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VINEVAULT PRIVACY POLICY

Last updated: May 2026
Effective date: May 2026

At a Glance

Topic Summary Section
What we collect Account information, billing information, and backup data from your connected account Section 5
How we use it To provide, secure, and support the service Section 6
Who we share it with Limited service providers, legal requirements, or business transfers as described below Section 7
Do we sell your data No. We do not sell Personal Information, Customer Data, or Backup Data Sections 6, 7
Can we read your backup data Access is restricted and limited to specific support, security, legal, or service needs described below Section 8
Your rights Access, correct, delete, portability, and other rights depending on your location Section 14
Data retention Active while your subscription is active plus a 90-day grace period after cancellation Section 12
Contact us support@vinevault.io Section 23

1. Introduction

Vinevault, LLC ("Vinevault," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use it, how we protect it, how we share it, and your rights regarding your personal information.

By using Vinevault's website or services, including our website at vinevault.io, you acknowledge that you have read and understand this Privacy Policy.

This Privacy Policy applies to Vinevault's website, customer portal, backup services, account administration, and related communications. This Privacy Policy does not replace or limit any separate Terms of Service, Beta Addendum, Data Processing Agreement, or other written agreement between Vinevault and a customer. If a separate written agreement provides additional privacy, security, or data processing terms, that agreement will apply as described in that agreement.

2. Who We Are

Vinevault, LLC is a limited liability company registered in the State of Utah, Davis County. We provide independent recordkeeping and backup services for property management software users.

Vinevault is an independent service and is not affiliated with, endorsed by, or sponsored by any property management software company.

3. Definitions

For purposes of this Privacy Policy:

"Personal Information" means information that identifies, relates to, describes, or could reasonably be linked to an identifiable individual, household, or as otherwise defined under applicable privacy law.

"Customer Data" means the records, files, documents, data, and information copied from your connected property management software account as part of the Vinevault service. Customer Data may include property records, owner information, resident information, applicant information, vendor information, lease records, ledgers, transaction history, maintenance records, inspection records, communications, notes, reports, uploaded files, attachments, and other information stored in your property management software account.

"Backup Data" means the copy, snapshot, export, archive, or other backup record created by Vinevault from your Customer Data.

"Account Credentials" means the API key, login credential, token, or other access method you provide so Vinevault can connect to your property management software account and create Backup Data on your behalf.

"Service Providers" means third party vendors that help Vinevault operate, secure, host, support, or deliver the service.

4. Vinevault's Role

For Personal Information that Vinevault collects directly from you to create and manage your Vinevault account, operate our website, process subscriptions, provide customer support, and communicate with you, Vinevault acts as the business or controller of that information.

For Customer Data and Backup Data copied from your property management software account, Vinevault acts as a service provider or processor acting on behalf of the customer. Vinevault processes Customer Data and Backup Data only to provide the services requested by the customer, according to the customer's instructions, our agreement with the customer, this Privacy Policy, and applicable law.

For business customers that enter into a Data Processing Agreement with Vinevault, the Data Processing Agreement governs Vinevault's processing of Customer Data and Backup Data to the extent it conflicts with or supplements this Privacy Policy.

You are responsible for ensuring that you have the necessary rights, permissions, consents, and authority to connect your property management software account to Vinevault and authorize Vinevault to access, copy, process, and store Customer Data and Backup Data.

You acknowledge that Customer Data and Backup Data may contain Personal Information belonging to third parties including property owners, residents, applicants, vendors, and employees. You represent and warrant that you have the legal authority, necessary permissions, and applicable consents required under federal, state, and local law to authorize Vinevault to access, copy, process, and store that information as part of the services.

5. Information We Collect

We collect information in several ways depending on how you interact with Vinevault.

Information You Provide Directly

We may collect Personal Information directly from you, from your company or account administrator, from Service Providers such as Stripe or Auth0, from your use of the website or services, and from communications you send to us.

When you create an account, request access to our services, subscribe to a backup plan, or contact us for support, we may collect:

  • Full name
  • Work email address
  • Company name
  • Number of units under management
  • Account login information for your Vinevault account
  • Authorized user and account administrator information
  • Billing contact information
  • Subscription and payment status
  • Customer support communications
  • Account Credentials you provide to connect your property management software account

If you use Vinevault on behalf of a company, we may process your Personal Information as a business contact, authorized user, account administrator, billing contact, or support contact for that company.

Account Credentials are encrypted immediately upon receipt and are not stored by Vinevault in readable form. Vinevault staff cannot view or retrieve previously entered Account Credentials. If your Account Credentials need to be changed, you may enter new credentials, but the prior credentials will not be visible to you or to Vinevault staff.

If your Vinevault account is associated with a company or organization, authorized users or administrators for that account may be able to view certain account information, subscription details, backup activity, user access, credential status, and service status information.

Billing Information

Payments are processed by Stripe, Inc. Vinevault does not store your full payment card details. Vinevault may receive and store limited billing-related information from Stripe, such as subscription status, invoice history, payment confirmation, billing contact information, card brand, expiration date, and the last four digits of your payment card.

Information Collected Automatically

When you visit our website or use our services, we may automatically collect certain technical and operational information, including your IP address, browser type, operating system, pages visited, date and time of visit, login activity, backup dates and times, backup status, error messages, file size, system events, and download activity.

We use this information to operate, secure, troubleshoot, support, and improve our website and services.

Vinevault does not currently use website analytics scripts, advertising pixels, or behavioral advertising tools. If we add analytics or tracking tools in the future, we will update this Privacy Policy and identify applicable tools in our Cookie Policy.

Customer Data and Backup Data

When you connect your property management software account to Vinevault, our systems access and copy the records contained in that account on your behalf. Customer Data and Backup Data may include property records, owner information, resident information, applicant information, vendor information, leases, ledgers, transaction history, maintenance records, inspection records, communications, notes, reports, uploaded files, attachments, and other records stored in your property management software account.

Vinevault processes Customer Data and Backup Data solely to provide the backup and recordkeeping services you have requested. We do not sell Customer Data or Backup Data. We do not use Customer Data or Backup Data for advertising, marketing, profiling, data mining, resale, artificial intelligence or machine learning model training, or unrelated business purposes.

Vinevault is designed to limit our visibility into Customer Data and Backup Data. However, in limited circumstances, Vinevault personnel may have access to limited Customer Data or Backup Data only as necessary to provide support, maintain the service, investigate security or technical issues, comply with law, or enforce our agreements. Any such access is subject to internal access controls and confidentiality obligations.

6. How We Use Your Information

We use Personal Information for the following purposes:

  • To create and manage your Vinevault account
  • To provide, operate, secure, troubleshoot, and improve our services
  • To process payments and manage your subscription
  • To send account notifications, including backup completion confirmations and scheduled backup alerts
  • To respond to questions and provide customer support
  • To communicate important updates about our services, including changes to this Privacy Policy, our Terms of Service, or other applicable agreements
  • To maintain audit logs and security records
  • To comply with applicable laws and regulations
  • To enforce our agreements and protect the rights, property, and safety of Vinevault, our customers, and others

We use Customer Data and Backup Data only to provide the backup and recordkeeping services you request, maintain the security and integrity of the service, troubleshoot technical issues, comply with law, and enforce our agreements.

Vinevault seeks to collect and process only the Personal Information reasonably necessary and proportionate to provide, secure, support, and improve the services, comply with law, and enforce our agreements.

We may use aggregated, anonymized, or deidentified data that cannot reasonably identify an individual customer, company, resident, owner, applicant, vendor, or property for purposes such as improving our services, understanding usage patterns, and business analysis. Where we use aggregated, anonymized, or deidentified data, we maintain and use that data in deidentified form and do not attempt to reidentify it except as permitted by law. Vinevault does not use Customer Data or Backup Data, even in aggregated or anonymized form, to train artificial intelligence or machine learning models.

We do not sell your Personal Information. We do not sell Customer Data or Backup Data. We do not use your Personal Information, Customer Data, or Backup Data for targeted advertising.

7. How We Share Your Information

We do not sell, rent, or trade your Personal Information, Customer Data, or Backup Data.

We may share information only in the following limited circumstances:

Service Providers

We work with trusted Service Providers that help us operate, host, secure, support, and deliver the Vinevault service. These Service Providers are authorized to use information only as necessary to provide services to Vinevault and are required to protect the information they process on our behalf.

Our current primary Service Providers include:

  • Stripe, Inc. for payment processing
  • Amazon Web Services, Inc. for hosting, cloud infrastructure, database hosting, CloudFront, App Runner, ECS Fargate, S3 storage, and AWS KMS encryption key management
  • Auth0 for authentication services
  • Google Workspace for business email communications, including support communications sent to or from support@vinevault.io
  • Postmark for transactional email, including backup confirmations and scheduled backup alerts

Vinevault does not currently use website analytics scripts, advertising pixels, customer support ticketing software, or third party error logging and monitoring tools. If we add additional Service Providers that materially affect how Personal Information, Customer Data, or Backup Data is processed, we will update this Privacy Policy or otherwise provide notice as required by law.

Legal Requirements

We may disclose Personal Information, Customer Data, or Backup Data if required to do so by law, regulation, subpoena, court order, legal process, or governmental request, or if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Vinevault, our customers, or the public.

Business Transfers

In the event of a merger, acquisition, financing, reorganization, bankruptcy, sale of company assets, or similar transaction, Personal Information, Customer Data, and Backup Data may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.

8. How We Protect Your Information

We take the security of your information seriously and use administrative, technical, and organizational safeguards designed to protect Personal Information, Account Credentials, Customer Data, and Backup Data.

Our security measures include:

  • Account Credentials are encrypted immediately upon receipt and are not stored in readable form
  • Account Credentials are used by automated systems to perform backup operations and are not visible to Vinevault staff
  • Previously entered Account Credentials cannot be viewed or retrieved by Vinevault staff
  • Customer Data and Backup Data are protected using encryption and per-customer encryption key management through Amazon Web Services Key Management Service
  • Data is transmitted using TLS encryption
  • Access to Vinevault systems is controlled through role-based permissions
  • Vinevault personnel are not permitted to access Customer Data, Backup Data, or Account Credentials except as necessary to provide support, maintain the service, investigate security or technical issues, comply with law, or enforce our agreements
  • Vinevault maintains limited audit logs to help secure the service and confirm account history

Vinevault personnel who may have access to Personal Information, Customer Data, or Backup Data in the course of their duties are subject to confidentiality obligations and are trained on applicable privacy and security requirements.

You are responsible for maintaining the security of your Vinevault account credentials and for maintaining appropriate access controls within your property management software account. You agree to notify us immediately at support@vinevault.io if you suspect unauthorized access to your Vinevault account or connected property management software account.

No method of transmission or storage is completely secure. While we implement security measures designed to protect your information, we cannot guarantee absolute security.

If we become aware of a security incident involving Personal Information, Customer Data, or Backup Data in our possession, we will notify affected customers in accordance with applicable law and our contractual obligations.

9. Source System Access

Vinevault uses the Account Credentials you provide solely to connect to your property management software account and create Backup Data on your behalf.

Vinevault is designed to copy records from your property management software account. Vinevault does not use your Account Credentials to intentionally alter, delete, or modify records in your property management software account.

You are responsible for maintaining your property management software account, permissions, user access, source data, and any connection credentials required for Vinevault to perform backup operations.

If you disable or remove Account Credentials, Vinevault will not be able to run scheduled or on-demand backups until valid Account Credentials are reactivated or replaced. Previously created Backup Data will remain available in your client portal in accordance with your subscription terms. Vinevault is designed to notify you if a scheduled backup fails to complete.

10. Sensitive Information in Customer Data

Customer Data and Backup Data may include sensitive information depending on what you store in your property management software account. This may include financial records, payment history, identity-related information, screening documents, legal documents, accommodation-related records, communications, account credentials, or other sensitive records.

Vinevault does not intentionally request that you provide sensitive information beyond what is necessary to create Backup Data from the property management software account you connect. Because Vinevault copies the records contained in your connected account, you are responsible for managing what information is stored in your property management software system and for ensuring that your use of Vinevault complies with applicable privacy, data protection, housing, financial, and records retention laws.

Vinevault processes sensitive information contained in Customer Data and Backup Data only as necessary to provide the services, maintain security, comply with law, or enforce our agreements.

11. Disclaimer Regarding Source Data

Vinevault copies data from your property management software account as it exists at the time of each backup. We do not control, verify, correct, or validate the accuracy, completeness, legality, or integrity of the source data in your property management software account.

Vinevault is responsible for operating the backup service as described in our agreements. Vinevault is not responsible for the accuracy, completeness, or legal sufficiency of the underlying source data, documents, records, files, or information stored in your property management software account.

Vinevault does not determine whether Backup Data satisfies any customer's legal, regulatory, audit, dispute resolution, or records retention obligations. Customers are solely responsible for evaluating whether Vinevault's services meet their specific legal, regulatory, and operational requirements.

12. Data Retention

We retain your Personal Information for as long as your Vinevault account is active or as needed to provide the services, comply with law, resolve disputes, maintain security, and enforce our agreements. The length of time we retain information depends on the type of information, the purpose for which it is used, legal and accounting requirements, security needs, backup and archival schedules, dispute resolution needs, and our contractual obligations.

Backup Data remains available in your Vinevault client portal while your subscription is active.

Upon cancellation of your subscription, your Vinevault account, client portal access, Backup Data, and Account Credentials remain available for a 90-day grace period unless earlier deletion is requested and legally permissible. After the 90-day grace period, your account, Backup Data, and Account Credentials are deleted from Vinevault's active systems.

Backup Data downloaded by you before cancellation is not affected by cancellation or deletion from Vinevault and remains under your control.

After deletion, Vinevault may retain limited audit logs and business records showing that an account previously existed, subscription activity occurred, backups were performed, deletion occurred, or communications were sent. These audit logs are generally retained for at least three years from the date of creation unless a longer or shorter retention period is required or permitted by applicable law, contractual obligations, security needs, or a pending legal matter. Audit logs are retained for security, legal, accounting, dispute resolution, and compliance purposes and are not used to recreate Backup Data.

Some deleted information may remain in encrypted backups or archival systems for a limited period until those backups are overwritten or deleted according to our standard backup retention practices.

To request deletion before the end of the 90-day grace period, contact us at support@vinevault.io. We will process deletion requests in accordance with applicable law and our contractual obligations.

If you request immediate deletion or disable your Account Credentials before cancellation, Vinevault will no longer be able to perform scheduled or on-demand backups unless valid Account Credentials are reactivated or replaced.

13. Requests Related to Customer Data

Vinevault processes Customer Data and Backup Data on behalf of our customers. If you are a resident, applicant, owner, vendor, employee, business representative, or other individual whose information may be contained in a customer's property management software account or Backup Data, please contact the property management company or organization that controls that information.

If we receive a request relating to Customer Data or Backup Data, we may refer the request to the applicable customer or assist the customer in responding to the request as required by applicable law and our agreements.

14. Your Privacy Rights and Choices

Depending on your location and applicable law, you may have certain rights regarding your Personal Information. These rights may include:

  • The right to confirm whether we process your Personal Information
  • The right to access the Personal Information we maintain about you
  • The right to correct inaccurate Personal Information
  • The right to request deletion of Personal Information
  • The right to obtain a portable copy of Personal Information you provided to us
  • The right to object to or restrict certain processing
  • The right to opt out of the sale of Personal Information
  • The right to opt out of targeted advertising
  • The right to limit certain uses or disclosures of Sensitive Personal Information, where required by law
  • The right not to be discriminated against for exercising privacy rights

Vinevault does not sell Personal Information and does not process Personal Information for targeted advertising.

To exercise privacy rights, contact us at support@vinevault.io. We may need to verify your identity before processing your request. We will respond within the timeframe required by applicable law. We will honor applicable privacy rights requests in accordance with the laws that apply to Vinevault, the requesting individual, and the relevant Personal Information. In certain circumstances, we may deny a request where permitted by law, such as when we need to retain information for security, legal, accounting, contractual, dispute resolution, or compliance purposes.

If we deny your privacy rights request, you may appeal the decision by contacting us at support@vinevault.io and including "Privacy Rights Appeal" in the subject line. We will review and respond to appeals in accordance with applicable law.

Privacy laws vary by state and may not apply to every customer, business, or request. If your request relates to Customer Data or Backup Data that Vinevault processes on behalf of one of our customers, we may direct you to the customer that controls that data.

If you need this Privacy Policy in an alternative format, please contact us at support@vinevault.io.

15. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act.

Subject to applicable exceptions, California residents may have the right to:

  • Know what categories of Personal Information we collect, use, disclose, sell, or share
  • Request access to Personal Information we maintain about you
  • Request correction of inaccurate Personal Information
  • Request deletion of Personal Information
  • Opt out of the sale or sharing of Personal Information
  • Limit the use and disclosure of Sensitive Personal Information where required by law
  • Not receive discriminatory treatment for exercising privacy rights

The categories of Personal Information we collect, the sources of that information, the purposes for collection and use, the categories of third parties to whom information is disclosed, and our retention practices are described throughout this Privacy Policy.

In the past 12 months, Vinevault may have collected the following categories of Personal Information, depending on your relationship with us: identifiers, commercial information, internet or electronic network activity information, professional or employment-related information, account access credentials, billing-related information, and operational information related to service usage. Customer Data and Backup Data may contain additional categories of Personal Information depending on what the customer stores in its property management software account.

Vinevault does not sell Personal Information. Vinevault does not share Personal Information for cross-context behavioral advertising. Vinevault does not use Sensitive Personal Information for purposes other than providing and securing the services, processing payments, maintaining accounts, complying with law, and other purposes permitted by applicable law.

To exercise California privacy rights, contact us at support@vinevault.io.

16. Utah Privacy Rights

If you are a Utah resident, you may have rights under the Utah Consumer Privacy Act, subject to applicable exceptions. These rights may include the right to confirm whether we process your Personal Information, access your Personal Information, request deletion of certain Personal Information, obtain a portable copy of certain Personal Information, and opt out of certain processing for targeted advertising or sale of Personal Information.

Vinevault does not sell Personal Information and does not process Personal Information for targeted advertising.

To exercise Utah privacy rights, contact us at support@vinevault.io.

17. Cookies and Tracking

Our website may use cookies and similar technologies that are necessary for the website and services to function, including authentication, security, session management, and user preference cookies.

Vinevault uses session cookies that are necessary for authentication and secure access to your client portal. These cookies are deleted when you log out or close your browser session.

Vinevault does not currently use advertising cookies, behavioral advertising pixels, or website analytics scripts. If we add analytics, advertising, or non-essential tracking technologies in the future, we will update this Privacy Policy and, where appropriate, provide additional cookie disclosures.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website or services.

18. Browser Privacy Signals

Some browsers and extensions allow users to send privacy preference signals, such as Global Privacy Control. Because Vinevault does not sell Personal Information or share Personal Information for cross-context behavioral advertising, we do not currently respond to browser privacy signals as opt-out requests. If our practices change, we will update this Privacy Policy.

19. Third Party Links

Our website may contain links to third party websites. This Privacy Policy applies only to Vinevault's website and services. Vinevault has no control over and assumes no responsibility for the content, privacy policies, or practices of any third party websites or services. We encourage you to review the privacy policies of any third party websites before providing Personal Information.

20. International Users

Our services are designed for and intended for use within the United States. We do not actively market or direct our services to users outside the United States. If you access our services from outside the United States, you are responsible for compliance with applicable local laws and regulations.

21. Children's Privacy

Our services are not directed to children under the age of 13, and we do not knowingly collect Personal Information from children. If you believe we have inadvertently collected information from a child, please contact us at support@vinevault.io, and we will promptly delete it.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will provide at least 30 days notice before the changes take effect and will notify you by email or through a prominent notice on our website. The date at the top of this document reflects the date of the most recent update.

Material changes include changes to the categories of Personal Information we collect, the purposes for which we use Personal Information, the third parties with whom we share Personal Information, your privacy rights, or how to contact us.

Your continued use of our services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy. If you do not agree to the updated Privacy Policy, you must discontinue use of our services.

23. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

Vinevault, LLC
[Mailing Address — to be added before publication]
support@vinevault.io