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Privacy Policy

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Privacy Policy – Vault365

Last Updated: August 2026
 

1. Introduction

Vault365 (“Vault365”, “we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect information about you when you visit our website at www.vault365.com.
Vault365 is the data controller for the purposes of the General Data Protection Regulation (GDPR) and the Irish Data Protection Acts 1988–2018.
 

2. Who We Are

Vault365 is a specialist data protection and business continuity provider delivering cloud backup (Backup-as-a-Service / BaaS), Microsoft 365 backup, Disaster Recovery as a Service (DRaaS), and on-premises immutable repository solutions (LocalLock).
  • General Contact: info@vault365.com
  • Address: Unit 403, Q House, Furze Road, Dublin, Ireland
 

3. What Personal Data We Collect

Depending on how you interact with our website, we may collect the following categories of personal data:
  • Via Contact, Demo, Callback, and Trial Forms:
    • Your name
    • Your email address
    • Your phone number
    • Your company / organisation name
    • Details regarding your backup environment or service requirements (e.g., number of M365 accounts, workloads, trial configuration options)
    • Any messages or inquiries you submit
  • Via Quizzes and Assessment Tools:
    • Responses submitted to evaluate backup security and infrastructure posture
  • Via Reseller & Deal Registration Forms:
    • Partner details, customer company name, contact lead information, and licensing estimates
  • Via Automated Tracking & Analytics:
    • IP address (anonymised)
    • Browser type and version
    • Pages visited, time spent on pages, and click paths
    • Referring website or search queries
    • Device and operating system details

 

4. How We Use Your Personal Data

We use the personal data collected through the website for the following purposes:
  • To respond to your enquiries, schedule demos, and initiate free trials or consultations.
  • To evaluate reseller and partner deal registrations.
  • To provide and deliver marketing materials, brochures, or newsletters (where opted-in).
  • To monitor, maintain, and optimize website performance, layout, and user experience.
  • To prevent fraud and abuse (such as via reCAPTCHA spam filtering).
  • To comply with our legal, regulatory, and compliance obligations.

 

5. Legal Basis for Processing

We process personal data under the following legal bases set out in GDPR Article 6:
  • Legitimate Interests: To respond to business inquiries, evaluate sales leads, maintain site security, and optimize our B2B services.
  • Consent: Where you provide explicit consent to receive direct marketing communications or accept non-essential cookies.
  • Contractual Necessity: Where taking steps at your request prior to entering into a contract (such as setting up a product trial or service deployment).
  • Legal Obligation: Where required to comply with applicable Irish and EU law.

 

6. Cookies and Analytics

Our website uses cookies and similar tracking technologies:
  • Essential Cookies: Necessary for core site functionality, spam prevention (Google reCAPTCHA), and security.
  • Analytics Cookies: We use web analytics tools (such as Google Analytics) to collect anonymized usage metrics. You can opt out of Google Analytics across all websites using the Google Analytics Opt-out Browser Add-on.
You can manage your cookie preferences at any time via your browser settings or our on-site cookie banner.

 

7. Who We Share Your Data With

We do not sell, rent, or trade your personal data. We share data only with trusted third parties who support our operational infrastructure:
  • Hosting & Web Services: Secure web servers and database platforms.
  • Analytics & Form Security Providers: Google LLC (Google Analytics, reCAPTCHA).
  • Channel & Group Partners: Where an enquiry or deal registration is fulfilled in collaboration with authorized reseller partners (such as Paradyn).
All third-party processors are bound by strict data processing agreements ensuring compliance with GDPR.

 

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:
  • General Enquiries & Form Submissions: Retained for up to 7–8 years in line with standard Irish statutory and commercial limitation periods.
  • Trial & Lead Data: Retained for the duration of the trial period and follow-up commercial discussions.
  • Marketing Lists: Retained until you withdraw consent or unsubscribe.
  • Analytics Data: Retained in accordance with standard analytics retention settings.

 

9. Your GDPR Rights

Under the GDPR, you have the following rights regarding your personal information:
  • Right of Access: Request a copy of the personal data we hold about you.
  • Right to Rectification: Request correction of inaccurate or incomplete data.
  • Right to Erasure (“Right to be Forgotten”): Request deletion of your personal data where retention is no longer justified.
  • Right to Restrict Processing: Request limitation of data processing under certain conditions.
  • Right to Data Portability: Obtain your data in a structured, commonly used, machine-readable format.
  • Right to Object: Object to processing based on legitimate interests or direct marketing.
  • Right to Withdraw Consent: Withdraw previously granted consent at any time without affecting prior lawful processing.
To exercise any of these rights, contact us at info@vault365.com.

 

10. Data Security

We employ industry-standard technical and organizational security measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. All web traffic is encrypted via SSL/TLS, and internal access to submission data is strictly restricted.

 

11. International Transfers

Where any third-party service provider processes data outside the European Economic Area (EEA), we ensure appropriate safeguards are implemented—such as European Commission-approved Standard Contractual Clauses (SCCs).

 

12. Complaints & Supervisory Authority

If you have any questions or concerns regarding our data handling, please contact us first at info@vault365.com.
You also have the right to lodge a formal complaint with the Data Protection Commission (DPC) of Ireland:
  • Phone: +353 (0)76 110 4800 / +353 (0)57 868 4800
  • Address: Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland

 

13. Changes to This Policy

We may revise this Privacy Policy periodically to reflect changes in our legal obligations, technology, or business operations. Updates will be posted directly to this page with a revised “Last Updated” date.

 

14. Contact Information

For questions regarding this policy or data protection at Vault365, reach out to:

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