Privacy Policy
Last updated: 19 June 2026
We have written this policy in plain language because we believe you deserve to understand exactly what happens with your information, without needing a law degree to read it.
1. What information we collect
When you create an account, we collect your name and email address. When you use the platform, we collect information about your activity: the sessions you have attended, your results, and how far through a recording you have watched. We do not collect payment information directly; this is handled by our payment processor.
2. Your session recordings
Session recordings are uploaded directly to your own Google Drive account or your organisation's managed Drive folder, depending on how your organisation is configured. LearnVault temporarily processes recordings on secure servers solely to generate transcripts and AI materials. We do not store recordings long-term on our servers. Once processing is complete, the local copy is permanently deleted.
3. How we use your information
We use your information to provide the LearnVault service: to display your transcripts, generate your personalised AI materials, and power your AI assistant. We use your activity data (progress, results, session history) exclusively to drive the personalised experience. We do not sell your data. We do not use your data to train general AI models.
4. Multi-tenant isolation
LearnVault is a multi-tenant platform. This means your data is completely isolated from every other organisation on the platform. One organisation can never see another organisation's data, and members can only see what they are entitled to within their own organisation. This isolation is enforced at the database level, not just in the application layer.
5. Sharing with third parties
We share your data with the following third parties only where necessary: Google (for Drive storage), OpenAI (for transcription and AI generation, where only the content of your specific session recordings and queries is sent, never your personal identifiers), and infrastructure providers such as cloud hosting and content delivery. All third-party providers are bound by data processing agreements.
6. Cookies and tracking
We use cookies for authentication (to keep you logged in) and for basic analytics to understand how the platform is used. We do not use advertising cookies or cross-site tracking.
7. Data retention
We retain your account data for as long as your account is active. If you delete your account, we delete your personal data within 30 days. Session transcripts and AI materials are tied to your account and will be deleted with it. Recordings remain in your Google Drive and are under your control.
8. Your rights
You have the right to access the personal data we hold about you, request corrections, and request deletion of your account and associated data. To exercise any of these rights, contact us at privacy@learnvault.academy. We will respond within 30 days.
9. Security
We use industry-standard security practices: HTTPS for all connections, encrypted passwords (bcrypt), short-lived JWT tokens, and strict server access controls. Tenant isolation means even in the unlikely event of a data incident, your data cannot be accessed by another tenant's users.
10. Contact us
If you have any questions about this privacy policy or how we handle your data, please contact us at: privacy@learnvault.academy. We take privacy seriously and respond to all enquiries promptly.