Privacy Policy

What we collect, why, how long we keep it, and what you can ask us to do with it — including how health information is handled.

Effective date: July 18, 2026 Last updated: October 13, 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 business software, communication tools, hosting, and consulting services to dental, medical, agricultural, and other professional customers, delivered on infrastructure we operate, made up of our own equipment and dedicated servers we lease from data-center providers, never shared public cloud.

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.

7. When we share information

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. Where we lease dedicated hardware or data-center space, the provider is bound by confidentiality obligations and, where it may come into contact with protected health information, by a business associate agreement with us.
  • 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. Data on leased equipment is encrypted at rest, and when we stop using that equipment we destroy the encryption keys and obtain confirmation that the data has been destroyed. 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