Privacy Policy

1. Introduction

Ovault LLC (“we,” “our,” or “us”) is committed to protecting the privacy and security of information processed through our platform. This Privacy Policy explains how we collect, use, store, and safeguard data when Ovault LLC is used by law enforcement agencies and authorized personnel.

Ovault LLC operates as a data processor/service provider, and the law enforcement agency using Ovault LLC is the data controller/owner of the information entered into the system.

2. Information We Collect

We may collect and process the following categories of information:

a. Account Information

• User names
• Email addresses
• Agency affiliation
• Login credentials (encrypted)

b. Administrative and Operational Data

• Internal reports and records created by users
• Form entries and workflow data
• Notes, logs, and documentation

c. Technical Data

• IP addresses
• Device and browser information
• Access logs and usage activity

3. How Information Is Used

We use information solely to:

• Provide and maintain the Ovault LLC platform
• Enable administrative recordkeeping and workflows
• Improve system performance and functionality
• Ensure security and prevent unauthorized access

We do not sell or rent user data to third parties.

4. Data Ownership and Control

• All data entered into Ovault LLC remains the property of the agency using the system
• Ovault LLC does not claim ownership of any agency data
• Agencies are solely responsible for determining:
  • What data is entered
  • How long it is retained
  • How it is disclosed under applicable laws

5. Data Sharing and Disclosure

Ovault LLC does not disclose data except under the following circumstances:

• At the direction of the agency using the platform
• To comply with legal obligations, such as court orders or subpoenas
• To protect the rights, safety, or security of Ovault LLC, its users, or the public
• To trusted service providers strictly for system operation (e.g., hosting), under confidentiality obligations

6. Data Security

We implement reasonable safeguards including:

• Encryption of sensitive data
• Secure authentication and access controls
• Monitoring for unauthorized access

However:

• No system is completely secure
• Ovault does not guarantee absolute security
• Agencies are responsible for internal access control and user management

7. Data Retention

• Data is retained based on agency-controlled policies
• Ovault LLC does not independently determine retention periods
• Upon termination of service, data may be returned or deleted in accordance with contractual agreements

8. User Responsibilities

Users and agencies agree to:

• Enter data lawfully and appropriately
• Avoid uploading unnecessary sensitive or restricted information unless authorized
• Comply with all applicable laws, including:
  • Criminal justice data regulations
  • Public records laws
  • Privacy and data protection laws

9. Third-Party Services

Ovault LLC may rely on third-party providers (e.g., cloud hosting). These providers:

• Are contractually obligated to protect data
• Do not have independent rights to use agency data

10. Children's Information

Ovault LLC is not intended for public use and does not knowingly collect personal information directly from children. Any juvenile-related data entered is controlled by the law enforcement agency and must comply with applicable laws.

11. Limitation of Liability

To the fullest extent permitted by law:

• Ovault LLC is not responsible for how agencies use or manage data
• Ovault LLC is not liable for unauthorized access caused by user negligence
• Ovault LLC is not responsible for legal compliance failures by agencies

12. Changes to This Policy

We may update this Privacy Policy periodically. Continued use of Ovault constitutes acceptance of any updates.

13. Governing Law

This Privacy Policy shall be governed by the laws of the State of Delaware.

14. Contact Information