Privacy Policy

Effective Date: July 6, 2025 | Last Updated: July 6, 2025

1. INTRODUCTION

The Magnum Vault LLC ("Company," "we," "us," or "our") operates the Magnum Nexus platform ("Service") and is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

This Privacy Policy applies to all users of the Magnum Nexus platform and should be read in conjunction with our Terms of Service. By using our Service, you consent to the data practices described in this Privacy Policy.

Data Controller: The Magnum Vault LLC serves as the data controller for personal information collected through the Magnum Nexus platform.

Data Protection Officer: For privacy-related inquiries, contact our Data Protection Officer at [email protected].

2. INFORMATION WE COLLECT

2.1 Information You Provide Directly

  • Account Information: When you register for our Service, we collect your name, email address, company name, job title, phone number, billing address, and payment information.
  • Profile Information: You may provide additional profile information including profile pictures, biographical information, business descriptions, and communication preferences.
  • Content and Communications: We collect content you create, upload, or share through the Service, including meeting recordings, transcripts, presentations, documents, messages, and chat communications.
  • Support and Feedback: When you contact our support team or provide feedback, we collect the information you provide, including your communications and any attachments.

2.2 Information We Collect Automatically

  • Usage Data: We automatically collect information about your use of the Service, including pages viewed, features used, time spent on the platform, click patterns, and interaction data.
  • Device and Technical Information: We collect device identifiers, browser type and version, operating system, IP address, referral URLs, and access times.
  • Log Data: Our servers automatically record information when you use the Service, including requests made, errors encountered, and system performance metrics.
  • Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to collect information about your browsing behavior and preferences. See Section 8 for detailed cookie information.

2.3 Information from Third-Party Integrations

  • CRM Integration Data: When you connect CRM systems (HubSpot, Salesforce, GoHighLevel, etc.), we access and synchronize contact information, communication history, deal data, and service usage information that you authorize us to access.
  • Video Conferencing Data: Through our Zoom Enterprise integration, we may process meeting recordings, transcripts, participant information, chat messages, and usage analytics subject to Zoom's data processing terms and your consent.
  • Calendar and Communication Data: We may access calendar information, email communications, and contact data from integrated platforms to provide scheduling and communication features.
  • Authentication Data: When you use single sign-on or social media login features, we receive authentication tokens and basic profile information from the authentication provider.

3. HOW WE USE YOUR INFORMATION

3.1 Service Provision and Improvement

We use your information to:

  • Provide, operate, maintain, and improve the Magnum Nexus platform
  • Process transactions and manage your account and subscriptions
  • Enable third-party integrations and data synchronization
  • Provide customer support and respond to your inquiries
  • Analyze usage patterns to improve Service functionality and user experience
  • Develop new features and services
  • Ensure Service security and prevent fraud or abuse

3.2 Communications

We use your information to:

  • Send transactional emails including account notifications, billing statements, security alerts, and service updates
  • Provide customer support and respond to your requests
  • Send marketing communications about our Service (with your consent where required)
  • Conduct customer surveys and collect feedback

3.3 Legal and Compliance Purposes

We may use your information to:

  • Comply with legal obligations and regulatory requirements
  • Respond to lawful requests from government authorities
  • Enforce our Terms of Service and protect our legal rights
  • Investigate and prevent fraudulent or illegal activities

3.4 Legal Basis for Processing (GDPR)

For users in the European Economic Area, our legal bases for processing personal information include:

  • Contract Performance: Processing necessary to provide the Service and fulfill our contractual obligations
  • Legitimate Interests: Processing for business operations, service improvement, security, and fraud prevention
  • Consent: Processing for marketing communications and optional features where explicit consent is obtained
  • Legal Obligation: Processing required to comply with applicable laws and regulations

4. HOW WE SHARE YOUR INFORMATION

4.1 Third-Party Service Providers

Integration Partners: We share data with third-party platforms (Zoom, obv.io, GoHighLevel, CRM systems) as necessary to provide Service functionality. This includes synchronizing contact information, communication history, and service usage data. You control which integrations access your data through account settings.

Service Providers: We share information with vendors who perform services on our behalf, including:

  • Cloud hosting and infrastructure providers
  • Payment processors and billing services
  • Customer support and communication platforms
  • Analytics and performance monitoring services
  • Security and fraud prevention services

Payment Processing: When you make a payment through Magnum Nexus, we use Stripe as our payment processor. Your transaction data is shared with Stripe and may be shared with your bank, payment networks (Visa, Mastercard), and fraud prevention services. Review Stripe's Privacy Policy at https://stripe.com/privacy.

4.2 Business Transfers

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

4.3 Legal Requirements

We may disclose your information when required by law or when we believe disclosure is necessary to:

  • Comply with legal processes, court orders, or government investigations
  • Protect our rights, property, or safety, or that of our users or the public
  • Prevent or investigate fraud, security breaches, or illegal activities
  • Enforce our Terms of Service or other agreements

4.4 Consent-Based Sharing

We may share your information for other purposes with your explicit consent or at your direction.

Important: We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

5. INTERNATIONAL DATA TRANSFERS

5.1 Cross-Border Transfers

Your information may be transferred to and processed in countries outside your location, including the United States, where our servers and service providers are located. These countries may have different data protection laws than your jurisdiction.

5.2 Transfer Safeguards

We implement appropriate safeguards for international transfers, including:

  • EU-US Data Privacy Framework: We maintain certification under applicable adequacy frameworks
  • Standard Contractual Clauses: We execute European Commission-approved Standard Contractual Clauses with data processors in third countries
  • UK International Data Transfer Agreement: For transfers to and from the United Kingdom
  • Additional Safeguards: We conduct Transfer Impact Assessments and implement supplementary measures including encryption, access controls, and data minimization where necessary

6. DATA RETENTION

6.1 Retention Periods

We retain your information for the following periods:

  • Account Information: Duration of account relationship plus 7 years for business records
  • Transaction Data: 7 years for financial compliance and tax requirements
  • Communication Records: 3 years for dispute resolution and customer support
  • Usage Analytics: 2 years for service improvement and business analysis
  • Video Recordings and Transcripts: As configured in your account settings, up to 5 years
  • CRM Synchronized Data: Per the longest applicable retention period across integrated systems

6.2 Deletion Procedures

We securely delete or anonymize your information when it is no longer needed for the purposes outlined in this Privacy Policy, unless retention is required by law. Upon account termination, we delete your personal information within 30 days, subject to legal retention requirements.

7. YOUR PRIVACY RIGHTS

7.1 General Rights

Depending on your location, you may have the following rights regarding your personal information:

  • Right to Access: Request a copy of your personal information
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Deletion: Request deletion of your personal information (subject to legal requirements)
  • Right to Restriction: Request restriction of processing in certain circumstances
  • Right to Data Portability: Request your data in a portable format (JSON/CSV)
  • Right to Object: Object to processing based on legitimate interests
  • Right to Withdraw Consent: Withdraw consent for processing where consent is the legal basis

7.2 California Residents (CCPA Rights)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

  • Right to Know: Request information about the categories and specific pieces of personal information we collect
  • Right to Delete: Request deletion of your personal information
  • Right to Opt-Out: Opt out of the sale of personal information (we do not sell personal information)
  • Right to Non-Discrimination: You will not receive discriminatory treatment for exercising your privacy rights

7.3 European Residents (GDPR Rights)

If you are in the European Economic Area, you have rights under the General Data Protection Regulation, including all rights listed above plus the right to lodge a complaint with your local data protection authority.

7.4 Exercising Your Rights

To exercise your privacy rights:

  • Email: Contact [email protected]
  • Automated Portal: Use our self-service data management portal (link in your account settings)
  • Written Request: Send written requests to our business address

We respond to valid requests within 30 days and may require identity verification. Some requests may be subject to legal limitations or business necessity exceptions.

8. COOKIES AND TRACKING TECHNOLOGIES

8.1 Types of Cookies We Use

  • Essential Cookies: Required for basic Service functionality, including authentication, security, and core platform features.
  • Analytics Cookies: Help us understand how users interact with our Service to improve performance and user experience.
  • Preference Cookies: Remember your settings and preferences for a more personalized experience.
  • Marketing Cookies: Used to deliver relevant advertising and measure campaign effectiveness (only with your consent).

8.2 Third-Party Tracking

We may use third-party analytics services (such as Google Analytics) that collect information about your use of our Service. These services have their own privacy policies governing their use of information.

8.3 Cookie Management

You can control cookies through your browser settings, but disabling certain cookies may limit Service functionality. Most browsers allow you to:

  • View and delete cookies
  • Block cookies from specific sites
  • Block third-party cookies
  • Clear cookies when you close your browser

9. DATA SECURITY

9.1 Security Measures

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction, including:

  • Encryption of data in transit and at rest
  • Multi-factor authentication and access controls
  • Regular security assessments and penetration testing
  • Employee security training and background checks
  • Secure data centers with physical access controls
  • Incident response and data breach notification procedures

9.2 Security Limitations

While we take security seriously, no system is completely secure. We cannot guarantee absolute security of your information, and you use the Service at your own risk. You are responsible for maintaining the confidentiality of your account credentials.

10. CHILDREN'S PRIVACY

The Magnum Nexus platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will delete that information promptly.

11. VIDEO RECORDING AND CONSENT

11.1 Recording Consent Requirements

Customer Responsibility: You are responsible for obtaining all necessary consents for video recordings and communications conducted through the Service, including compliance with recording consent laws in applicable jurisdictions.

Meeting Notifications: The Service provides tools to notify participants of recording, but you remain responsible for ensuring legal compliance in your jurisdiction.

Data Processing: Video recordings and transcripts are processed subject to this Privacy Policy and our third-party service providers' data processing terms.

11.2 Recording Data Handling

Video recordings and transcripts are:

  • Stored in secure cloud infrastructure with encryption
  • Accessible only to authorized account users
  • Retained according to your account settings and our retention policies
  • Subject to deletion upon account termination or user request

12. UPDATES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

  • Posting the updated Privacy Policy on our website
  • Sending email notification to your registered email address
  • Providing notice through the Service interface

We encourage you to review this Privacy Policy regularly. The "Last Updated" date at the top indicates when the Privacy Policy was last revised.

13. CONTACT INFORMATION

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Privacy Team
The Magnum Vault LLC
Email: [email protected]

Data Protection Officer
Email: [email protected]

Mailing Address
The Magnum Vault LLC
104 S Main St. Suite 800 #1052
Greenville, SC 29601
USA

EU Representative (if applicable)
[EU Representative Contact Information]

For California residents, you may also contact us using the California Privacy Rights contact information available on our website.