PRIVACY POLICY
Effective Date: June 4, 2026
Last Updated: June 4, 2026
License Vault ("we," "us," or "our") is operated by Viraloo. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our software-as-a-service platform at licensemanager.viraloo.org (the "Service"). Please read this policy carefully. By accessing or using the Service, you agree to the terms of this Privacy Policy.
1. INFORMATION WE COLLECT
1.1 Information You Provide Directly
Account Information: When you register, we collect your name, email address, and password (stored as a cryptographic hash — never in plaintext).
License Data: Any software license keys, credentials, notes, URLs, and related metadata you enter into the Service are stored on our servers and encrypted at rest using AES-256 encryption.
Billing Information: If you subscribe to a paid plan, payment details are processed by our third-party payment processor, Stripe, Inc. We do not store full card numbers. We retain transaction records including amount, date, and plan purchased.
Communications: If you contact us via the support form or email, we retain your message and contact information solely to resolve your inquiry.
1.2 Information Collected Automatically
Usage Data: We automatically collect information about how you interact with the Service, including IP addresses, browser type, operating system, referring URLs, pages visited, and timestamps.
Cookies: We use session cookies to maintain your authenticated session and preference cookies to remember display settings (e.g., dark mode). We do not use third-party advertising cookies.
Log Data: Our servers record requests made to the Service, including IP address, request path, response code, and response time, for security monitoring and debugging.
1.3 Information From Third Parties
If you connect third-party services or integrations, we may receive limited profile information as permitted by those services and as authorized by you.
2. HOW WE USE YOUR INFORMATION
We use the information we collect for the following purposes:
(a) Service Delivery — to provision, operate, maintain, and improve the Service, including authenticating users, storing your license data, and processing transactions.
(b) Communications — to send transactional emails (account confirmation, password resets, license expiry reminders, billing receipts). We will not send marketing emails without your explicit consent.
(c) Security — to detect, investigate, and prevent fraudulent transactions, unauthorized access, abuse, and illegal activity.
(d) Legal Compliance — to comply with applicable laws, respond to lawful governmental requests, and enforce our Terms of Service.
(e) Product Improvement — to analyze aggregated, anonymized usage patterns to improve the Service's functionality and user experience.
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
3. LEGAL BASIS FOR PROCESSING (EEA/UK USERS)
If you are located in the European Economic Area or the United Kingdom, we process your personal data under the following legal bases:
4. DATA RETENTION
We retain your account data for as long as your account is active. If you close your account, we will delete or anonymize your personal data within 30 days, except where required by law (e.g., billing records, retained for a minimum of 7 years for tax and accounting purposes).
License data, credentials, and notes you upload are deleted promptly upon account closure or explicit deletion request.
5. DATA SHARING AND DISCLOSURE
We may share your information only in these limited circumstances:
Service Providers: We engage reputable third-party vendors to operate the Service, including Stripe, Inc. (payment processing), cloud hosting providers (server infrastructure), and email delivery providers. Each is bound by confidentiality obligations and data processing agreements and may not use your data for any other purpose.
Business Transfers: If we are involved in a merger, acquisition, or asset sale, we will notify you before your information is transferred and becomes subject to a different privacy policy.
Legal Requirements: We may disclose your information if required by law or in good-faith belief that disclosure is necessary to: (i) comply with a legal obligation; (ii) protect our rights or property; (iii) prevent wrongdoing; or (iv) protect the personal safety of users or the public.
We do not share your license keys, credentials, or sensitive license data with any third party for any purpose other than storing them on your behalf.
6. DATA SECURITY
We implement industry-standard technical and organizational measures to protect your information:
Despite these measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security. If we become aware of a security breach affecting your personal data, we will notify you as required by applicable law.
7. YOUR RIGHTS AND CHOICES
Depending on your jurisdiction, you may have the following rights:
Access: Request a copy of the personal data we hold about you.
Correction: Request correction of inaccurate or incomplete data.
Deletion: Request deletion of your personal data, subject to legal retention obligations.
Portability: Request your personal data in a structured, machine-readable format.
Restriction and Objection: Request that we restrict or cease certain processing.
Withdrawal of Consent: Where processing is based on consent, you may withdraw at any time.
To exercise any right, contact us at privacy@viraloo.org. We will respond to verified requests within 30 days and may require identity verification. EEA/UK users may also lodge a complaint with their local data protection supervisory authority.
8. CHILDREN'S PRIVACY
The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected such information, please contact us immediately and we will take steps to delete it.
9. INTERNATIONAL DATA TRANSFERS
Your information may be processed and stored in countries other than your country of residence. Where we transfer personal data from the EEA or UK to countries without an adequate level of data protection, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.
10. THIRD-PARTY LINKS
The Service may contain links to third-party websites. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any external sites you visit.
11. CHANGES TO THIS PRIVACY POLICY
We reserve the right to update this Privacy Policy at any time. When we make material changes, we will notify you by email and/or prominent notice on the Service at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated policy.
12. CONTACT US
If you have questions, concerns, or requests regarding this Privacy Policy, please contact us:
Viraloo - License Vault
Email: privacy@viraloo.org
Website: https://licensemanager.viraloo.org/contact