Privacy Policy

• Your vault is stored on your device. Your documents, notes, recordings and the details NeuVault adds to them live in the app on your phone or computer.
• Some features need our servers. Reading a scan, writing a summary, transcribing a recording and answering Nova questions happen on our servers and with our service providers. NeuVault doesn't keep your files: the file is processed and then deleted automatically.
• We keep a small amount of account data so you can sign in, receive reminders and manage your subscription. Section 4 lists all of it.
• Backups are yours. They are sealed on your device with your Recovery Key, which we never receive, and saved wherever you choose.
• No ads, no tracking, no selling. We do not sell your data, use it for advertising, or use your content to train AI models.

Your vault is stored locally in the NeuVault app: PDFs, Office files, scans, images, notes, voice notes and meeting recordings, along with their titles, summaries, tags, groups, links and reminders. Search runs on your device and works offline.

When you add something to NeuVault, it is sent securely to our servers so it can be understood and organized. Depending on what you add and the features you use, this can include:

• Organizing a document or image: the file, or the text read from it, is processed to produce a title, summary, tags, a group, key details such as names, amounts and dates, and any dates that may need a reminder. If the text cannot be read well, the whole file or page images may be processed.
• Transcribing a recording: the audio is processed into a structured note with an overview, key points and a transcript. In Meeting mode, speakers are labelled. A playable copy of the audio is prepared for your device.
• Nova, Vault Map suggestions and note writing: your question, the recent conversation and the details of the items you include are processed to answer. Deeper modes may include the full text of those items. Items you have marked as protected are shared only as basic details, not their contents.
• Web research: when you ask Nova to search the web, a search query based on your question is sent to a web search provider. Saving a web page fetches that page for you.
• Converting files: the content of a note or file you convert to PDF, Word or CSV is processed to create the new file.
• Password-protected PDFs: the password you enter is used only to open that file for processing. It is not stored.

Processed, then deleted

NeuVault doesn't keep your files. When a feature needs our servers, the file is processed, the result is sent back to your device and stored there, and the file and its result are then deleted from our servers automatically.

If processing fails, or your device goes offline before it receives the result, we keep it for up to an hour so you can retry, then delete it. A password-protected PDF waits the same hour for its password.

Adding content while offline is queued on your device and sent when you are back online.

To run your account and deliver reminders, our servers keep:

• Account details: your email address and optional username.
• Sign-in and devices: active sessions with the device name, platform and the IP address used to sign in; push notification tokens, an app-generated device identifier and app version for each device; your time zone and when you were last active.
• Reminders: for each date NeuVault finds or you set, the document's title, a short description, the date, the suggested action and its status. See section 5.
• Your organization settings: the areas of life you chose during setup and the names of your groups, so new items can be filed consistently across devices.
• Notification history and settings: the notifications we sent and your preferences.
• Subscription and credits: your plan, purchase status and a record of credit use per feature, such as pages read or minutes transcribed.
• Feedback and support messages you send us, with the app details you include.
• Server logs: IP address, device and browser type, the request made and when, used for security and to fix problems.

We do not keep copies of your documents, recordings, notes, summaries or transcripts beyond the processing window described in section 3.

• When you add a document, NeuVault looks for dates that may need your attention, such as expiry, renewal or due dates, and adds them to Reminders automatically. You can also add your own and set items to resurface weekly, monthly or yearly.
• Reminder details are kept on our servers so we can notify you even when the app is closed. They are removed when you delete the reminder, when you delete the document on desktop, or when you delete your account.
• Push notifications and reminder emails can include the document's title, the date and a short suggested action. They never include the document itself or its full text.
• Push notifications are delivered through Apple and Google notification services. You can turn reminders off in the app's notification settings.
• Notification history is kept for 30 days, or up to 180 days for notifications you have not opened.

You can choose to connect an email account so NeuVault can find and import document attachments. Connecting is optional, and NeuVault supports Gmail and Microsoft accounts (Outlook and Microsoft 365).

What NeuVault accesses

• Gmail: read-only access (gmail.readonly) and your basic Google account identity.
• Microsoft: read-only mail access (Mail.Read) and basic profile information (User.Read).
• Message identifiers, sender, subject, received date, labels, and attachment names, types and sizes; and the content of attachments you choose to import or that match automatic import rules you set.

NeuVault never sends, edits, moves or deletes your email, and does not import email bodies as documents.

How it is used and stored

• To find messages with supported attachments and show them so you can decide what to import.
• Imported attachments are processed like any other document (section 3) and stored in your vault on your device.
• Sign-in tokens for connected accounts are stored on your device, in the system's secure storage where it is available, or otherwise in NeuVault's local app data.
• Google user data is not sold, used for advertising, used to determine creditworthiness, or used to train or improve generalized AI or machine-learning models.
• NeuVault staff do not read your email data except with your explicit permission for a support request, when needed for security, or when required by law.

Disconnecting

You can disconnect an account in NeuVault's email settings. NeuVault asks the provider to revoke access and removes the stored sign-in from your device. You can also revoke access from your Google or Microsoft account settings. Documents you already imported stay in your vault until you delete them.

• Watched folders (Mac and Windows) and folder imports on mobile bring in new files from folders you choose, and those files are processed automatically.
• Shared and WhatsApp imports: when you share a chat export or files into NeuVault, the content can include other people's names, messages and files. It is processed like any other content.
• Save to NeuVault browser extension and bookmark: when you click the extension, use its right-click menu or press its shortcut, it passes the address and title of that page to the NeuVault app on your computer. Nothing is saved yet: NeuVault asks you what to do with the page. If you choose Save to Inbox, the page is stored on your device only. If you choose Organize with AI, our service reads the page to work out its title, summary and category, returns the result to your app, and does not keep the page or the result; they are stored on your devices. The extension itself keeps nothing, has no account, and sends nothing anywhere except to the NeuVault app on your computer.
• Sharing a link from your phone or from Safari: choosing NeuVault in the Share menu works the same way. The link waits on your device until you open NeuVault, which then asks whether to save it to your Inbox or organize it with AI.
• Recordings: if you record a meeting or call, please tell the people involved and get their permission where the law requires it.
• You are responsible for having the right to add other people's information or content to your vault.

We use trusted providers to run NeuVault. They receive only what is needed for their part of the service, and may not use it for their own purposes.

• AI model providers to organize documents, transcribe recordings and answer Nova questions. Content sent to them is not used to train their models. They may keep it for a limited period for abuse monitoring, as their terms allow.
• Text recognition to read text in scans and images.
• Web and research search providers for Nova's web research, which receive search queries only.
• Apple and Google for push notifications, app downloads and in-app purchases, and RevenueCat to manage subscriptions.
• Google and Microsoft when you connect an email account.
• Email delivery, cloud hosting and network security providers that send our emails, run our servers and protect them from attacks.

These providers may process data in countries other than your own. Where the law requires it, we rely on appropriate safeguards for those transfers. You can ask us for more detail at any time.

• A backup packs your vault into one file that is encrypted on your device before it is saved anywhere.
• It is sealed with your Recovery Key, which is created and kept on your device and is never sent to NeuVault. We cannot open your backups.
• You choose where to save it: any folder or synced cloud folder on desktop, the Files app on iPhone, or Files or Google Drive on Android. The storage provider cannot read it.
• Backups made by older versions of NeuVault used a key tied to your account and can still be restored while you are signed in.

• You sign in with your email address and a one-time code. We do not store a password.
• An app PIN and Face ID, Touch ID or fingerprint unlock are handled by your device. Your biometric data never reaches us.
• NeuVault does not collect your location.

Subscriptions and credit packs are bought through the Apple App Store or Google Play. They handle your payment details, which we never see. We receive your purchase status, and a subscription identifier that may be linked to your account email, so your plan works on every device.

• Sign-in codes and important account, security and billing messages.
• Reminder emails for your dates, if reminders are turned on.
• Backup reminders, on the schedule you choose.
• Occasional requests for feedback if you have not used NeuVault for a while, which you can unsubscribe from.

The feedback board at neuvault.app/feedback is public: anyone can read it. Posting, voting and commenting need a NeuVault account.

• What you post, your comments and your votes are stored on our servers and shown publicly. Your name appears as your first name and last initial. Your email address is never shown.
• Don't include document contents, ID numbers or other personal details in posts or comments. We hide anything that does.
• You sign in on the website with a code sent to your email. The sign-in is kept in your browser's storage, works only on the board, cannot reach your vault, backups or account settings, and ends after 30 days, when you sign out, or when you sign out of all devices in the app.
• When you remove a post or comment, or we hide one, it leaves the board straight away. We keep the text, hidden, until your account is deleted, so we can deal with abuse.
• When the NeuVault team replies to your post or changes its status, we email you. The board uses no cookies for tracking and no analytics.

• NeuVault contains no advertising or third-party analytics tools, and does not track you across other apps or websites.
• We use server logs and error reports to keep the service reliable and secure. They are designed not to contain your vault content.
• The mobile apps check for app updates with our app update provider, which receives basic device and app version information.
• If you open the website through a referral link (one ending in ?ref= and a code), your browser keeps that code and a random visitor number for 30 days, and tells us about that visit and any app-store button you press, so we can see how many people the link brought. We do not record your IP address or connect this to an account, and visits without a referral link are not recorded.

A small number of authorized staff can use internal tools to run the service, answer support requests, keep it secure and fix billing problems. They can see account details, sessions, subscription and credit records, notifications and, while a file is being processed, its name and status. They cannot see your vault, which is on your device.

• Access is limited by role and used only for those purposes.
• Sensitive actions, such as changing credits or deleting an account, require a reason and are logged.
• We never use staff access for advertising or profiling.

• Files sent for processing and their results: deleted automatically once processed; kept up to an hour only for a retry if processing fails or your device goes offline (section 3).
• Reminders: until you delete them or your account.
• Feedback board posts, comments and votes: until your account is deleted (section 13).
• Notification history: 30 days, or up to 180 days if unopened.
• Account, device, subscription and credit records: while your account is open.
• Server logs: for a limited period, for security and troubleshooting.
• Your vault and backups: on your device and in the places you save them, under your control.

You can delete your account in the app (Settings > Delete Account) or from neuvault.app/account-deletion.

• Deleting your account removes your account, sessions, devices, reminders, notifications, organization settings, feedback (including your feedback board posts, comments and votes) and subscription and credit records from our servers.
• We keep a minimal record that an account was deleted, including its email address, in our internal security and audit logs, to protect against fraud and abuse.
• Purchase records held by Apple, Google and RevenueCat are kept under their own policies.
• Your vault stays on your device until you delete it in the app or remove the app. Backups you saved stay where you saved them.

Depending on where you live, you may have the right to access, correct, export or delete your personal data, to object to or restrict certain processing, and to withdraw consent. You can also complain to your local data protection authority. To make a request, email support@neuvault.app.

NeuVault is not intended for children under 13, and we do not knowingly collect their personal data. If you believe a child has given us personal data, contact us and we will delete it.

We protect data in transit with encryption (TLS), limit access to our systems, and encrypt backups on your device. No system is perfectly secure, so please keep your device, email account and Recovery Key safe.

We will update this policy when NeuVault changes, change the effective date above, and tell you in the app or by email about significant changes. For any privacy question or request, contact: