Privacy policy

What we collect, and why

If you sign up for an account: your email address, a hashed password (we never see or store your password in plain text), and your display name. If your organisation uses single sign-on, we instead receive what your identity provider sends us. If you enable two-factor authentication, we store an encrypted authentication secret. If your organisation enables enterprise SSO, we store your identity provider’s metadata and enforce sign-in through it.

Everything you or your organisation creates in the product — strategy documents, ideas, roadmaps, canvases, uploaded files and avatars, and so on — is stored so the product can show it back to you and your teammates.

If your organisation subscribes to a paid plan, we (via Stripe, our payment processor) store your organisation’s name and a Stripe customer/subscription reference. Card and billing details are entered directly into Stripe’s own checkout — they never pass through Vantage’s own servers.

If you submit ideas or vote on a public feedback portal without an account, we store a random identifier in your browser to recognise repeat visits, and your email/name once you first submit or vote.

If you use an AI-assisted feature, the prompt (and the content it needs) is sent to whichever provider is in use — Anthropic or OpenAI — and a record of the conversation is stored so it can be shown back to you. Where your organisation has connected its own API key, that key is used. Where it hasn’t, Vantage’s own deployment key may be used instead so the feature still works. See our AI use policy for the full detail on which key applies when.

If you write to us through our contact page, we store the name, email address, and message you submit so we can reply. We keep contact submissions to respond to and, where relevant, for a reasonable period afterward to prevent abuse of the form; they are not linked to any account. You can ask us to delete a submission at any time — see “Your rights” below.

We send you transactional email (verification, password reset, email-change confirmation, invitations, and notification digests you can configure) via our email provider, Mailgun.

What we don’t do

Vantage does not run third-party analytics, advertising, or session-replay tracking of any kind. We have checked for this directly in our source code and dependencies as part of building this policy, and found none. The only usage measurement in the product is first-party (which navigation area you’ve visited this session) and stays entirely inside Vantage’s own database — it is never shared with, or sold to, anyone.

Who we share data with

• Convex — our database and application-hosting provider. All of the data above is stored there.
• Stripe — processes subscription billing and payment details for paid organisations.
• Mailgun — delivers the transactional emails listed above.
• Anthropic and/or OpenAI — receives the prompts/results an AI feature sends, either directly or via a Microsoft Azure AI Foundry endpoint your organisation connects. Uses your organisation’s own API key when it has connected one; otherwise Vantage’s own deployment key, so the feature keeps working. See our AI use policy.
• Azure DevOps — only for organisations that connect their own Azure DevOps project from integration settings; work items and related fields sync between Vantage and that project using the credentials your organisation supplies.

We do not sell personal data, and we do not share it with anyone for their own marketing purposes. Each provider above governs its own further retention and processing under its own terms — we don’t control, and this page doesn’t assert, what those terms are beyond what’s stated here; check the provider’s own policy for specifics.

How long we keep it

We keep your data for as long as your account or organisation is active. When you delete your account, most of your personal data is permanently deleted. A small number of records — security and sign-in audit events — are kept but have any personal detail (like an email address that appeared in an audit note) redacted, because we need the record for security/compliance purposes even after the personal identifier is removed. Deleting an entire organisation deletes all of that organisation’s data, including uploaded files. Contact-form submissions aren’t tied to an account, so they aren’t covered by an account deletion — we keep them until we’ve dealt with them and for a reasonable period afterward, and delete a submission on request.

Your rights

You can access and correct most of your data directly from the product, and export individual views and boards as CSV or images. You can delete your own account at any time from your account settings (organisation owners must transfer or delete the organisation first, so an organisation is never left without an owner). For anything you can’t do yourself — including a full export or erasure of your personal data, or any request under UK/EU data protection law to access, correct, erase, restrict, or port it, or to object to a particular use — contact us through our contact page.

Children

Vantage is a business product and is not directed at, or knowingly used by, children. We do not knowingly collect personal data from anyone under 16.

Changes to this policy

If we materially change what we collect or how we use it, we will update this page and its effective date above. Continued use of Vantage after a material change means you accept the updated policy.

Contact

Questions about this policy, or a data protection request, go through our contact page.