TrainerVault is built on a foundation of local-first, privacy-first principles. We do not collect, transmit, or store your data anywhere but your own machine.
Application: TrainerVault (Windows desktop) ·
Publisher: VMH Digital ·
Contact: [email protected]
Effective / Last Updated: July 29, 2026
This Privacy Policy explains how VMH Digital ("we", "us", "our") — the developer and publisher of the TrainerVault Windows desktop application (the "Application") — handles information in connection with the Application and this website (vmhdigital.com/trainervault).
Because the Application stores everything locally and we operate no back end, you remain in sole control of the content you create. We are not a processor of your session data, and we cannot retrieve, restore or inspect it. By installing or using TrainerVault you agree to this policy; if you do not agree, please do not use the Application.
TrainerVault does not collect, harvest, or transmit any user data to us. All content you create within TrainerVault — including session plans, outlines, notes, stories, examples, activities, materials, rehearsal recordings and post-session reviews — is stored locally within a vault folder that you choose on your Windows machine.
We do not have access to your TrainerVault database, file attachments, or any content you create within the application. There is no TrainerVault account and no sign-in to any service of ours.
The Application does ask for and store one piece of information about you: the display name you enter when you first set it up, which is used to greet you and to sign exported documents. It is stored in your vault on your machine and is never sent to us.
All TrainerVault data is stored in a vault folder you nominate on your Windows device, with a small settings file (your theme, interface language, and the location of the vault you last opened) in your Windows user profile. Your vault holds:
TrainerVault does not include any analytics, telemetry, error reporting, or crash reporting modules that communicate with external servers. We do not track feature usage, session counts, or any behavioural data, and the Application does not create or read any advertising identifier.
TrainerVault can record a rehearsal so that you can listen back to it and see how long each section took. Recording happens only when you start a rehearsal recording yourself. Windows asks for your permission the first time, and you can withdraw it at any point in Settings → Privacy & security → Microphone.
Audio is written straight into your vault folder as an ordinary file. It is never uploaded, never analysed, never transcribed by us, and never leaves your machine. You can play back or delete any recording from within the Application, and deleting it removes the file.
When you attach files (presentations, PDFs, documents) to a TrainerVault session, these files are referenced from their original location or copied into your vault folder, and their text may be extracted so that it can be searched. These files are never transmitted outside your local machine by TrainerVault.
The Application works fully offline and requires no internet connection. There are only three moments at which anything at all crosses the network, and each is something you initiate:
Two ordinary exceptions are worth stating plainly. First, Windows itself may generate operating-system-level crash reports if the Application stops responding; those are handled by Microsoft under Microsoft's own privacy terms, not by us, and contain no session content we can read. Second, if you choose to store your TrainerVault vault folder inside a synced folder such as OneDrive, Dropbox or Google Drive, that provider will sync your files under its own terms — a choice you make, not something the Application does for you.
The free edition of TrainerVault displays a single sponsored card, in the sidebar and at the foot of some screens, promoting VMH Digital's own software. We want to be precise about what that does and does not involve:
Purchasing Premium removes the card entirely — not merely the image, but the space it occupied.
TrainerVault Premium is purchased through the Microsoft Store as a one-time in-app purchase. Microsoft handles the entire transaction. We never see, receive or store your payment card details, billing address or Microsoft account credentials.
The Application asks Windows a single question — whether the Microsoft account signed in to the Store on this device holds the Premium licence — and stores only the yes-or-no answer locally so that Premium keeps working when you are offline. Your licence follows your Microsoft account rather than the machine, which is how it becomes available again when you install TrainerVault on another computer and sign in with the same account.
Microsoft's handling of your purchase, payment and Store account is governed by the Microsoft Privacy Statement, not by this policy.
If you install TrainerVault from the Microsoft Store, Microsoft necessarily knows that your account acquired the app, and provides us with aggregated, anonymised reporting such as install counts, ratings and reviews, and crash rates in Partner Center. We cannot identify you from any of it, and it contains none of your session content.
TrainerVault is a professional tool, and trainers often record information about other people: attendee names, employer or cohort details, feedback, assessment notes, or observations captured in a post-session review. A rehearsal recording may also capture another person's voice if someone else is speaking in the room.
Where you store such information, you — not VMH Digital — are the data controller for it under applicable data protection law (including the EU/UK GDPR). We never receive it, so we cannot respond to an access or erasure request on your behalf. It is your responsibility to ensure you have a lawful basis to record participant information, to tell participants how you use it where required, to hold no more of it than you need, and to respond to their requests. We recommend keeping participant records to the minimum necessary and using initials or identifiers rather than full personal details where a name is not required.
Because TrainerVault stores all data locally, you are responsible for backing up your vault folder. We recommend regular backups to an external drive or a cloud storage folder of your choice. Backup, restore and whole-vault copy options are in Backup & Export, and any individual session can be exported as a Word document.
Your content is retained for exactly as long as you keep it — we impose no retention period and perform no automatic deletion. You can delete any session, programme or Knowledge Vault item inside the Application at any time. Uninstalling TrainerVault, or deleting your vault folder, permanently removes your content from that machine; take a backup first if you want to keep it. We hold no copy, so nothing survives on our side after you delete.
Keeping your data off the internet removes an entire class of risk, but it also means the security of your session content depends on your own machine. We recommend using a Windows account password or Windows Hello, enabling full-disk encryption such as BitLocker, keeping Windows updated, and storing backups somewhere protected — particularly where your sessions contain participant information or rehearsal recordings. No method of electronic storage is completely secure, and we cannot guarantee absolute security.
TrainerVault is a professional application for trainers, educators and coaches, and is not directed to children. We do not knowingly collect personal information from children — and in fact collect no personal information from any user. If your training involves minors, note that any information you record about them is your responsibility as described in section 11, and may be subject to additional legal safeguards in your jurisdiction.
Because your content never leaves your machine, you already exercise direct control over it: you can access, correct, export and permanently delete anything in the Application yourself, without needing to ask us. There is no profile of you held on our systems to request, correct or erase.
We hold no personal information about you other than any support correspondence you voluntarily send us. In respect of that correspondence, and to the extent applicable law such as the EU/UK GDPR, the UAE Personal Data Protection Law or the California Consumer Privacy Act applies, you may ask us to provide a copy of it, correct it, or delete it, and you may complain to your local data protection authority. We do not sell or share personal information for advertising or any other purpose. Email [email protected] to exercise any right; we aim to respond within 30 days.
We operate no servers and receive no data, so using TrainerVault involves no international transfer of your content by us. Your data stays on your machine, in your country, under your control.
We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page always reflects the current version, and any significant change — for example the introduction of a feature that requires network access — will be announced on this page and in the application's release notes before or when it takes effect.
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For any privacy-related question or request: