Privacy Policy

Effective date: July 18, 2026 Last
updated: July 18, 2026

Vault Data Servers (“Vault Data Servers,” “we,” “us,” or “our”)
respects your privacy. This Privacy Policy explains what information we
collect when you use vaultdataservers.com and any Vault Data Servers
product, service, or platform (including TMJ Journey and other Vault
Data Servers software), how we use that information, when and with whom
we share it, and the choices you have.

If you do not agree with this Policy, please do not use our
services.

1. Who we are

Vault Data Servers LLC (Arizona) is a principal-led
information-technology and infrastructure company operated by Thomas J.
Sims. We provide sovereign, self-hosted business software, communication
tools, hosting, and consulting services to dental, medical,
agricultural, and other professional customers.

Contact: – Email: tjsims1@vaultdataservers.com – Phone: +1 (480)
907-0700 – Address: Scottsdale, Arizona, United States

2. Information we collect

Information you give us. When you create an account,
sign up for a service, request a quote, contact support, or otherwise
interact with us, you may provide:

Name, email address, mobile phone number, business name, and mailing
address
Login credentials (password hashes, two-factor secrets, backup
codes)
Billing information (billing address, tax ID, payment-method data
handled by our payment processors)
Content you upload to our services (documents, forms, patient
records where you are our customer)
Information you send to our support team

Information we collect automatically. When you use
our sites and services we automatically collect:

Device and browser information (IP address, user agent, operating
system)
Log data (pages viewed, timestamps, referring URL, actions
taken)
Approximate location derived from IP address
Cookies and similar technologies used to keep you signed in and to
remember preferences

Information from third parties. We may receive
information from payment processors, identity providers (single
sign-on), and analytics providers as needed to deliver and secure our
services.

3. Health information (HIPAA)

Where you use our services to store or transmit protected health
information (“PHI”) on behalf of a covered entity, Vault Data Servers
acts as a Business Associate as defined under the Health Insurance
Portability and Accountability Act. We handle PHI only as permitted by a
signed Business Associate Agreement between you and Vault Data Servers,
and only for the purposes described in that agreement.

We do not use PHI for advertising, we do not sell PHI, and we do not
disclose PHI except as permitted by the Business Associate Agreement and
applicable law.

4. How we use information

We use the information we collect to:

Provide, operate, secure, and improve our services
Authenticate users, including one-time password (“OTP”) verification
by SMS and email
Send appointment reminders, treatment and recall follow-ups, billing
notifications, and other messages you or your provider has
configured
Facilitate two-way conversations between you and our team (or
between patients and their practices where our services are used by a
practice)
Process payments and manage billing
Detect, prevent, and respond to fraud, abuse, and security
incidents
Comply with legal obligations and enforce our Terms of Service

5. SMS and text-message
program

If you provide a mobile number and opt in to receive text messages
from Vault Data Servers or a Vault Data Servers product, we may send
you:

Account notifications and security alerts
Two-factor authentication one-time passcodes
Appointment reminders and confirmations
Treatment, recall, and follow-up messages (where your practice has
configured them)
Billing notifications with secure links to pay invoices
Direct one-to-one text conversations between you and Vault Data
Servers about your account, service tickets, project status, quotes,
scheduling, and support requests
Two-way conversation replies from your practice (where you are a
patient of a practice using our platform)

Frequency varies based on your account activity and
any care schedule set by your practice. Message and data rates
may apply. Reply STOP at any time to opt out
of further messages; reply HELP for support.

Your mobile number and consent status are stored to honor your STOP
requests and to demonstrate consent to carriers when required. We do not
sell or share mobile-phone numbers or SMS opt-in data with third parties
for their own marketing purposes.

6. Cookies

We use cookies to keep you signed in, remember preferences, and
understand how our sites are used. You can control cookies through your
browser settings; disabling cookies may limit some features of our
services.

We share information only in the following circumstances:

Service providers. With vendors that host our
infrastructure, deliver messages (SMS carriers such as Skyetel and
Telnyx), process payments, and provide analytics, security, and support
tooling, under contractual obligations of confidentiality and only as
needed to deliver services.
Your practice or organization. Where you are a
patient or end-user of a customer’s account, information you provide
flows to that customer as the operator of their own account.
Legal. When required by law, subpoena, court order,
or other legal process, or to protect the rights, property, or safety of
Vault Data Servers, our customers, or others.
Business transfers. In connection with a merger,
acquisition, sale of assets, or similar transaction, subject to
continued protection of your information.

We do not sell your personal information, and we do not share
mobile-phone numbers or SMS opt-in information with third parties for
their own marketing.

8. Data retention

We retain personal information for as long as your account is active,
as needed to provide services, and as required to comply with our legal
obligations, resolve disputes, and enforce agreements. You may request
deletion of your data at any time; some records (billing, security logs,
audit trails) may be retained for a limited period as required by
law.

9. Security

We use commercially reasonable technical and organizational measures
to protect your information, including encrypted transport (TLS),
encrypted storage where applicable, access controls, two-factor
authentication, audit logging, and regular security review. No system is
perfectly secure; you use our services at your own risk.

10. Your choices and rights

Depending on where you live, you may have the right to:

Access the personal information we hold about you
Correct inaccurate information
Request deletion of your information
Object to or restrict certain processing
Receive a portable copy of your information
Withdraw consent for optional communications (email preferences and
SMS opt-out apply immediately upon request)

To exercise any of these rights, email us at
tjsims1@vaultdataservers.com.

11. Children

Our services are not directed to children under 13, and we do not
knowingly collect personal information from children under 13. If you
believe a child has provided us with information, please contact us and
we will delete it.

12. International users

Vault Data Servers operates from the United States. If you use our
services from outside the United States, you consent to the transfer,
storage, and processing of your information in the United States.

13. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes
will be communicated by updating the “Last updated” date at the top and,
where appropriate, by notice within the affected service. Your continued
use of our services after the changes take effect constitutes acceptance
of the updated Policy.

14. Contact

Questions or requests regarding this Policy:

Vault Data Servers Attn: Privacy Scottsdale, Arizona, United States
Email: tjsims1@vaultdataservers.com Phone: +1 (480) 907-0700