Privacy Policy

Relay Vault, LLC ("we," "our," or "us") values your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our website and our services.

By using our services, you consent to the collection, processing, and storage of your information as described in this Privacy Policy.

1. Information We Collect

We collect personal information you or your organization provide when using our platform, including:

• Names, email addresses, and contact information of authorized users
• Organization name, business address, and billing information
• Data processed through integrations (CRM records, claims data, policy information)
• Authentication credentials and access tokens for connected systems
• Payment information, processed securely via Stripe (we do not store full card numbers)
• Financial account information for accounts you connect through Plaid (see "Financial Account Connections and Payments" below)

We collect this information through:

• Account registration and setup
• API integrations with your connected systems
• Usage of our platform and services

We also collect anonymous analytics data (e.g., page visits, feature usage) through cookies and analytics tools.

2. How We Use Your Information

We use your personal information to:

• Provide and maintain our platform services
• Process and relay data between your connected systems
• Execute automated workflows on your behalf
• Provide customer support and respond to inquiries
• Send service-related communications
• Fulfill our legal and regulatory obligations

We do not use your personal information for marketing or advertising purposes without your explicit consent.

3. How We Share Your Information

We only share your personal information as necessary to provide our services. This may include sharing with:

• Third-party systems you connect to Relay Vault (CRMs, claims systems, etc.) as directed by your workflows
• Service providers who help us operate our platform, such as cloud hosting (Aptible), payment processing (Stripe), and financial account connectivity (Plaid)
• Regulatory authorities when required by law or legal process

Once your information is shared with a third-party system you connect (for example, a CRM, carrier system, or financial institution), that organization's own privacy policy and terms of use will apply.

We do not sell or rent your personal information to third parties.

4. Financial Account Connections and Payments

Some of our services, such as billing and payment reconciliation workflows, allow you to connect financial accounts. We use Plaid Inc. ("Plaid") to connect those accounts and retrieve the account information needed to run these workflows, which may include account details, balances, and transaction data.

By connecting a financial account, you grant Relay Vault and Plaid the right to access, collect, process, and store information from your financial institution for these purposes, and you confirm that you are authorized to do so for the accounts you connect. You may disconnect a financial account at any time. Plaid's handling of your information is governed by the Plaid End User Privacy Policy.

All data we retrieve from the Plaid API is encrypted in transit (TLS 1.2 or better) and at rest (AES-256). We never sell financial account data and never use it for marketing or advertising. You may request deletion of data we have retrieved through Plaid at any time by contacting privacy@relayvault.ai; we will delete it and, where applicable, instruct Plaid to delete it as well.

Payments are processed by Stripe. Your card details are transmitted directly to Stripe and are governed by the Stripe Privacy Policy.

5. Data Processing & AI

Our platform uses artificial intelligence to process and analyze data you relay through our systems. Key principles:

• Your data is processed only as directed by your configured workflows
• We do not use your data to train AI models without explicit consent
• All AI processing occurs within our secure infrastructure, hosted on SOC 2 certified cloud providers
• You maintain full control and visibility over data processed by AI

6. Cookies & Analytics

We use cookies and similar technologies to:

• Maintain user sessions and authentication
• Remember your preferences
• Enable secure payments through Stripe
• Gather anonymous site usage analytics

We do not use cookies for targeted advertising.

You may manage cookie preferences through your browser settings.

7. Your Privacy Rights

You have the right to:

• Access the personal information we hold about you
• Correct inaccuracies in your information
• Request deletion of your personal information, where applicable
• Export your data in a portable format

To exercise these rights, please contact us at privacy@relayvault.ai.

8. Data Security

We maintain a documented, operational information security program with administrative, technical, and physical safeguards to protect your information, including:

• Hosting on Aptible, a HIPAA compliant, SOC 2 Type II certified platform
• Encryption in transit (TLS 1.2 or better) and at rest (AES-256) for all sensitive data, including all data retrieved from the Plaid API
• Phishing-resistant multi-factor authentication required before access to any system that stores or processes sensitive data, for both our users and our own team
• Role-based access control, periodic access reviews, and automated de-provisioning of access when personnel leave or change roles
• Continuous vulnerability scanning across our machines and production assets, with patching within defined SLAs

Our controls meet SOC 2 Type II criteria, reflecting our commitment to the highest standards of data security and privacy. For more detail, see our Security Policy.

9. Compliance

We comply with applicable privacy laws, including:

• HIPAA (Health Insurance Portability and Accountability Act)
• CCPA (California Consumer Privacy Act)
• GDPR (General Data Protection Regulation) for EU users

If you are a California resident, you have additional rights under the CCPA. Please contact us for more details.

10. Data Retention & Deletion

We retain your personal information no longer than reasonably necessary to provide our services and fulfill the purposes described in this policy. When you terminate your account, we will delete or anonymize your data within 90 days, unless we are required by law to retain it longer.

You may request deletion of your personal information at any time, including data obtained through Plaid, by contacting privacy@relayvault.ai. Our data retention and deletion policy is reviewed periodically for compliance with applicable data privacy laws.

11. Children's Privacy

Our services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us at privacy@relayvault.ai and we will delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will revise the effective date above and post the updated policy on our website. Material changes will be communicated to you via email or in-app notification.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at: