Last updated: December 5, 2025

VAALID Inc. helps teams manage research, insights, and organizational knowledge with clarity and governance. This Privacy Policy explains how we collect, use, share, and protect personal information when you use the VAALID platform, website, or related services (collectively, the “Service”).

By accessing or using VAALID, you agree to the practices described below.

1. Information We Collect

We collect the following categories of information to provide and improve the Service:

Account & Profile Information

Information you provide when creating or managing an account.
Examples: name, email address, organization, role, authentication details (email login, OAuth, or SSO).

Workspace & Content Information

Information you upload, create, or store in VAALID.

Examples: projects, documents, insights, reports, snippets, surveys, transcripts, attachments, and comments.
You control this data—we process it only to provide the Service.

Billing & Transaction Information

Information required for subscription management.
Examples: plan tier, payment status, seat counts, and transaction IDs through our billing provider (Stripe).

Device & Technical Information

Automatically collected information for performance, security, and diagnostics.

Examples: IP address, browser type, operating system, timestamps, feature usage metrics, anonymized analytics (when enabled).

Support & Communication Information

Information you submit through support tickets, feedback forms, or email correspondence.

We do not sell personal information.
We collect only what is necessary to operate VAALID responsibly.

2. How We Use Information

We use personal information to:

  • Provide and operate the Service (authenticate users, maintain workspaces, deliver features).
  • Support collaboration (send organizational invitations, notifications, and system alerts).
  • Maintain security and integrity (detect misuse, protect accounts, and secure data).
  • Improve the product through aggregated or anonymized usage insights.
  • Comply with legal obligations and honor data subject rights.

We do not use customer content to train external AI models.

3. Cookies & Similar Technologies

We use limited cookies and local storage technologies to run the Service:

Essential Cookies

Required for login, session continuity, and security. Disabling them prevents access to VAALID.

Preference Storage

Used for UI preferences (theme, dismissed banners).
These values stay on your device and are not transmitted.

Analytics (Optional)

If enabled by your organization, we may use privacy-preserving analytics tools to understand feature adoption and performance. 

No personal or customer content is shared with third-party advertisers.

4. How We Share Information

We share personal information only in the following situations:

Service Providers

Trusted vendors who help us deliver the Service (e.g., hosting, storage, analytics, billing, email).
All providers are contractually obligated to use data solely for VAALID’s purposes.

Enterprise Integrations You Enable

If your organization configures SSO or exports data, we share only the minimum fields required.

Legal Requests

We may disclose information when required by law, subpoena, or government order—after verifying the validity of the request.

Business Transactions

If VAALID is involved in an acquisition or merger, the succeeding entity will assume the obligations of this Privacy Policy.

We do not share customer content with advertisers or data brokers.

5. Security

VAALID is built with a security-first approach:

  • Encryption in transit and at rest
  • Role-based access controls
  • Strong authentication practices
  • Continuous monitoring and anomaly detection
  • Secure development and testing practices
  • Limited-access production environments
  • Regular reviews and improvements to our security posture

If a security incident occurs, we notify affected customers without undue delay and follow all applicable legal requirements.

For additional details, see our Security Overview.

6. Data Retention & Deletion

Our retention and deletion practices are described fully in the VAALID Data Retention & Deletion Policy, but the key points are:

  • Data is retained while your organization maintains an active subscription.
  • When deletion is initiated, the workspace enters a 7-day read-only grace period.
  • After the grace period, all customer content is permanently deleted.
  • Minimal metadata (e.g., billing records, audit events) may be retained for compliance and fraud prevention.
  • Organizations can export data at any time before deletion.

7. International Transfers

VAALID primarily processes data in the United States.
When information is transferred internationally, we rely on legally recognized mechanisms such as:

  • Standard Contractual Clauses (SCCs)
  • Contractual safeguards consistent with global privacy regulations

Organizations with regional residency or compliance needs may contact our team for enterprise options.

8. Your Rights & Choices

Depending on your location, you may have the right to:

  • Access your personal information
  • Correct or update information
  • Request deletion (subject to your organization’s retention requirements)
  • Export your personal data
  • Object to or restrict certain processing activities
  • Opt out of non-essential communications

To exercise a privacy right:
📩 privacy@vaalid.com

We may need to verify your identity or coordinate with your organization’s administrator for workspace-related data.

9. Children’s Privacy

VAALID is not intended for individuals under 16 years of age. If you believe a child has submitted personal information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy to reflect:

  • Product or feature changes
  • Security improvements
  • Legal or regulatory developments

If we make material updates, we will:

  • Update the “Last updated” date
  • Notify organization owners by email or via in-product messaging
  • Provide reasonable notice before changes take effect

11. Contact Us

For questions, requests, or privacy-related concerns:

📩 privacy@vaalid.com

For security-related issues, please refer to our Security Overview or contact our security team.