We may retain certain information as required by law

6. Your Rights and Choices

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

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data
• Portability: Export your data in a machine-readable format
• Objection: Object to certain processing activities
• Restriction: Request limited processing of your data

To exercise these rights, contact us at [email protected].

7. Cookies and Tracking

We use cookies and similar technologies for:

• Essential Cookies: Required for platform functionality and security
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Understand how users interact with our platform

You can control cookie settings through your browser preferences. Note that disabling certain cookies may affect platform functionality.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

• Standard contractual clauses approved by relevant authorities
• Data processing agreements with all service providers
• Compliance with applicable data protection frameworks

9. Children's Privacy

ProcessVault is not intended for individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending email notification for material changes

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: [email protected]
• Contact Form: www.processvault.net/contact