Privacy

1. What the portal stores

• Account. Your name, email address, role, a salted one-way hash of your password (never the password itself), and a signed session cookie that expires after 24 hours.
• Organization. Company name, members, access state, and the stage of your engagement with Vaultline.
• Build Before You Buy. When Vaultline publishes a preview for you, the portal stores your email address, references to your engagement and preview, and when the ready notice was sent. Your intake answers are not stored in the portal.
• Engagement. Requests and tasks you raise, Blueprint intake answers and documents you submit, install resources Vaultline delivers to you, and the health reports your Media Nexus system sends to the portal: software version, service state, asset and storage counts, recent failures, and when it last indexed and verified a backup. Health reports contain no media, file names or user content.
• Billing. Stripe customer, subscription and checkout identifiers, the membership status Stripe reports, your keep payment with who made it and any refund or dispute status, and your Vaultline AI balance, purchases and job history as read from Vaultline Cloud. Card numbers never touch Vaultline: payment details are entered on pages hosted by Stripe, and receipts link back to Stripe.

Sign-in attempts are rate limited by account and by network address. The address is recorded only as a keyed one-way hash, and those records are deleted once the 15-minute window has passed.

2. What Media Nexus sends to Vaultline AI

Local AI runs on your own Media Nexus system and sends nothing to Vaultline. Managed tagging (Premium Tagging and Efficient Tagging) is an optional paid service bought with Vaultline AI credits. It is different and is always disclosed before a job launches. For each job your installation sends Vaultline Cloud:

• a bounded set of qualified representative frames: at most 16 JPEG, PNG or WebP images per job, no larger than 2 MiB each and 8 MiB together, each accompanied by its SHA-256 digest;
• job metadata: opaque job, item and operation identifiers, a digest of the input manifest, the prompt and schema version, the approved maximum charge, and a time limit; and
• the installation identity carried by the bridge credential Vaultline issued to it.

Source originals, proxies, audio, transcripts, file names and folder structure never leave your system. Tagging results are returned to Media Nexus and stored in your archive; Vaultline Cloud keeps the job record, not the result.

3. What Vaultline Cloud keeps

Frames are held in memory only for the active provider request and are not written to storage. What Vaultline Cloud records, in an append-only ledger, is: the job (operation identifier, organization, installation, and a digest of the request), its public status events, the frame digests and byte lengths, the provider route and model version used, normalized usage and provider cost, and the credit reservation, charge or release. The same ledger holds every credit purchase. These records exist so charges can be reconciled and disputed; they cannot be edited, only appended to.

4. Service providers

Vaultline uses these providers to run the portal and Vaultline AI. Each receives only what its role needs.

• Stripe — payments, memberships, credit purchases and receipts.
• Supabase — the portal’s hosted database.
• Vercel — hosting for the portal.
• Amazon Web Services (us-west-2, Oregon) — hosting for Vaultline Cloud, with encrypted storage and encrypted backups.
• AI model providers — Premium and Efficient Tagging. Vaultline chooses which model provider runs each job and changes providers as it tests which give the best tagging for the cost. A provider receives only the representative frames and tagging instructions for the jobs routed to it, and its use of that data is governed by its API terms. The provider in use today is OpenAI, through the OpenAI Responses API. A new provider is added to this list before it receives any job.
• Resend — delivery of portal email, such as email confirmations and password resets. It receives the recipient’s address and the message.

Provider and model choices are Vaultline’s and may change; you are never asked for your own provider keys, and normal production jobs are not used for experiments.

5. How long we keep things

• Portal account, organization and engagement records are kept while your organization has an account. When an engagement or membership ends they remain available to you read-only until you ask for deletion.
• If you do not make the keep payment, Vaultline deletes your preview and intake answers within 90 days of you telling us you are not keeping it, or six months after the preview was ready, whichever comes first. Your portal account follows the rule above.
• Sessions expire after 24 hours; sign-in throttle records after 15 minutes.
• Media Nexus health reports are kept while your organization has an account and are deleted with its other records when you ask for deletion.
• Vaultline Cloud’s job and credit ledger is append-only and is kept for as long as your organization has a Vaultline AI account. After that it is kept only as long as tax, accounting and dispute obligations require, normally seven years from your organization’s last transaction, and is then deleted or de-identified.

6. Your choices

You may ask to access, correct, export or delete the personal information we hold about you or your organization, subject to records we must keep for billing or legal reasons. Write to info@vaultlinesolutions.com and a person will answer.

7. Changes and contact

The portal is intended for businesses and is not directed to children. We may update this policy as our practices or legal obligations change; the date at the top shows the latest revision. Questions go to info@vaultlinesolutions.com; see Support for everything else.