How Vaeltrix handles personal information.

1. Overview

This Privacy Policy explains how Vaeltrix collects, uses, discloses, and protects personal information when you visit vaeltrix.com, request information or a demonstration, create or use a Vaeltrix software account, access a client portal, or otherwise interact with our services.

For website visitors, prospects, and account administration information, Vaeltrix determines how and why the information is processed. For client files and other information submitted to a Vaeltrix workspace by a customer, the customer determines the purposes of processing and Vaeltrix processes that information to provide the service.

2. Information we collect

Information you provide

• Contact and inquiry information: name, work email, company, industry, team size, product interest, and messages submitted through our forms.
• Account and firm information: account identifier, name, email, firm name, role, plan, and workspace settings.
• Legal workspace content: prospective-client information, related-party names, matter records, documents, task and deadline information, time entries, invoices, signature records, and client portal information entered by a customer.
• Billing configuration: selected billing engine, payment connector, service endpoint, subscription plan, billing cycle, and seat count. Payment card or bank credentials are handled by the selected payment provider and are not intended to be stored in Vaeltrix application records.
• Communications: information you include when contacting support, sales, or Vaeltrix personnel.

Information collected automatically

When you use our sites and services, our hosting, authentication, and security providers may process device and connection information such as IP address, browser type, operating system, request time, referring page, pages or features used, authentication events, and diagnostic or security logs.

3. How we use information

We use personal information to:

• provide, operate, secure, maintain, and improve the website and services;
• authenticate users, create firm workspaces, and enforce tenant and access boundaries;
• process demo requests and respond to sales, support, and service communications;
• support matters, documents, client links, signatures, tasks, time, invoicing, and related customer-directed workflows;
• administer subscriptions, billing connections, and customer relationships;
• monitor reliability, prevent abuse, investigate security events, and protect legal rights;
• comply with applicable law, legal process, and contractual obligations; and
• send service-related notices and, where permitted, information about Vaeltrix offerings. You may opt out of promotional communications at any time.

4. Customer content and legal client information

Law firms and other customers control the information they place in their Vaeltrix workspaces. Customers are responsible for determining that they have authority to collect and use that information, configuring access, and responding to requests from their clients or other data subjects.

Vaeltrix uses customer content to provide and support the services, follow documented customer instructions, protect the service, and meet legal obligations. Vaeltrix does not use legal client documents or matter content for targeted advertising.

If your information was submitted by a law firm or another Vaeltrix customer, contact that organization first. We will support the customer as appropriate when it responds to your request.

5. How we disclose information

We may disclose personal information to:

• Service providers: hosting, database, authentication, security, communications, support, and infrastructure providers that process information for us.
• Customer-selected providers: billing, payment, electronic signature, or other services a customer chooses to connect.
• Professional advisers: attorneys, auditors, insurers, accountants, and advisers subject to appropriate confidentiality duties.
• Legal and safety recipients: government authorities or other parties when reasonably necessary to comply with law, protect rights or safety, investigate fraud, or secure the services.
• Business transaction recipients: parties involved in a merger, financing, acquisition, restructuring, or sale of assets, subject to appropriate protections.

Vaeltrix does not sell personal information for money and does not share personal information for cross-context behavioral advertising.

6. Cookies and similar technologies

Vaeltrix and its service providers may use cookies or similar browser storage needed for authentication, session continuity, security, preferences, and reliable operation. We may also use limited diagnostic information to understand service performance. Browser settings can control cookies, but disabling essential storage may prevent sign-in or other features from working.

7. Data retention

We retain personal information for as long as reasonably necessary to provide the services, maintain the customer relationship, fulfill the purposes described in this policy, comply with legal and accounting obligations, resolve disputes, and enforce agreements. Retention periods vary based on the type of information, customer instructions, sensitivity, legal requirements, and operational needs. Information may remain in protected backups until those backups are overwritten under normal retention cycles.

8. Security

Vaeltrix uses administrative, technical, and organizational safeguards designed to protect personal information. Current application controls include identity-bound workspace access, tenant-scoped records, hashed client-link tokens, expiring and revocable portal links, and event records for signature activity. We also rely on security controls provided by our hosting, authentication, and infrastructure providers.

No system can guarantee absolute security. Customers should use appropriate access controls, review authorized users, protect account access, and avoid placing information in the service that is unnecessary for the intended legal workflow.

9. Your choices and rights

Depending on your relationship with Vaeltrix and applicable law, you may request access to, correction of, deletion of, or a copy of personal information. You may also object to or request restriction of certain processing and withdraw consent when processing is based on consent. To submit a request, email hello@vaeltrix.com with “Privacy Request” in the subject line.

We may need to verify your identity and authority before completing a request. Some information may be retained when permitted or required by law. Authorized agents may submit requests where applicable, subject to verification.

10. State and international privacy rights

Residents of jurisdictions with applicable privacy laws may have additional rights, including rights to know or access categories and specific pieces of personal information, correct inaccurate information, delete information, obtain a portable copy, and appeal certain decisions. Where applicable, you may also opt out of sales, targeted advertising, or profiling that produces legal or similarly significant effects. Vaeltrix does not currently sell personal information or use it for cross-context behavioral advertising.

If information is transferred across national borders, Vaeltrix and its providers use measures intended to provide appropriate protection as required by applicable law. You may contact us about the safeguards relevant to your information.

11. Children’s privacy

Vaeltrix services are intended for businesses and legal professionals and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through the website. A law firm may place information about a minor in a client matter when authorized and necessary for its legal services; in that situation, the law firm controls that customer content.

12. Changes to this policy

We may update this Privacy Policy to reflect changes in our services, practices, or legal obligations. We will post the revised policy on this page and update the effective date. If a change materially affects how we use personal information, we will provide additional notice when required.

13. Contact us

Questions, privacy requests, or complaints may be sent to:

Please include “Privacy Request” in the subject line so the request can be routed appropriately.