Privacy Policy

Effective Date: 9 June 2026

Introduction

PhylaxVault is an enterprise-grade email archiving and compliance solution that securely captures, indexes, archives, and preserves organizational email communications. This Privacy Policy explains how information is collected, used, stored, and protected when using PhylaxVault.

Information We Process

PhylaxVault may process:

• Email messages and attachments
• Sender, recipient, CC, and BCC information
• Email headers, timestamps, and metadata
• User information synchronized through LDAP or Active Directory
• Audit logs, system activity records, and administrative data
• Configuration, diagnostic, and performance information

When visiting our website, we may also collect contact details submitted through forms, IP addresses, browser information, and website usage data.

How We Use Information

Information is processed to:

• Archive and retain email communications
• Support compliance, audit, and eDiscovery requirements
• Enable secure search and retrieval of records
• Monitor system security and performance
• Provide product support and maintenance
• Preserve business records and continuity

PhylaxVault does not sell, rent, or use archived email data for advertising or marketing purposes.

Information Sharing

We may share information only:

• With authorized service providers supporting our services
• When required by law or legal process
• With the authorization of the customer organization
• In connection with a merger, acquisition, or business transfer

Data Security

PhylaxVault employs industry-standard safeguards, including:

• Encryption of data in transit and at rest
• Role-based access controls
• Authentication and authorization mechanisms
• Audit logging and monitoring
• Tamper-resistant storage architecture

While we implement reasonable security measures, no system can guarantee absolute security.

Data Retention

Archived data is retained according to customer-defined retention policies, legal requirements, and system configurations. Information may be retained for extended periods or permanently, depending on organizational requirements.

Customer Responsibilities

Customer organizations are responsible for:

• Establishing retention policies
• Managing user access and permissions
• Obtaining required notices and consents
• Complying with applicable privacy and data protection laws

Third-Party Integrations

PhylaxVault may integrate with Microsoft 365, Microsoft Exchange, Google Workspace, LDAP, and Active Directory. These services are governed by their respective privacy policies and terms.

Your Rights

Subject to applicable laws, individuals may have rights to access, correct, restrict, or request deletion of their personal information. Requests should be directed to the organization that controls the archived data.

Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with an updated effective date.

Contact Us

Squad System
New Delhi, India