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Privacy Policy

Effective date: April 28, 2026

Introduction

This Privacy Policy describes how Vaulra ("we", "us", "our") collects, uses, and protects your information when you use the service at vaulra.app. We are committed to handling your data responsibly and transparently.

By using Vaulra, you agree to the practices described in this policy. If you do not agree, do not use the service.

Contact: privacy@vaulra.com

Information We Collect

We collect the following categories of information:

  • Account information: your email address, display name, and authentication credentials when you sign up with email/password or Google sign-in
  • Budget data: income entries, expenses, budget envelopes, sub-envelopes, fund transfers, recurring templates, and budget month records you create within the app
  • Currency preferences: your selected base currency and any manually entered exchange rates
  • Notification preferences: your choices for in-app and email notification settings
  • Shared budget data: member invitations, visibility profiles, and permission configurations for budgets you share with others
  • Classification patterns: learned mappings between transaction descriptions and budget categories, built from your confirmed import classifications
  • Usage metadata: timestamps on records you create or modify, and which user performed actions in shared budgets

Behavioral Analytics (PostHog)

We use PostHog (PostHog Inc.) for product analytics to understand how Vaulra is used and to improve the experience. PostHog data is stored in the US (us.i.posthog.com) and persisted via localStorage in your browser. No cross-site tracking cookies are used.

PostHog collects:

  • Pageviews and navigation: pages visited, time on page, page leave events
  • Autocaptured interactions: clicks, form submissions, and other UI interactions
  • Feature flag evaluations: which features are enabled for your account
  • Device and browser information: browser type, OS, screen resolution
  • IP address: used for country-level geolocation only
  • Referrer data: how you arrived at Vaulra

How to opt out:

  • Browser Do Not Track (DNT): Vaulra respects the DNT signal — enable it in your browser settings
  • Browser extension: block requests to us.i.posthog.com using a content blocker
  • Contact us: email privacy@vaulra.com and we will disable tracking for your account

Opting out does not affect any functionality of Vaulra. Legal basis (GDPR Art. 6(1)(f)): legitimate interest — product improvement and usage analysis.

Information We Do Not Collect

Vaulra does not:

  • Connect to your bank accounts or access financial institution data
  • Store uploaded files — transaction import files (CSV, Excel, PDF) are processed entirely in your browser and discarded after extraction
  • Collect payment card numbers, bank account numbers, or other financial account credentials
  • Use advertising trackers or sell your data to third parties
  • Collect location data or device identifiers beyond what is described in the Behavioral Analytics section

How We Use Your Information

We use the information we collect to:

  • Provide and operate the budgeting service, including calculating allocations, tracking expenses, and generating analytics
  • Authenticate your identity and maintain your session
  • Send notifications you have opted into, including in-app alerts and email notifications for budget events
  • Generate AI-powered features when you request them, such as envelope recommendations and monthly review summaries
  • Improve classification accuracy for transaction imports based on your confirmed categorizations
  • Enable shared budget collaboration with members you invite
  • Analyze usage patterns to improve the product (via PostHog)

AI Features and Data Processing

Vaulra offers optional AI-powered features including smart envelope recommendations and monthly budget review summaries. When you use these features, relevant budget data (spending patterns, envelope utilization, fund transfer history) is sent to a server-side Cloud Function, which forwards it to a third-party AI provider for processing.

The default AI provider is Google Gemini Flash, accessed through Vertex AI. AI requests are made from server-side Cloud Functions — your data is never sent directly from your browser to an AI provider.

AI-generated content is informational only. It is not financial advice. The AI provider may change over time through our provider abstraction layer, but the data handling practices described here will remain consistent.

Data Storage and Security

Your data is stored in Google Cloud Firestore under a dedicated Firebase project. Data is scoped to your authenticated user ID, designed to ensure isolation between users.

Firestore security rules are designed to enforce that you can only read and write your own data. For shared budgets, security rules are configured to enforce visibility profiles so members can only access data the budget owner has made visible to them.

Authentication is handled by Firebase Authentication. Passwords are managed by Firebase and are never stored or accessible by Vaulra application code. API keys for AI services are stored in server-side environment configuration, never in client-side code.

Shared Budgets

When you create a shared budget and invite members, the data within that budget becomes accessible to those members according to the visibility profile you configure. You control which envelopes, income entries, and transfers each member can see and edit.

Members of a shared budget can see activity attribution (which user created or modified a record) for data within their visibility scope. Visibility profiles are enforced at the database level — data outside a member’s configured access is designed to remain inaccessible.

Transaction Import

When you import transactions from a file, the file is processed entirely in your browser. No file data is uploaded to any server, stored in cloud storage, or transmitted over the network. After extraction, the file is discarded from memory.

Parsed transaction data is sanitized before rendering. Classification patterns learned from your confirmed imports are stored in Firestore under your user account to improve future suggestions.

Third-Party Services

Vaulra relies on the following third-party services:

  • Firebase Authentication — user sign-up, sign-in, session management; data shared: email, auth credentials
  • Google Cloud Firestore — storing all budget data; data shared: all budget data
  • Firebase Cloud Functions — server-side AI processing, email notifications; data shared: budget data for AI features, email addresses
  • Google Vertex AI (Gemini Flash) — AI-powered recommendations and summaries; data shared: anonymized budget patterns
  • Resend (resend.com) — transactional email delivery; data shared: recipient email addresses, email content
  • PostHog Inc. — product analytics, feature flags; data shared: usage data, device info, IP address (see Behavioral Analytics section)
  • Helcim and/or Stripe — payment processing for paid subscriptions; data shared: billing records, transaction IDs, subscription status, billing address, last 4 digits of card, payer email. Vaulra does not store your full card number or bank account details.

These services have their own privacy policies. We recommend reviewing them if you have concerns about how your data is handled at the infrastructure level.

Data Export and Portability

You can export your complete budget data at any time using the JSON export feature in Settings. You can also export individual months as CSV files. Exported files are generated in your browser and downloaded directly to your device.

For shared budgets, exports only include data within your visibility scope.

Data Retention

Retention periods by data category:

  • Account and budget data: duration of account plus 30 days after deletion
  • PostHog analytics data: 12 months (rolling)
  • Historical budget months: indefinite while account is active (supports analytics and trends)
  • Server logs: 90 days
  • Billing and transaction records (paid plans): up to 7 years as required by applicable tax record-keeping obligations (including CRA requirements for Canadian businesses). Retained billing records are anonymized while preserving financial records required for compliance.

If you delete your account, we will delete your user profile and all associated budget data from Firestore. Shared budgets you own will be deleted along with all member access. This process is not reversible — we recommend exporting your data before account deletion.

Your Rights (GDPR)

If you are in the EEA or UK, you have the following rights under GDPR Articles 15–22:

Your rights include:

  • Access your personal data (Art. 15)
  • Rectify inaccurate data (Art. 16)
  • Erase your data (Art. 17)
  • Restrict processing (Art. 18)
  • Data portability — receive your data in a structured format (Art. 20)
  • Object to processing based on legitimate interest, including analytics (Art. 21)
  • Withdraw consent where processing is based on consent (Art. 7(3))
  • Lodge a complaint with a supervisory authority

To exercise any right, email privacy@vaulra.com. We will respond within 30 days.

Children’s Privacy

Vaulra is not intended for use by anyone under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will take steps to delete that information.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the effective date at the top of this page. Continued use of Vaulra after changes constitutes acceptance of the updated policy.

Contact

For questions about this Privacy Policy or how your data is handled, reach out to us at privacy@vaulra.com.