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Privacy Policy
Draft — pending review by counsel. This describes what the product actually stores today; the final wording, and every marked fact below, ships before the first paid exhibit.
This policy covers data collected by Vectra, operated by REPLACE_ME_LEGAL_ENTITY_NAME ("we," "us," or "the Company").
What we hold
- Account data — your email address (which is your username), your organization's name, and your role in it. Passwords are stored only as salted hashes.
- Project data — the geospatial datasets you upload (parcels, footprints, centerlines), optional logos, and every generated deliverable (PDFs, KMZ, shapefiles, computed results). This is land and landowner information; we treat all of it as confidential to your organization.
- Consent record — when you accept the Terms of Service and this policy at signup, we keep the acceptance time, the document version you accepted, and the IP address the acceptance came from. Held for the life of your account; deleted with it.
- Billing data — your plan, a ledger of billing events, and Stripe customer/subscription identifiers. Card numbers never touch our servers: payment is handled entirely by Stripe on Stripe-hosted pages.
- Operational logs — request and job logs, including IP addresses used for abuse throttling, and error reports sent to our monitoring service.
What we do with it
Run the service. Your project data is processed to generate the deliverables you request and shown to members of your organization, and to our own staff only as described under Isolation below. We do not sell or share your data with third parties.
Who processes it for us
Each of the following receives only what its function requires, and none may use your data for its own purposes:
- Hosting and backups — DigitalOcean (application server and encrypted object storage for backups).
- Payment — Stripe. Handles your card details entirely on Stripe-hosted pages; we never receive or store card numbers.
- Error monitoring — Sentry, when configured for this deployment. Receives error reports, which can include request context, but not your uploaded project files.
- Transactional email — REPLACE_ME_EMAIL_PROVIDER. Sends account and notification email on our behalf; does not receive your project data.
REPLACE_ME_INTERNATIONAL_TRANSFER_DISCLOSURE — needed if any processor above stores or processes data outside the country you're in; depends on where DigitalOcean's region and Stripe's/Sentry's processing actually sit relative to our customer base, not something to assert without checking.
How long we keep it
Once a project has been delivered, its uploads and generated files are kept for the retention window of the plan you were on at the time it was delivered, then deleted from our servers on a scheduled purge. That window is fixed when the project is delivered: moving to a plan with a longer window does not extend projects already delivered under the old one, and moving to a shorter one never cuts short a window already promised. The window runs from your most recent activity on the project rather than from its first delivery, so re-running a project extends how long we keep it and a project you keep working on is kept for as long as you keep using it. Opening or downloading files you already have does not extend it.
Work that is never delivered in full — an upload you abandon, a run that fails, or a preview you do not take on to a full run — is kept for up to 90 days from your last activity on it, or your current plan's window if that window is shorter, and is then deleted the same way. Because it was never delivered, this one does follow your plan as it stands today rather than a window fixed at delivery. A preview counts as undelivered here even when it succeeded and you downloaded its exhibits. If you need something preserved beyond these periods, tell us before it lapses.
The purge clears the landowner names and parcel details we derived from your uploads, not only the files themselves. Encrypted backups of the database and uploads persist for a bounded window beyond deletion. Account and billing records are retained while your account exists.
Isolation
All project data is scoped to your organization: access from another organization's account is refused and logged as a security event.
Our own staff can access your data through an administrative interface, restricted to named personnel, in order to operate and support the service — for example to investigate a failed run or a problem you have reported. Every such access — including simply viewing a record, not only changing one — is logged against the member of staff who made it. We do not access your project data for any other purpose.
Your choices
You can request deletion of your account and its data — contact support@emgrandintelligence.com. Deletion removes uploads, deliverables, and account data; billing records we are required to keep are retained.
Your rights under specific privacy laws
REPLACE_ME_PRIVACY_REGIME_RIGHTS — whether GDPR, CCPA, or another regime's specific rights language (access, correction, portability, a Data Processing Addendum for customers who need one) applies depends on where our customers and their data subjects are, which is counsel's call, not a default to assume.
Governing law and contact
This policy is governed by the laws of REPLACE_ME_GOVERNING_LAW_STATE. Questions or requests about this policy, including the deletion request above, can be sent to REPLACE_ME_LEGAL_NOTICE_ADDRESS.
You can also reach us at support@emgrandintelligence.com.
Changes
When these documents change materially, you will be asked to review and accept the new revision the next time you use the service, before you can continue.
Revision 2026-08-12-beta-draft — this is the document id recorded with each signup's consent.