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Privacy Policy

Your privacy matters. Here's how we protect it.

Last updated: January 2026

At COMPLY VAULT LTD (Company No. 16889706), we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our compliance documentation platform. We are committed to protecting the confidentiality of your data, especially given the sensitive nature of financial compliance records.

Information We Collect

Account Information

When you create an account, we collect your name, email address, company name, and role within your organization.

Meeting Recordings

You may upload meeting recordings for processing. These recordings are used solely to generate compliance documentation and are stored securely.

Usage Data

We collect information about how you use our service, including features accessed, time spent, and actions taken. This helps us improve the product.

Free tools (Stack Assessment)

If you use the RIA Compliance Stack Assessment, we store anonymous assessment answers, progress, results, and first-party attribution (landing path, referrer, and UTM parameters when present) so we can measure completion and improve the tool. Work email, firm name, and role are collected only if you optionally request a detailed Stack Review or a paid evidence review. We do not require an account or phone number to use the assessment. Assessment answers and contact details are not sent to third-party advertising or visitor-identification tools as part of this feature; site-wide analytics tools already present on ComplyVault may still receive aggregate page and event signals (for example, that an assessment was started or completed), without assessment answer content or your email address.

How We Use Your Information

Service Delivery

We use your data to provide, maintain, and improve our compliance documentation services.

Communication

We may send you service-related emails, product updates, and marketing communications (which you can opt out of). If you request a detailed Stack Review, we use your work email to send that review and may follow up about relevant ComplyVault capabilities. If you request a paid evidence review, we use your work email to discuss its scope and price. Submitting a request does not authorize access to your records.

Security & Compliance

We use your data to maintain security, detect fraud, and comply with legal obligations.

Data Storage & Security

Encryption

All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption.

US-Based Storage

Your data is stored on secure servers located in the United States.

Access Controls

We implement strict role-based access controls. Only authorized personnel can access your data, and all access is logged. Optional assessment lead details are stored separately from anonymous funnel analytics and are not exposed through public APIs.

Data Retention

Retention Period

We retain your data for as long as your account is active or as needed to provide services. Meeting records are retained per your workspace settings (default 6 years for SEC compliance). Anonymous assessment analytics and optional review requests are retained as needed for sales follow-up and product improvement, and can be deleted on request where legally permitted.

Deletion Requests

You can request deletion of your data at any time. We will process deletion requests within 30 days, subject to legal retention requirements.

Third-Party Services

We use trusted third-party services to provide our platform:

  • Transcription: For converting audio to text
  • AI Processing: For extracting compliance-relevant information
  • Cloud Storage: For secure file storage
  • Payment Processing: For handling subscriptions

All third-party providers are carefully vetted and bound by data processing agreements.

Your Rights

You have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Export your data in a portable format
  • Opt out of marketing communications

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

Questions?

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

privacy@complyvault.co