Privacy Policy

This policy explains what information Vanward LLC ("Vanward", "we") collects when you use vanward.ai and the Readi suite, how we use it, who we share it with, and the choices you have. It applies to customers and their users, to recipients who open a ReadiLink, and to visitors to our website.

The short version

Your documents belong to you. We store them encrypted, show them only to the people you choose through a ReadiLink, and delete them when you leave.

We never sell your information and never use it to train AI models. We use AI for a few specific jobs you start yourself, such as checking that a document is what the checklist asked for or reading a credit agreement you upload, and the provider is contractually barred from training on what we send. Records read from a system you connect are never sent to an AI model at all.

We collect what the product needs and little else. Your email and, if you set one, a password to sign you in, your company name and stage to score you, the records you upload or connect so we can assess them, and basic usage records to keep the service secure and working.

You are in control. Export or delete your data from Settings, disconnect any connected system, revoke any ReadiLink, or email hello@vanward.ai and we will do it for you.

1. Information we collect

Account information. Your email address, your name if you give it, and the name and stage of your company. You can sign in with an emailed link or with a password. If you set a password, our sign-in provider stores it only in a one-way scrambled form; nobody at Vanward can read it.

Investor and firm accounts. If you join Vanward as a member of an investment firm, we store your name, email, the firm you belong to, your role in it, and the ReadiLinks companies have shared with the firm, and we record when you open them for the company that shared.

Customer Data. The records you upload or connect, for example formation documents, cap tables, financial statements, trial balances, reconciliations, and contracts; the notes, figures, explanations, and dates you attach to them; and the readiness scores, close records, and assessments Vanward calculates from them. Business records can contain personal information about your team, investors, or customers; you are responsible for having the right to upload or connect it.

Connected system information. If you connect an accounting system or a file store, we store the access credentials for that connection in encrypted form, the identity of the account or company you connected, and the records you asked us to read, together with a checksum taken at capture and a pointer back to the source report.

ReadiLink activity. When you create a ReadiLink we store the recipient label and, if you enter it, the recipient’s email. When a ReadiLink is opened we record the time, the internet address and browser type of the device, and which items were viewed, and we show that activity to the company that created the link. If a recipient asks for a document through the link we store that request and show it to the company. If the company asks us to email the link, we send it to the address the company gives us and record whether it was delivered or bounced. We do not track whether that email is opened. Recipients do not create accounts and we do not collect anything else about them.

Upload links. When a company asks someone for documents through an upload link, we store the name and, if the company enters it, the email of the person asked, the documents they send, when they sent them, and the internet address and browser type of the device used.

Lender reporting. If your company records its lenders, we store the lender names and the contact names and email addresses you enter. If you copy your company’s Vanward reporting address on an email to a lender, we receive that message and store its sender, recipients, date, subject, and attached documents with your company’s record.

Billing information. Payments are handled by Stripe. Vanward receives your subscription status and the last four digits of the card; full card details never touch Vanward’s systems.

Usage and device information. Server logs, meaning internet address, browser, pages requested, and timestamps, and an activity record inside your workspace covering uploads, confirmations, close sign-offs, links created, and links opened, which exists so you can see what happened in your account.

Support correspondence. Emails you send to hello@vanward.ai.

Website visitors and the free close check. If you take the free close check on our website and ask for your result by email, we store your email address, your answers, and your score, and send you that one email. We do not add you to a mailing list.

Cookies. We use first-party cookies only: to keep you signed in, to remember which company you are working in, and, when you arrive from one of our campaign pages, to remember which page and campaign brought you so we can tell which ones work. That campaign detail is stored with your company if you create an account. We do not use advertising cookies or third-party tracking. The marketing site may use privacy-respecting analytics that do not identify you; if that changes we will update this policy.

2. How we use information

To provide the service: sign you in, store and display your records, calculate readiness, run the close, and serve ReadiLinks to the recipients you choose.

To run AI-assisted features, when enabled and only when you use them: checking an uploaded document against the checklist item it was uploaded for; reading a credit agreement you upload to propose its reporting obligations and covenants; checking whether a reconciliation you attach to a close step ties to the balances entered; and drafting a first version of a variance explanation from the balances and notes on a close step. Each request sends only the document or figures that feature needs. Records read from a connected system are never sent.

To keep your lender reporting record: matching an email you copy to your company’s reporting address to the right lender and reporting period.

To bill you and manage your subscription.

To secure the service, detect abuse, and investigate incidents.

To communicate with you about your account, security, and material changes to the service or these terms. We do not send marketing email to customers without consent, and you can opt out of any non-essential email.

To produce aggregate statistics across many customers that cannot identify any company, person, or document.

What we do not do. We do not sell personal information, do not share Customer Data with anyone except as you direct through a ReadiLink or as described below, and do not use Customer Data to train or improve any AI model.

3. Who we share information with

Vanward uses a small number of service providers to run the service. Each processes information only on our instructions and under contract, and all of them are in the United States.

Supabase, on Amazon Web Services, provides the database, file storage, and sign-in, and processes account information, Customer Data, and ReadiLink activity.

Vercel hosts the application and the website, and processes server logs and the pages served.

Stripe handles payments and subscriptions, and processes billing information.

Anthropic runs the AI-assisted features described above when they are enabled, and processes only the document or figures each request needs. It is contractually barred from training on them.

Resend sends sign-in links, account notices, emailed ReadiLinks, and emailed close check results, receives the lender emails you copy to your company’s reporting address, and processes the addresses, messages, and attachments involved.

Google Workspace provides email for hello@vanward.ai and account notices, and processes support correspondence and notice emails.

We also disclose information when the law requires it, to protect the rights or safety of Vanward, our customers, or others, and to a successor if Vanward is acquired or merges, in which case this policy continues to apply to the information transferred.

4. Systems you connect

If you connect a third-party system such as an accounting system or a file store, information flows into Vanward rather than out of it. We read only the reports and files you ask for, we never write to, alter, or delete anything in the connected system, and we do not receive anything else in that account.

Connecting a system is an instruction from you to that provider as well as to us, and your use of it stays governed by your agreement with them. Any user with the necessary permission can disconnect at any time from Settings, which stops further reads and leaves the records already captured in your workspace, because they are part of the record you built. Deleting your account deletes them along with everything else.

5. Where information is stored and how it is protected

Information is stored in the United States. Customer Data is encrypted in transit and at rest, and credentials for connected systems are encrypted with a separate key. Access inside Vanward is limited to what is needed to operate and support the service, and every table in our database enforces company-level separation so that one customer’s data is never visible to another. Files shared through a ReadiLink are served through links that expire within one minute and carry a visible watermark naming the recipient. No system is perfectly secure; if we learn of unauthorized access to Customer Data we will tell affected customers without undue delay, and in any case within 72 hours of confirming it.

6. How long we keep information

Customer Data and Outputs are kept for as long as your account is active. After cancellation you have 30 days to export; we then delete from active systems within 30 days and from backups within 90 days, except where the law requires longer retention, for example billing records, which we keep for seven years. ReadiLink activity, upload link activity, and lender reporting records are kept with the account. Email addresses and results from the free close check are kept for 24 months and then deleted, or sooner if you ask. Server logs are kept for up to 90 days. Credentials for a connected system are deleted when the connection is removed.

7. Your choices and rights

From Settings you can update your company details, export everything in your account as a zip file, disconnect any connected system, revoke any ReadiLink, and cancel your subscription. To delete your account and all Customer Data, or to ask what personal information we hold about you, email hello@vanward.ai from your account address and we will respond within 30 days. Recipients of a ReadiLink or an upload link who want to know what it recorded about them should contact the company that sent it; that company controls the link and its activity record. To remove your close check email, write to hello@vanward.ai.

If you are in a jurisdiction that grants you rights over your personal information, for example the European Economic Area, the United Kingdom, or California, you may have rights of access, correction, deletion, portability, and objection, and the right to complain to a supervisory authority. For Customer Data the customer company is the controller and Vanward acts on its instructions; direct requests about Customer Data to the customer, who can pass them to us.

8. Children

The service is for businesses and their adult representatives. We do not knowingly collect information from anyone under 18.

9. Changes to this policy

We will post any changes here and, for material changes, email account holders at least 15 days before they take effect.

Contact. Vanward LLC, 2901 W Bluegrass Blvd, Ste 200, Lehi, UT 84043, United States. hello@vanward.ai