Privacy Policy

Last updated: August 2026

Information We Collect

We collect information you provide directly to us when you create an account, use our services, or communicate with us. This includes:

  • Account information: name, email address, phone number, company name, and billing information.
  • Usage data: how you interact with the platform, features used, and campaign performance metrics.
  • Uploaded documents: bank statements, tax returns, pay stubs, and other mortgage-related documents you choose to upload for analysis.

How We Use Information

We use the information we collect to:

  • Provide, maintain, and improve Theia Vault services.
  • Process transactions and send related information.
  • Communicate with you about products, services, and support.
  • Analyze usage patterns to improve our product.

Data Storage and Security

Your data is encrypted at rest and in transit. We host our infrastructure in the United States and employ industry-standard security measures to protect your information. Access to production systems is restricted and logged.

Third-Party Services

We use trusted third-party services to operate Theia Vault:

  • Stripe for payment processing.
  • SendGrid for transactional and marketing email.
  • Anthropic for AI processing and document analysis.

These services have their own privacy policies and are contractually obligated to handle data in compliance with applicable laws.

Document Handling

Uploaded documents are processed solely for analysis within Theia Vault. They are not shared with third parties for marketing or any purpose outside of providing the service. You can delete your data — including all uploaded documents — at any time from your account settings.

GLBA Compliance

Theia Vault processes mortgage-related documents that may contain nonpublic personal information (NPI) subject to the Gramm-Leach-Bliley Act. We maintain administrative, technical, and physical safeguards to protect NPI in accordance with applicable regulations.

Cookies, Analytics & Advertising

Inside the Theia Vault application, we use minimal cookies — primarily session cookies for authentication.

On our public marketing website (theiavault.com), we may also use analytics and advertising technologies to understand how visitors find and use the site and to measure the performance of our advertising:

  • Google Analytics to measure website traffic and which pages and sources lead to sign-ups.
  • Meta (Facebook) Pixel to measure the performance of our advertising and to show ads to people who have visited our site.

These technologies may set cookies or similar identifiers and share information about your visit — such as pages viewed and whether you started a trial or requested a demo — with those providers, including for cross-context behavioral advertising. This applies only to our marketing website; we do not run advertising trackers inside the application, and your CRM data, contacts, deals, and uploaded documents are never shared with advertising platforms.

You can opt out of Google Analytics using Google's browser opt-out add-on, adjust your Meta ad preferences in your Facebook or Instagram settings, and use your browser's cookie controls or Global Privacy Control signal. To request that we not share your information for advertising purposes, email support@gaialabs.tech.

Your Rights

You have the right to access, export, and delete your data at any time. To exercise these rights, contact us at support@gaialabs.tech.

Contact

For privacy-related questions, please contact us at support@gaialabs.tech.

GAIA Labs LLC
Cleveland, Ohio