Privacy Notice
Effective date: November 12, 2026.
1. Who we are and what this notice covers
Office Guard, LLC (“Office Guard,” “we,” “us”) provides Office Guard Vault, a service for storing, organizing, sharing, comparing and verifying documents. This notice explains our handling of personal information in Vault, including Vault used with Office Guard Realty or Office Guard Home and Vault purchased separately. It also covers people invited to participate in Vault, and people whose information someone else includes in a document.
Vault stores documents and other content you save to it. Statements about Office Guard mailbox monitoring not retaining your mail do not mean that files or emails you choose to save or forward to Vault are not stored.
The Office Guard Privacy Notice covers the Office Guard website and other services. This notice covers Vault’s document storage and related processing, including its retention, sharing and account-closure practices. For Vault information, the practices described here apply. Closing a Vault account does not immediately erase its documents or associated records; section 7 explains what is retained and when deletion occurs.
2. Information we collect and its sources
We receive information from you, people who upload documents or invite you, connected Office Guard services, payment providers and your use of Vault.
| Information | Examples and sources | Why we use it |
|---|---|---|
| Account and authentication information | Your sign-in email, account identifiers, verification and recovery records, and authentication settings you supply or create | Establish your account, verify identity, protect sign-in and assist recovery |
| Documents and related content | Uploaded files and versions, filenames, folder and transaction labels, text extracted for comparison reports, comparison results, review notes and acknowledgments | Store and organize content; provide previews, comparison, review, export and integrity verification |
| Information inside documents | Depending on what is uploaded, names, addresses, signatures, transaction details, financial information, government identifiers or other sensitive information about you or other people | Provide the document features requested by the person saving or sharing the file |
| Sharing and membership information | Invitees’ email addresses, permissions, access lists, family or brokerage associations and sharing choices | Deliver invitations, apply permissions and administer shared workspaces |
| Forwarded email | The whole forwarded message, headers and attachments during encrypted intake; afterwards, retained attachments and intake metadata including a keyed sender code, size, time, outcome and file count | Verify the sender, check accepted attachments and stage files in your private Inbox |
| Activity, security and integrity information | Actions, timestamps, document and version identifiers, hashes, file sizes and types, the network prefix of your IP address, the first 120 characters of your browser’s identifying string, sign-in method, session start/use/expiry/end times, and operational logs | Record activity, detect misuse, investigate incidents and verify whether records changed |
| Device-saving security information, when that feature is available and enabled | App identifiers, device labels, device-enrollment public keys, attestation evidence received for verification, stored verification summaries and related security records | Verify the app and authorize saving from that device |
| Plan, billing and service information | Plan eligibility and when it was checked, supplied by the Office Guard website; support correspondence you send us. Payment and subscription records are held by the website and its payment provider, rather than the Vault document application | Provide the correct entitlement, administer payment and respond to requests |
Raw device attestation evidence is received and verified but is not kept. Vault retains the enrolled device’s public key, label, verification summary and related setup, use and revocation records. Revoking a device does not automatically delete these security records.
Documents may contain information about someone who does not have a Vault account. Only upload or disclose information you have authority to handle. A document’s uploader may have separate obligations to inform the people concerned. Files are not made public merely because you store them in Vault.
Previews are generated on request rather than stored as previews. Text extracted for comparison and comparison reports can be retained with the document workflow.
3. How we use information
We use the information above to provide Vault, authenticate users, enforce access controls, deliver requested sharing and review features, administer accounts and payments, answer support requests, maintain security, investigate misuse, maintain document-integrity and audit records, and meet applicable legal obligations.
Providing Vault includes processing document contents for previews, text extraction, optical character recognition, document comparison, payment-change warnings, malware checking and integrity verification. Encryption at rest does not prevent these service processes from handling content. Ordinary Vault storage is not an end-to-end encrypted or zero-knowledge service.
Vault’s document processing is separate from the optional AI checks offered for Office Guard mailbox protection. Turning on a mailbox AI setting does not turn on AI processing of Vault documents.
4. Sharing, family members and brokerage access
People you choose. Vault makes documents and related activity available according to the applicable permissions and sharing actions. Someone you authorize may download or copy an item. Removing their Vault permission cannot recall a copy they already obtained. A document or activity record may identify other participants in a shared workflow.
Brokerages. Joining a brokerage does not by itself grant its managers access to your Vault documents. Brokerage access to agent-owned Vault transactions requires the agent’s separate opt-in. Sharing a workspace gives brokerage managers view and download access to its unrestricted items, including items added later. An agent can stop brokerage sharing for a workspace and restrict access to particular folders and documents. The restrictions apply to brokerage managers too. Brokerage reporting is limited by the viewer’s access; administrative membership information is distinct from file contents. Agents retain their own workspaces when leaving a brokerage. Any separate access the agent expressly granted to a named person must also be reviewed when removing that person’s access.
Family and sponsored access. Each person’s Private space is visible only to that person through the service’s normal access controls. Family spaces and items shared with you are visible according to the applicable role and permissions. Account or membership administration is separate from permission to read a file. Review the participants and access list before saving information in a shared space.
Connected Office Guard services. Vault sends your sign-in email to the Office Guard website to look up your plan and eligibility. The services also exchange the account, membership and permission information needed for enabled integrations. Where you choose to use a connected transaction or invitation feature, it may make the relevant names, contact details and transaction information available in Vault. Connecting services does not authorize unrestricted sharing of all documents between products.
Providers. We use Amazon Web Services for hosting, storage, infrastructure operations and receiving forwarded email; Postmark for sign-in and recovery codes, security notices, invitations, access notices and notices about forwarded files; and Stripe for web purchases of Vault, when offered. Postmark receives recipient addresses, subjects and message text, which may identify an inviter or person granting access, but not your documents. Providers receive the information needed for their respective functions. A payment provider handles the financial details submitted through its checkout under the relevant payment arrangements and its own privacy notice. We also use the Office Guard website’s account and entitlement services to administer access. These disclosures are for operating the service, not for making your files public.
When saving from an Apple device is available and enabled, the app uses Apple App Attest to obtain evidence of app authenticity. The device contacts Apple during attestation and sends the resulting evidence to Vault. Vault verifies Apple-signed evidence on its server; this verification does not itself send your saved documents to Apple. When Android saving is available and enabled, Google Play Integrity is used for the corresponding app/device check. These security checks do not give Apple or Google permission to read your Vault files.
Legal and business disclosures. We may preserve or disclose information to comply with applicable law and valid legal process, respond to a lawful request, investigate abuse or protect rights and safety. We review government requests for validity and scope and limit disclosure to the information lawfully required. Information may also be disclosed in a proposed or completed merger, acquisition or transfer of the relevant business, subject to applicable safeguards and law.
We do not sell Vault personal information or disclose it for cross-context behavioral advertising. We do not use the contents of your Vault documents to target advertisements.
5. Service technologies and website measurement
Vault uses authentication credentials and service technologies to maintain sign-in, apply security controls and remember necessary choices. Blocking or clearing these may affect sign-in or functionality. Signing out or expiring a session is different from deleting the underlying account or audit records.
The separate Office Guard website has its own visit-counting and preference practices, described in the general Privacy Notice. This notice does not assert that the authenticated Vault application has the same analytics implementation or retention period as the marketing website. It also does not authorize installing advertising pixels in Vault. Vault does not currently read Global Privacy Control or Do Not Track signals. It does not use advertising or analytics technologies.
6. Where information is processed and how it is protected
Vault’s primary application, database, document storage and integrity infrastructure are hosted on AWS in the United States, in the Northern Virginia region. Email, payment and, when available and enabled, device-check providers may process their service data in other locations. Information processed in another country may be subject to that country’s laws and lawful access by authorities. Any legally required transfer safeguards must be established for the countries in which we offer the service; using Vault alone is not a substitute for those safeguards.
We use encryption in transit and at rest, access controls, restricted service roles and activity records to protect information. Routine staff access is restricted. Privileged administrative capabilities used for deployment and recovery can allow access to service data; we therefore do not promise that Office Guard can never access stored files. No service can guarantee absolute security. Protect your sign-in methods and review whom you invite.
7. Retention, closure and deletion
Different records have different purposes and deletion rules. Deleting a file, closing a Vault account, cancelling a subscription and submitting a legal privacy request are different actions. Contact us if you need help identifying which action meets your needs.
| Record | Vault retention practice |
|---|---|
| Documents in an active account | No automatic age-based expiry solely because a document becomes old. You may delete records you control, subject to holds and finalized-record restrictions. |
| Deleted documents | Deleted documents can be restored for 30 days. Eligible Home documents and their stored versions then enter permanent cleanup, subject to holds and locks. Deleted documents in Realty transaction workspaces are not permanently purged under the current Realty retention implementation. |
| Finalized Realty document versions | Vault applies a 730-day governance retention lock from finalization. Corrections are recorded as new versions. The app does not offer routine deletion of a locked version before its retention period ends. |
| Closed-account documents | Normally retained for 730 days, with access to sign in, export and reopen during the closure period. A final notice provides an additional 14-day window before eligible documents enter deletion. Permanent cleanup also has a minimum 30-day waiting period; deletion is not immediate at closure or at the notice deadline. Holds and locked records can extend retention. Realty transaction workspaces and finalized records are not removed merely because the account closes. |
| Raw forwarded email and unfiled Inbox attachments | Raw email is deleted after processing decides whether it is accepted or refused; failed processing can leave a temporary copy awaiting retry and lifecycle cleanup. The configured raw-mail lifecycle targets seven days, without guaranteeing an exact deletion deadline. Delivery notices that can include headers may remain for up to 14 days. Unkept attachments are scheduled for removal seven days after arrival; refused-message metadata is retained for 30 days. Saved documents follow their own rules. |
| Temporary upload and processing files | Short-lived cleanup, generally one to two days, subject to the applicable processing and cleanup path. |
| Database backups | Vault retains automatic and daily backup copies for 14 days. Information deleted from the live service may remain in an unexpired backup. |
| Integrity evidence | A 730-day governance lock applies to integrity records. Expiry of the lock does not automatically erase them; the current design has no automatic deletion after that period. Evidence may remain after the corresponding file is deleted. |
| AWS activity and operational logs | Vault retains AWS activity logs for 365 days before lifecycle deletion, and specified function, server and storage-access logs for 365 days. Host-local service and error logs use size-based rotation; Vault does not configure an age-based deletion period. |
| Vault activity, account and sign-in records | Closing an account does not erase these records immediately. At the end of the closure period, after 730 days and the final 14-day notice, Vault removes the account’s email addresses, sign-in methods, sessions, trusted-person records and invitations, and removes names from its own Home spaces. Audit identifiers, timestamps, fingerprints, integrity evidence and Realty transaction records remain. Records held by other people and keyed security or intake records can also remain. |
| Billing, support and legal records | Retained for the service, accounting, dispute, security or legal purpose for which they are needed, and as required by applicable law. Their retention can differ from document storage. |
Integrity evidence includes identifiers, hashes and associated metadata. Audit records can also contain filenames, participants and event details. These records may remain linkable to people and must not be treated as necessarily anonymous simply because they omit file contents.
A legal hold or other applicable preservation obligation can suspend deletion. We review privacy deletion requests separately from ordinary account closure, including which records must or may lawfully be retained. A product retention setting does not override a person’s applicable statutory rights. If we cannot remove particular information, we will explain the applicable basis as required by law.
8. Your choices and privacy requests
You can review and change available sharing controls, remove eligible documents and manage your account using Vault’s controls. Where your entitlement permits account export, it provides a zip of current downloadable files in Private and family spaces and items shared with you, plus Inbox files. That export does not include transaction-workspace files, earlier versions, activity or comparison reports; invitation-only accounts cannot use account export. Individual document download remains subject to the applicable permissions. Contact us about any broader access or portability request under applicable law. A review acknowledgment in Compare records that you reviewed displayed changes; it is not an electronic signature or, by itself, agreement to a transaction.
Depending on where you live and the law applicable to the processing, you may have rights to obtain information about our handling of personal information, access or receive a copy, correct inaccuracies, request deletion or portability, withdraw consent where processing relies on it, object to or restrict certain processing, or appeal a refusal. Where applicable, rights also include opting out of sale, targeted advertising or qualifying profiling, and limiting certain uses of sensitive information. Exceptions and verification requirements may apply.
To make a request, email support@officeguard.co, with “Vault privacy request” in the subject. Describe your request and the email associated with your account, if you have one. Do not email passwords, sign-in codes or unneeded sensitive documents. We may verify your identity and, where an authorized agent acts for you, their authority. We will respond within the period required by applicable law and explain any permitted extension or refusal. We will not unlawfully discriminate against you for exercising your rights. You may ask for review of a refused request by replying with “Privacy appeal” and may complain to the competent privacy regulator where you have that right.
If someone else uploaded your information, identify the document or uploader if you can, without sending additional sensitive content unnecessarily. We will explain whether we can address the request directly or need to coordinate with the customer responsible for the information. A brokerage’s or other customer’s legal recordkeeping responsibilities do not establish an unlimited right to view your unrelated private files.
You may unsubscribe from optional marketing messages using their unsubscribe link. Essential account, security, billing and retention notices may still be sent. Withdrawing a required permission may make the corresponding feature unavailable.
9. Children
Vault is not directed to children under 13. If you believe a child under 13 has provided information or holds an account, contact support@officeguard.co so we can investigate and take the action required by applicable law. A document uploaded by an adult may contain information about a child; that information receives the applicable document-access protections and may be subject to additional legal requirements. A family invitation is not, by itself, verification of parental consent or authority.
10. Changes and contact
We will post the effective date and revised notice when this notice changes. Material changes will be communicated as required by applicable law, and additional consent will be obtained where legally required. Posting a changed notice does not itself authorize an incompatible new use of previously collected information.
Privacy questions, requests and technical support: support@officeguard.co. Company: Office Guard, LLC.