Privacy Policy

1. Who is responsible

The controller for the personal data described here (your account, applications, billing and support, and the messages you send us through the contact form on our website, dockvault.io) is Apostolos Chasiotis, trading as DockVault ("DockVault", "we"). DockVault is not a company: it is run by that person. Write to privacy@dockvault.io about anything in this policy. We have not appointed a data protection officer; the law does not require one for a service of this size.

For the content you and your users store in your vaults, you are the controller and we are your processor: we handle it only to run the service for you, as set out in section 10 of the Terms of Service. If you are a user of someone else's workspace, their privacy notice applies to what they store, and you can ask them about it.

2. What we collect

What you must give us: your name and email address are needed to create and use an account (to sign you in and to reach you); without them we cannot open one. Everything else below is optional or comes from your use of the service.

Where it comes from: from you, with two exceptions. If a member of an account invites you, we receive your email address and the role offered from that member. If a member applies for a workspace and names you its first administrator, we receive your email address from that member.

• Your sign-in: your name, email address, and your password, stored only as a salted hash. If you turn on two-step sign-in, its secret (encrypted) and your recovery codes (as hashes). The account you use has a name, a company name (optional) and a contact address, which is always one of its owners' addresses.
• Team members: the people who belong to an account and the role each has (owner, administrator, billing or read-only), who invited whom and when, and a record of every change to the members (invited, joined, role changed, removed, left) with the email addresses of the people involved. For an invitation: the address invited, the role, who invited, when it was sent, accepted or withdrawn, and the link only as a hash. The members of an account see its members, invitations and record of changes; the support requests show which member wrote them.
• Applications and workspaces: the address, plan, size and region you choose; the email of the workspace's first administrator; who in the account applied (their name and email address as they were then); that administrator's initial password, kept only until the workspace no longer needs it: once it has made its first administrator at its first start and, if its plan keeps snapshots, a snapshot taken after that is stored off-site (encrypted in our database; in the workspace's settings on the server that runs it, not encrypted there, until that server next rebuilds it); each workspace's status, resource use and history (starts, stops, moves, backups).
• The free beta: whether and when you joined during it (so we can tell you before it ends), and your acceptance of the beta terms when you apply for a workspace (time and version). No payment details are collected during the beta.
• Billing, once paid plans exist: your plan, when billing starts, your acceptance of the billing terms (time and version), and the customer and subscription identifiers Stripe gives us. Stripe holds your payment details.
• Email address confirmation: whether and when you confirmed that your email address is yours.
• Notices and support: the notices we show you in the portal, whether you want them by email too, and what you write to us. What you write in a support request stays in the portal and our administration; our support mailbox is only told that a request is waiting. When a support request is opened we also keep, for our support team only, a snapshot of the account's plan and state, the writer's role and whether they use two-step sign-in, and the states of its workspaces. If our support team asks an AI service for help with a reply, the service receives the request's conversation, that snapshot and our draft with names, email and web addresses, workspace names and addresses, phone numbers, account and card numbers, ids and anything else our support team hides replaced by labels such as [PERSON_1]; we keep with the request, for our support team only, a record of what was sent and what came back, and the key to the labels.
• Email links: for a link we email you to confirm your address or reset your password, when it was sent, to which address, and when it was used; the link itself only as a hash. To cap how many links one address gets an hour, we note each send with the address only in a scrambled (keyed hash) form.
• Messages from the contact form on dockvault.io: your name, email address, company (if you give it), the topic you choose and your message. We use your address only to reply to you. To keep the form free of abuse, the provider that hosts our website checks that a person, not a program, is sending it, by looking at your browser and IP address, and the website allows at most five messages a minute from one IP address. The website itself sets no cookies and has no analytics.
• Security data: failed sign-in counts and lock times for your account, and your IP address, held in memory for at most an hour to limit sign-in, sign-up and other attempts from one network. On the portal's sign-up, sign-in, password reset and invitation pages, and when you send a support request or ask for a new confirmation link, our DNS and access provider checks that a person, not a program, is using them: its widget on the page looks at your browser (such as its type and how it connects) and your IP address, and we learn only whether the check passed. The provider also uses what the widget looks at, as its own controller, to improve how it tells people from programs. Our services log errors and service events, and the customer API logs a line for each request it answers: which of its addresses was called, the result and your IP address. Those lines show what the portal asked for on your behalf (such as a workspace's details), though not the pages you visit, and they never leave the server that answered. The other logs also go to our log store in Microsoft Azure West Europe. When we email you, the logs name you only by a scrambled reference, never by your address.

3. What we do not collect

• No advertising or analytics trackers. The one third-party script in the portal is the check that a person is sending its forms (section 2), from our DNS and access provider.
• No record of the portal pages you visit: the web server that serves the portal and your workspaces keeps no access logs, and does not log your IP address when a request fails. (The customer API's request lines, section 2, show which of its addresses the portal called.)
• No payment card numbers.
• The content of your vaults is not used for anything other than running them (section 1).

4. Emails we send

We email the address you sign in with:

• A link to confirm your address when you sign up. Until you confirm it, you can use the portal but cannot apply for a workspace, and we send you no notices by email.
• A link to reset your password when you ask for one on the sign-in page. It works once, for 45 minutes.
• Security notices, whatever your notice setting: your password was reset or changed, or two-step sign-in was turned on or off.
• The notices you see in the portal (applications approved or declined, workspaces ready or failed, maintenance, moves, plan limits, team changes) if you are an owner or administrator of the account, plan and billing notices if you are a billing member, and replies to support requests you wrote. Each person can turn these off for themselves in Settings.
• Changes to your access, whatever your notice setting: your role in an account changed, you were removed from one, or an account you belong to was deleted.
• An invitation, when a member of an account invites your address: the link to accept it, and a note if it is withdrawn. The member who invites you also gets the link to pass on themselves.

We send no marketing email. Our emails contain no tracking images or tracked links.

5. Cookies

The portal sets one cookie, dv_session, when you sign in. It keeps you signed in for up to 24 hours, cannot be read by scripts on the page, and is sent only to our API. It is strictly necessary for the service, so we do not ask for consent to it. There are no other cookies: the check that a person is sending a form (section 2) runs in a frame from our DNS and access provider and sets none on the portal's address.

6. Why we use it, and on what legal basis

• To provide the service you signed up for (your account, workspaces, backups, notices, support): performance of our contract with you, GDPR Article 6(1)(b).
• To bill you and keep accounting records, once paid plans exist: our contract, and our legal obligations under tax and accounting law, Article 6(1)(b) and (c).
• To keep the service and your account secure (sign-in limits, locks, the check that a person is sending the portal's forms, security notices, investigating abuse): our legitimate interest in a secure service, Article 6(1)(f).
• To tell you about changes to the service or these documents, including the end of the free beta if you joined during it: our contract, and our legitimate interest in keeping you informed.
• To send an invitation a member asked for, and to keep the record of it with the account: the legitimate interest of the account and ours in letting it add colleagues, Article 6(1)(f), until you accept; then our contract with you.
• To answer a message you send through the contact form on dockvault.io: the steps you ask for before a contract, Article 6(1)(b), when it is about using our service; otherwise our legitimate interest in answering the people who write to us, Article 6(1)(f). The check that a person is sending it, and the limit on messages from one IP address: our legitimate interest in keeping the form free of abuse, Article 6(1)(f).
• To help our support team write replies with an AI service, from the text of a support request with your names, addresses, numbers and other identifiers replaced by labels: our legitimate interest in answering support requests well and quickly, Article 6(1)(f). Our support team reads and edits every reply before it is sent; the AI service decides nothing.
• To create a workspace's first administrator from the address the applying member gave, and to keep on the application who was named: our contract with the account, and the legitimate interest in a record of what was applied for and decided, Article 6(1)(f).

No automated decisions. A person reviews every application and every report of misuse; we make no decision about you by automated means alone, and do no profiling.

7. Who receives it (sub-processors)

We do not sell personal data. We share it only with the providers below, under contracts that bind them to protect it, and when the law requires us to.

Every workspace runs in Microsoft Azure, West Europe. Before a workspace runs with any other provider or in another region, we add that provider here. We tell customers 30 days before adding or replacing any provider in this list; an account's owners may end the service before then if they object (section 10 of the Terms of Service). To know which companies deliver our email, receive the email you send us, host our website, run the DNS of dockvault.io and help us write support replies, or for a copy of the safeguard that applies to a provider, write to privacy@dockvault.io.

8. Where your data is

Your account data, our databases, our service logs, every workspace and all backups are in the European Union (Microsoft Azure, West Europe). If we offer other regions later, a workspace placed in one runs there, its backups are copied, encrypted, to our systems in the EU, and its server keeps its own services' logs there; we name its provider in section 7 first. Where a provider handles data outside the European Economic Area, section 7 names the safeguard for each.

9. How long we keep it

• Account data: while the account exists. When it is closed, it is deleted from our systems straight away, with every membership, and from our encrypted backups within about 45 days. The system that runs the workspaces knows the account only by its id, without its name or contact address.
• Your sign-in: while you belong to at least one account. When you delete it, or leave or are removed from your last account, or your last account is deleted, it is deleted straight away with your personal notices, and your name goes from the invitations you sent. Copies stay with each account you were in, while it exists: your name and address in its record of changes to the members, in the invitation that brought you in, on the support messages you wrote and on the applications you made; your address on an application that named you a workspace's first administrator, and in that workspace.
• The record of changes to an account's members (including the addresses of people who have left or were invited) and which member wrote a support request: while the account exists.
• Invitations: one nobody accepted is deleted 30 days after it expired or was withdrawn; an accepted one is kept with the account. An invitation link works for 7 days.
• A deleted workspace: kept stopped for 7 days so you can restore it, then deleted with its backups. When you delete your account, its workspaces and their backups are deleted straight away, without the 7 days.
• Applications (with who applied and the email of the person named first administrator): while the account exists, as the record of what was applied for and decided, which you can see in the portal.
• A workspace's first administrator password and email: in the settings the workspace starts with, until the workspace no longer needs them: it has made its first administrator from them at its first start and, if its plan keeps snapshots, a snapshot taken after that is stored off-site (the one we would restore it from); then they are erased from the settings we keep (within minutes), from the server that runs the workspace the next time it rebuilds it (an update or a move), and from our encrypted backups within about 45 days. The administrator's email stays on the application that named them (above). We cannot recover a lost first password: it is reset inside the workspace.
• Support requests: while the account exists. The notes to our support mailbox that a request is waiting carry only its number and the account's. Our support team's record of what it sent to the AI service for a request, and the key to its labels, go with the request; the AI service deletes what it received within 30 days (see who receives your data).
• A workspace that failed to start or was cancelled: the record is kept for 30 days for troubleshooting, then deleted.
• A workspace moved to another server: what it left on the server it moved from (its files and its database) is kept for 7 days, so the move can be undone, then erased as soon as that server can be reached. When the workspace is deleted for good, or its account is deleted, that is erased straight away too.
• Workspace backups: as long as your plan says. When a workspace is deleted for good (after its 7 days), its backups go with it, and our off-site copies are gone within about 45 days after that.
• Billing records: as long as tax and accounting law requires.
• Messages from the contact form on dockvault.io: in our mailbox until we have answered you and the conversation is over, and deleted at the latest 6 months after its last message. Our email delivery provider's record of the email: 30 days. The count of messages from your IP address: a minute. The website's own logs at our website host (errors, and the details of each request, which can include your IP address): at most 7 days.
• Email links (address confirmation, password reset): deleted a day after they expire; a reset link expires after 45 minutes, a confirmation link after 72 hours. The noted sends: a day after each.
• The check that a person is sending a form: we keep only its result, in our service logs (below), without your IP address. Our DNS and access provider keeps what its widget looked at as its own terms for the check say.
• Limits on attempts, in memory: at most an hour. The customer API's request lines: 30 days, in the journal of the server that answered, which they never leave. Other service logs: 30 days in our log store and in the servers' journals, and at most about five weeks in the servers' log files, which are replaced weekly. A server outside Azure (one that runs workspaces in another region) keeps its services' logs in files of limited size instead, not by age.

10. How we protect it

• Encryption in transit: TLS between you and the service; between our servers, private networks, and encrypted tunnels for servers outside them.
• Encryption at rest: vault files are encrypted, a zero-knowledge vault's in your users' browsers with keys we never hold; backups are encrypted before they leave the server, and again off-site.
• Each workspace has its own database, its own cache and its own network; one customer's workspace cannot reach another's.
• Our administration is not open on the internet: our operators reach it only through a separate sign-in in front of it, then sign in with a password and a second factor, with the least access they need, and their actions are logged. They cannot see your workspaces' logs unless you turn that on.
• Passwords are stored only as salted hashes; two-step sign-in is available for every account.
• Daily off-site backups of our own systems, and a tested procedure to rebuild the service from them.

11. Your rights

You may ask us for a copy of your personal data, to correct or delete it, to restrict or object to our use of it, and to receive it in a portable format. Write to privacy@dockvault.io; we answer within one month. We may ask you to confirm who you are first.

Much of this you can do yourself in Settings, at any time:

• Correct your name; owners and administrators correct the account's name and company.
• See your data: Settings > Your data shows what we hold about you, part by part, with why we keep it, for how long and who can see it (an owner sees the account's data too).
• Download your data: one file (JSON) with what we hold about you: your profile, sign-in settings, the accounts you belong to with your roles, and your own notices. An owner's file also holds the account's data: its members and the record of changes to them, invitations, applications and the terms accepted, workspaces and their history, billing references, notices and support requests. What is stored inside the vaults is not in it: you download that from your workspace, in its web app or over SFTP.
• Delete your sign-in: with your password (and your two-step code, if it is on). You leave every account you belong to and your sign-in is deleted; the accounts stay with their other owners. You cannot do this while you are the only owner of an account.
• Delete an account (owners): with your password (and your two-step code, if it is on). Its workspaces, with all their content and backups, and the account's data are deleted straight away, and from our encrypted backups within about 45 days (section 9); every member loses access and is told, and a member who belongs to no other account loses their sign-in too. This cannot be undone. Billing records that tax law requires us to keep are kept.

Your right to object. Where we rely on legitimate interests (security, the limits on attempts and our logs, invitations, notices about changes, answering messages from our website and keeping its contact form free of abuse, help from an AI service with our support replies; section 6), you may object at any time, on grounds relating to your particular situation, by writing to privacy@dockvault.io. We then stop, unless we have compelling legitimate grounds that override your interests, or need the data to establish, exercise or defend legal claims. An account's owners and administrators can also say no to AI help with support replies in Settings, without giving a reason; we then answer its requests without it.

You may also complain to a data protection authority, in particular in the EU country where you live or work; ours is the Hellenic Data Protection Authority (HDPA, dpa.gr).

12. Children

The service is not meant for anyone under 16, and we do not knowingly collect their data.

13. Changes to this policy

We tell you in the portal and by email before a material change takes effect. The date at the top shows the current version.

Changes of October 10, 2026: from November 10, 2026 at the earliest, 30 days after this notice as we promise for any new provider, our support team may ask an AI service in the United States for help writing replies to support requests. It receives the request's text with names, email and web addresses, workspace names and addresses, numbers and other identifiers replaced by labels, deletes it within 30 days (unless it must keep it longer to look into misuse of its service), and does not use it to train its models; we keep a record of what was sent with the request. Our support team reads and edits every reply before it is sent, and an account's owners and administrators can say no to it in Settings. And the portal's sign-up, sign-in, password reset and invitation pages, its support form and its request for a new confirmation link check that a person, not a program, is using them: our DNS and access provider's widget on the page looks at your browser and IP address, and we learn only whether the check passed. Nothing else changes.

Changes of October 6, 2026: the policy now also covers the contact form on our website, dockvault.io: what it collects, why, who handles it (our website host, which also checks that a person is sending the form; our email delivery provider, which brings the message to our support mailbox) and how long we keep it. The providers that receive the email you send us and run the DNS of dockvault.io are now described by what they do, not by name, like our email delivery provider and our website host; write to us to know which companies they are. Nothing changes for the data of your account.

Changes of October 5, 2026, later the same day, without any new use of your data: the policy says that DockVault is run by a person, who is the controller; which data you must give us; where we get the data of people invited to an account or named a workspace's first administrator, and on what legal basis; that a person reviews every application and there are no automated decisions; your right to object, in a section of its own; for each provider outside the EU, the safeguard that applies (our email delivery provider: the EU–US Data Privacy Framework), how long it keeps what it sent (30 days), that every workspace runs in Microsoft Azure West Europe, and that we give 30 days' notice before adding or replacing any provider; and that our administration sits behind a separate sign-in. And we keep less: what you write in a support request is no longer emailed to our support mailbox; the mailbox is only told that a request is waiting.

Changes of October 5, 2026: we keep less. A workspace's first administrator password, and the administrator's email with it, is no longer kept in its settings for as long as the workspace exists: it is erased once the workspace has made its first administrator and, if its plan keeps snapshots, a snapshot taken after that is stored off-site. And the system that runs the workspaces no longer keeps an account's name and contact address (it kept them as they were when the account's first workspace was set up, until the account was deleted): it knows the account only by its id, and what it held is erased, also from its event log.

Changes of October 4, 2026: what you order is now called a workspace (the vaults are what your people create inside it); we say who sends our email and who receives the email you send us (both under who receives your data); the policy names who runs DockVault and our data protection authority (the Hellenic Data Protection Authority); a table at the top sums up what we hold, why, for how long and who can see it, and Settings > Your data shows exactly what we hold about you. We also made the text more precise, without any new use of your data: the customer API logs each request it answers, with your IP address, on the server that answered (for 30 days, and those lines no longer leave it; our log store never kept the ones sent to it before); the limits on attempts keep your IP address in memory for up to an hour; a support request keeps a snapshot of the account's state for our support team, and is also emailed to our support mailbox; we count the emailed links per address in a scrambled form; a workspace's first administrator password stays in the settings it runs with for as long as it exists; the system that runs the workspaces keeps an account's first contact address until the account is deleted; what stays with an account after you delete your sign-in; and how long the logs of a server outside Azure last. And we keep less: an error at our web servers no longer records your IP address, nor does a limit on attempts when it is reached; our logs no longer carry the address or subject of an email we send you; your name goes from the invitations you sent when you delete your sign-in; and deleting an account also erases its contact address from the event log of the system that runs the workspaces. What our logs recorded before these changes goes on the usual schedule: after 30 days, and after about five weeks in a server's older log files, which until this change also held the request lines.

Changes of October 3, 2026: the free beta (what it records, and that Stripe is used only once paid plans exist); service logs are kept for 30 days, also in our log store in Azure West Europe; and you can download your data and delete your account yourself in Settings; the emails we send (address confirmation, password reset links, security notices, and notices you can turn off), with what we keep about them; and team members: several people can use one account with roles, so we keep who belongs to it, invitations and a record of changes to its members, each person downloads their own data and can delete their own sign-in, and notices are emailed by role.