Privacy Policy

Effective Date: November 12, 2025
Last Updated: November 12, 2025

Introduction

MediaVault ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services (collectively, the "Service").

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service. By accessing and using MediaVault, you acknowledge that you have read and agree to be bound by all the terms of this Privacy Policy.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy. Any changes or modifications will be effective immediately upon posting to the Service, and you waive the right to receive specific notice of each such change or modification.

1. Information We Collect

1.1 Information You Provide Directly

Account Registration: When you create an account, we collect information such as your name, email address, password, phone number, and company name.

Service Usage: We collect information you provide when using our Service, including uploaded media files, metadata, preferences, and communication with our support team.

Payment Information: When you make purchases, we collect billing address, payment method details, and transaction history. Payment processing is handled by third-party payment processors, and we do not directly store full credit card information.

Communications: When you contact us via email, phone, or through our website forms, we collect the content of your communications and associated metadata.

Feedback and Surveys: We may collect feedback, survey responses, and product improvement suggestions.

1.2 Information Collected Automatically

Device Information: We collect information about your device, including device type, operating system, browser type, IP address, and unique device identifiers.

Usage Data: We automatically collect information about your interactions with our Service, including pages visited, features used, time spent, and actions taken.

Location Data: We may collect approximate location information based on IP address. We do not collect precise location data without explicit consent.

Cookies and Similar Technologies: We use cookies, web beacons, pixels, and similar tracking technologies to enhance your experience and collect usage analytics.

1.3 Information from Third Parties

We may receive information about you from third-party sources, including:

Analytics providers
Data brokers (where permitted by law)
Social media platforms (if you link your account)
Business partners and integrations
Publicly available sources

2. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), we process your personal data under the following legal bases:

Consent: Where you have explicitly consented to processing.

Contractual Necessity: Where processing is necessary to fulfill our contract with you or to take steps at your request before entering into a contract.

Legitimate Interests: Where processing is necessary for our legitimate business interests, including account security, fraud prevention, analytics, and service improvement.

Legal Obligation: Where we are required to process data by applicable law or regulatory requirement.

Vital Interests: Where processing is necessary to protect your vital interests or those of another person.

3. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery: To create and maintain your account, provide and improve our Service, and fulfill your requests.

Communication: To send transactional emails, account notifications, service updates, and respond to your inquiries.

Marketing: To send promotional emails, newsletters, and marketing communications (with your consent where required).

Analytics: To analyze usage patterns, understand user behavior, and improve our Service's functionality and performance.

Security and Safety: To detect, investigate, and prevent fraudulent transactions, security incidents, and other unauthorized activities.

Legal Compliance: To comply with legal obligations, respond to lawful requests from authorities, and enforce our Terms of Service.

Personalization: To customize your experience and provide targeted content and recommendations.

Payment Processing: To process transactions and maintain accurate billing records.

4. Disclosure of Your Information

We may disclose your information in the following circumstances:

4.1 Service Providers

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

Cloud hosting providers
Payment processors
Analytics and data analysis services
Marketing and email service providers
Customer support platforms
Security and fraud prevention services

These service providers are contractually obligated to use your information only for the purposes necessary to provide services to us and are required to maintain the confidentiality of your information.

4.2 Business Transfers

If MediaVault is involved in a merger, acquisition, bankruptcy, dissolution, reorganization, or similar transaction or proceeding, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information when required by law or when we reasonably believe that disclosure is necessary to:

Comply with court orders, subpoenas, or other legal processes
Enforce our Terms of Service and other agreements
Protect the rights, privacy, safety, or property of MediaVault, our users, or the public

4.4 With Your Consent

We may disclose your information with your explicit consent or at your direction.

4.5 Aggregated and De-identified Information

We may share aggregated or de-identified information that cannot reasonably be used to identify you without restriction.

5. Data Retention

We retain your personal information for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy. Retention periods vary depending on the type of information and its purpose:

Account Information: Retained for the duration of your account and a reasonable period thereafter for legal and business purposes.

Transaction Records: Retained in accordance with accounting and tax requirements (typically 7 years).

Marketing Communications: Retained until you unsubscribe or opt out.

Usage Analytics: Typically retained for 24 months.

Backup Data: May be retained for up to 30 days beyond deletion.

When information is no longer necessary, we delete or de-identify it. However, we may retain certain information as required by law or for legitimate business purposes.

6. Your Privacy Rights and Choices

6.1 General Rights

Access: You have the right to access the personal information we hold about you.

Correction: You can request that we correct inaccurate or incomplete information.

Deletion: You can request deletion of your personal information, subject to legal and business necessity exceptions.

Opt-Out of Marketing: You can opt out of marketing communications by clicking the unsubscribe link in emails or contacting us directly.

Cookie Preferences: You can control cookies through your browser settings or our cookie preference center.

6.2 California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

Right to Know: You can request what personal information we collect, use, and disclose about you.

Right to Delete: You can request deletion of personal information we have collected from you, subject to certain exceptions.

Right to Correct: You can request correction of inaccurate personal information.

Right to Opt-Out of Sale/Sharing: You can direct us not to sell or share your personal information for targeted advertising. We do not currently sell personal information, but may share information with service providers for targeted advertising purposes. You can opt out by submitting a request.

Right to Limit Use: You can limit our use of your sensitive personal information to purposes necessary to provide the Service.

Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights by denying services, charging different prices, or providing different quality of service, except as permitted by law.

Right to Authorized Agent: You can designate an authorized agent to make requests on your behalf.

Metrics: We maintain records of requests received and actions taken in accordance with CCPA/CPRA requirements.

To exercise California privacy rights, please submit a verifiable consumer request by emailing privacy@mediavaultplus.com. We will verify your identity before fulfilling your request.

6.3 European Union Privacy Rights (GDPR)

If you are located in the EEA, United Kingdom, or Switzerland, you have the following rights under the General Data Protection Regulation (GDPR) and similar laws:

Right of Access: You can request access to your personal data and receive a copy of the information we hold about you.

Right to Rectification: You can request correction or updating of inaccurate personal data.

Right to Erasure (Right to Be Forgotten): You can request deletion of your personal data when it is no longer necessary, you withdraw consent, or we have no lawful basis for processing, subject to certain exceptions.

Right to Restrict Processing: You can request that we limit how we use your personal data while you contest its accuracy or our legal basis for processing.

Right to Data Portability: You can request your personal data in a structured, commonly used, and machine-readable format and transmit it to another controller.

Right to Object: You can object to our processing of your personal data, including for marketing purposes and automated decision-making.

Rights Related to Automated Decision-Making: You have the right not to be subject to decisions based solely on automated processing that produces legal or similarly significant effects, except where necessary for the performance of our contract with you, authorized by applicable law, or based on your explicit consent.

Right to Withdraw Consent: Where processing is based on consent, you can withdraw that consent at any time.

Right to Lodge a Complaint: You have the right to lodge a complaint with your local data protection authority.

To exercise GDPR rights, please contact us at privacy@mediavaultplus.com. We will respond to your request within 30 days (or the timeframe required by applicable law).

6.4 Other US State Rights

Residents of other US states with privacy laws (including Colorado, Connecticut, Delaware, Indiana, Montana, Utah, and Virginia) have similar rights regarding access, deletion, correction, and opt-out of targeted advertising. Please contact us at privacy@mediavaultplus.com to exercise these rights.

7. International Data Transfers

MediaVault operates globally. Information we collect may be transferred to, stored in, and processed in countries other than your country of residence, including the United States. These countries may have different data protection laws than your home country.

When we transfer personal data internationally, particularly from the EEA or other jurisdictions to the United States, we implement appropriate safeguards, including:

Standard contractual clauses approved by the European Commission
Your explicit consent
Adequacy decisions
Binding corporate rules

By using MediaVault, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection rules.

8. Data Security

We implement comprehensive technical, administrative, and physical security measures to protect your personal information against unauthorized access, alteration, disclosure, and destruction. These measures include:

Encryption of data in transit and at rest
Firewalls and intrusion detection systems
Access controls and authentication mechanisms
Regular security assessments and vulnerability testing
Employee training and confidentiality agreements
Incident response procedures

However, no security system is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your login credentials.

9. Cookies and Tracking Technologies

9.1 What Are Cookies?

Cookies are small data files stored on your device that help us recognize you, remember your preferences, and understand how you use our Service.

9.2 Types of Cookies We Use

Essential Cookies: Required for the Service to function properly, including authentication and security.

Functional Cookies: Enhance your experience by remembering preferences and settings.

Analytics Cookies: Help us understand how users interact with our Service, powered by providers like Google Analytics.

Marketing Cookies: Used to deliver targeted advertising and track the effectiveness of campaigns.

9.3 Cookie Management

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect the functionality of our Service. You can also manage cookie preferences through our cookie preference center (where applicable in your jurisdiction).

9.4 Third-Party Tracking

Third-party services, including analytics and advertising providers, may place their own cookies or tracking technologies on your device. We do not control these third-party cookies, and we encourage you to review their privacy policies.

10. Third-Party Links and Services

Our Service may contain links to third-party websites and services that are not operated by MediaVault. This Privacy Policy does not apply to third-party services, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services before providing your information.

11. Children's Privacy

MediaVault is not designed for or directed to children under 13 years of age (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will delete such information and terminate the child's account if applicable.

For residents of certain jurisdictions where higher ages of consent apply, we do not knowingly collect information from individuals under the applicable age. If you believe we have collected information about a child, please contact us at privacy@mediavaultplus.com.

Parents or guardians who believe their child has provided information to MediaVault should contact us immediately.

12. Your California Privacy Rights Summary (CCPA/CPRA Specific)

In the last 12 months, we have collected the following categories of personal information:

Identifiers (name, email, IP address)
Commercial information (purchase history, account activity)
Biometric information (if applicable to your use case)
Internet activity (browsing history, interaction data)
Geolocation data (approximate location from IP address)
Sensory information (if you provide recordings or media)
Professional information (if applicable)

We disclose these categories to service providers, analytics providers, and payment processors. We do not sell personal information as of the date of this policy.

13. Contact Us

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

MediaVault Privacy Team
Email: privacy@mediavaultplus.com

MediaVault
1251 NW Briarcliff Parkway, Suite 295

Kansas City, MO 64166

Email: privacy@mediavaultplus.com

California Privacy Inquiries:
You can submit requests at privacy@mediavaultplus.com.

We will respond to all inquiries within the timeframe required by applicable law (typically 30-45 days).

14. Additional Information

14.1 Sensitive Personal Information

We request that you do not provide sensitive personal information such as social security numbers, financial account information, or health information through our Service unless specifically requested as part of our normal business operations. If you provide such information, we will treat it in accordance with this Privacy Policy.

14.2 Automated Decision-Making

We do not currently use solely automated decision-making that produces legal or similarly significant effects regarding your use of our Service. Any decisions affecting your account are made by our personnel.

14.3 Do Not Track Signals

Some browsers include a "Do Not Track" feature. Currently, there is no industry standard for recognition of DNT signals, and our Service does not respond to such signals. However, you can use other tools to control data collection and use, as described in this Privacy Policy.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, and other factors. We will notify you of any material changes by updating the "Last Updated" date at the top of this Privacy Policy. For significant changes, we may provide additional notice or require your consent as required by law.

Your continued use of the Service following the posting of changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this Privacy Policy regularly to stay informed about how we protect your information.

This Privacy Policy is effective as of November 12, 2025, and was last updated on November 12, 2025.