Navbar logo

Privacy Policy

VaultWise Privacy Policy

Last update: 17.01.2025

Your Privacy is Our Core Commitment

At VaultWise, we are committed to protecting your privacy and ensuring the security of your personal information. As an Australian-based consultancy specialising in digital asset security, we understand the importance of safeguarding your data with the highest standards of care. This Privacy Policy outlines how we collect, use, disclose, store, and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By engaging with VaultWise, including visiting our website, contacting us, subscribing to our newsletter, or using our services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not provide us with your personal information or use our services.

1. What Personal Information We Collect

We collect only the personal information necessary to provide our services and operate our business effectively. The types of information we may collect include:
Contact Information:
Name (or pseudonym, if preferred), email address, phone number, or other contact details you provide when booking a consultation, subscribing to our newsletter, or engaging with our services. Consultation Data:
Information shared during consultations, such as details about your digital asset holdings, security preferences, or technical setup needs, to provide tailored advice. Technical Data:
IP address, browser type, device information, and website usage data collected automatically when you visit our website. Communication Data:
Records of correspondence, including emails, secure messages, or call notes, to ensure continuity of service. Non-Identifying Information:
If you choose to remain anonymous, we may collect non-identifying details, such as a pseudonym or non-descriptive email address, to facilitate communication. We adhere to the principle of data minimisation, collecting only what is necessary for the purpose of delivering our services.

2. How We Collect Your Information 

We collect personal information directly from you in the following ways:
Direct Interactions:
When you contact us, book a consultation, subscribe to our newsletter, or engage in our services (e.g., self-custody coaching or Bitcoin node setup). Website Usage:
Through cookies or analytics tools on our website, which collect technical data to improve user experience (see Section 9: Cookies and Tracking). Secure Communications:
Via encrypted channels, such as secure email or messaging platforms like Signal, during consultations or follow-ups. We do not collect sensitive information, such as private keys, seed phrases, or financial account details, as part of our services. If such information is discussed during consultations, we ensure it is not recorded or stored. 

3. How We Use Your Information 

We use your personal information to provide our services and enhance your experience with VaultWise. Specific purposes include:
Service Delivery:
To provide tailored guidance on digital asset security, self-custody, inheritance planning, or private Bitcoin node setup. Communication:
To respond to your inquiries, schedule consultations, or provide ongoing support through secure channels. Newsletter and Updates:
To send you industry insights, security tips, or updates if you’ve subscribed to our newsletter (you can unsubscribe at any time). Website Improvement:
To analyse website usage and improve functionality, ensuring a seamless experience. Legal Compliance:
To comply with obligations under Australian law, such as record-keeping or responding to regulatory requests. We will only use your information for the purposes for which it was collected or purposes directly related to those, unless we obtain your consent for other uses.

4. How We Protect Your Information 

VaultWise employs robust security measures to safeguard your personal information, reflecting our commitment to privacy and security:
Encryption:
All personal data is stored in encrypted systems using industry-standard algorithms, ensuring it is unreadable to unauthorised parties. Multi-Factor Authentication (MFA):
Access to our systems is secured with MFA, adding an extra layer of protection. Secure Transmission:
Data shared during consultations or communications is transmitted via encrypted channels, such as secure email or messaging platforms. Regular Security Updates:
We proactively update our systems to address emerging threats and vulnerabilities. Data Minimisation:
We collect and retain only the information necessary for our services, deleting it when no longer needed. Privacy by Design:
Our processes are built to prioritise your privacy, adhering to Australian privacy laws and global best practices. In the unlikely event of a data breach, we will follow our comprehensive response plan, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.

5. Disclosure of Your Information 

VaultWise does not share, sell, or disclose your personal information to third parties, except in the following limited circumstances:
Service Providers:
We may engage trusted Australian-based service providers (e.g., cloud storage or communication platforms) who adhere to strict privacy and security standards. These providers are bound by confidentiality agreements and only process data on our behalf. Legal Obligations:
We may disclose information if required by Australian law, such as in response to a court order or regulatory request from bodies like the OAIC. With Your Consent: We will only share your information with third parties if you provide explicit consent. We never access, store, or share your private keys, seed phrases, or other sensitive financial data. 

6. Storage and Retention

Your personal information is stored securely in Australia, in compliance with the Australian Privacy Principles. We retain your information only for as long as necessary to provide our services or meet legal obligations. For example:
Contact and consultation data is retained for the duration of our engagement and up to 7 years thereafter, as required by Australian record-keeping laws. Newsletter subscriber data is retained until you unsubscribe. Technical data (e.g., website analytics) is retained for up to 12 months for site improvement purposes. When data is no longer needed, it is securely deleted or anonymised to prevent identification.

7. Your Rights

Under the Privacy Act 1988, you have rights regarding your personal information, including:
Access:
You can request access to the personal information we hold about you. Correction:
You can request corrections to inaccurate or incomplete information. Anonymity and Pseudonymity:
You may engage with us anonymously or using a pseudonym, where practical. Complaints:
If you believe we have mishandled your information, you can lodge a complaint with us or the OAIC (see Section 11: Complaints). Unsubscribe:
You can opt out of our newsletter or marketing communications at any time by clicking the unsubscribe link or contacting us. To exercise these rights, contact us at vaultwisesecure@protonmail.com. We will respond within a reasonable timeframe, typically within 30 days.

8. Cookies and Tracking

Our website uses cookies and similar technologies to enhance your experience and analyse usage. These collect technical data, such as your IP address or browser type, but do not identify you personally unless you provide additional information.
You can manage cookie preferences through your browser settings. Disabling cookies may affect website functionality.
For more details, contact us at vaultwisesecure@protonmail.com.

9. International Data Transfers

VaultWise primarily stores and processes data within Australia. If we need to transfer data overseas (e.g., for clients engaging from outside Australia), we ensure the recipient complies with privacy standards equivalent to the Australian Privacy Principles or obtain your consent before transfer.

10. Third-Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies before providing personal information.

11. Complaints

If you have concerns about how we handle your personal information, please contact us at vaultwisesecure@protonmail.com.
We will investigate and respond within 30 days. If you’re unsatisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
OAIC Contact Details: Website: www.oaic.gov.au Phone: 1300 363 992 Email: enquiries@oaic.gov.au