← Back to Home

Privacy Policy

1. Information We Collect

OwnDriveVault collects only what is necessary to operate your workspace:

• Account data: name, email address, role, organization (tenant) membership, and password (stored only as a bcrypt hash).
• Organization data: company name, admin contact, activation status, subscription expiry, and optional white-label branding (name, logo URL, brand color).
• File metadata: file name, size, MIME type, Google Drive file ID, folder location, version history, and favorite flag. The contents of your files are never stored on our servers — they reside in your organization's own Google Drive.
• Collaboration data: file/folder share records, external share links (token, expiry, download setting, view count; passwords stored only as hashes), file requests, and file comments you choose to post.
• Activity logs: records of logins, logouts, uploads, downloads, previews, shares, revokes, deletions, restores, payments and settings changes, including timestamp and IP address.
• Session data: active session records (device type, IP, login time) used for security and remote logout; secure cookies (PHP session + cv_sid) with HttpOnly, Secure and SameSite=Strict flags.
• Billing data: payment records created by the platform owner (invoice number, amount, currency, method, status, period, notes). No card details are ever collected or stored.
• Preferences: theme choice stored locally in your browser (localStorage) — not transmitted to us.

2. How We Use Your Information

• Provide, secure and administer your multi-tenant workspace;
• Authenticate you (password or Google OAuth) and enforce role/tenant permissions;
• Store and organize your files in your own Google Drive via OAuth tokens;
• Enable sharing, previews, ZIP downloads, versioning, comments and file requests;
• Maintain audit trails for security and compliance;
• Manage organization activation, subscriptions and billing;
• Send transactional system messages (e.g., password resets) where configured by your organization.

3. Data Storage & Isolation

File contents live exclusively in each organization's Google Drive under that organization's OAuth connection. Metadata lives in a MySQL database with strict tenant isolation: every record is tenant-scoped and every API request verifies organization ownership. The platform owner can view organization-level statistics but cannot access your Drive contents.

4. Third-Party Services

• Google Drive & Google OAuth: used for file storage and sign-in. Google's privacy policy applies to data processed by Google.
• Fonts/Icons: Google Fonts and Material Icons are loaded from Google CDNs.
• No advertising, tracking pixels, or analytics vendors are used.

5. Cookies & Local Storage

We use strictly functional cookies: a PHP session cookie and a device-session cookie (cv_sid), both HttpOnly, Secure (HTTPS) and SameSite=Strict. Theme preference is kept in localStorage on your device. No cross-site advertising cookies are set.

6. Data Retention

• Deleted files: kept in Trash for 30 days (restorable), then permanently removed from Drive and database.
• External links & file requests: retained until revoked or expired; expired links stop serving content immediately.
• Activity logs & payment records: retained for the life of the organization for audit and billing purposes.
• Sessions: automatically expire after 30 minutes of inactivity or 30 days maximum, and on logout or remote revoke.
• Backups: .sql snapshots exist only as downloads held by admins; they are not stored on our infrastructure.

7. Security Measures

Bcrypt password hashing; OAuth 2.0 with refresh tokens (no Google passwords stored); CSRF tokens on all state-changing requests; login rate limiting with lockout; prepared statements (SQL-injection safe); SSL/TLS verification on all server requests; error suppression; cross-tenant guards; session device tracking with remote logout; hashed external-link passwords.

8. Your Rights & Choices

• Access or correct your profile via your organization admin;
• Request account deletion — your admin or the platform owner can delete it, which cascades removal of your shares, permissions, sessions and personal Drive folder;
• Revoke shares, external links and file requests at any time;
• Logout remotely from any device via Active Sessions;
• Export activity records via CSV (admins).

9. Children's Privacy

The service is intended for business and organizational use and is not directed to children under 13. We do not knowingly collect their data.

10. Changes to This Policy

We may update this policy; the "Last Updated" date above will change and material changes will be surfaced in the application.

11. Contact Us