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 28, 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, and post-session reviews — is stored locally within the application's data directory 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.
All TrainerVault data is stored in a local application data directory on your Windows device (typically within AppData or a user-specified folder). This includes:
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.
When you attach files (presentations, PDFs, videos) to a TrainerVault session, these files are referenced from their original location or copied into the TrainerVault data directory. These files are never transmitted outside your local machine by TrainerVault.
The Application itself does not integrate with any third-party analytics, advertising, or data collection service. It operates as a standalone Windows executable and does not require an internet connection to function.
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 data 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.
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.
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 TrainerVault data folder. We recommend regular backups to an external drive or a cloud storage folder of your choice. Export and backup options are in Settings → Data & Backup.
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 its data directory, 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. 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 7, 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 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.
This website is static informational content. We set no advertising or tracking cookies of our own and run no third-party analytics on it. The pages do load web fonts from Google Fonts and an icon stylesheet from Cloudflare's CDN, and those providers may log your IP address as part of serving those files. Your hosting provider's standard server access logs may be retained for security and diagnostics.
For any privacy-related question or request: