Your collection. Your privacy.

The short version

Your collection starts on your device. You can use the collection manager without an account or purchase. Personal iCloud or Google Drive sync and NibVault website sync are separate, optional features.

If you use website sync, we receive and store the collection records and photographs you transfer, associated with your website account. We also process account, connection, usage and diagnostic information to run and improve the service. Catalogue suggestions and problem reports send the information you choose to submit. NibVault does not display advertisements or sell your collection or personal information.

Optional personal-cloud sync

Personal Collection Sync uses app-private space in your own cloud account: iCloud on iPhone and iPad, or Google Drive on Android. It can include pens, inks, fills, pairing notes and ratings, maintenance, reminders, storage locations, wishlist items and photographs so your own devices can merge changes.

NibVault does not receive the copy stored solely in your personal cloud account. This is separate from uploading or syncing with the NibVault website. Apple and Android personal-cloud storage remain separate. You can turn personal-cloud sync off or use Delete the cloud copy; another device with sync enabled may upload it again. Apple and Google also govern their services under their own privacy policies.

Optional website accounts and sync

At my.nibvault.app, you can sign in with Apple or Google and connect the app to your website account. We receive the provider account identifier, email address (including an Apple relay address if you choose it), display name and any profile image the provider supplies. We store account and authentication records, encrypted provider tokens where supplied, and sessions needed to keep you signed in. We do not receive your Apple or Google password. A temporary review account may instead use a NibVault password, stored as a one-way password hash.

When you upload a collection or enable website sync, NibVault receives the selected collection records and photos. These can include pen and ink details, purchases, prices, currencies, retailers, dates, notes, ratings, favourites, archive state, quantities, bottle levels, fills, pairing history, maintenance and costs, care reminders, named storage locations, wishlist items and target prices. Imports made on the website also send the selected data to our service. Connected-device identifiers and names, sync revisions and timestamps support linking and synchronisation.

Website data is associated with your account and stored on NibVault-operated hosting. Transfers use HTTPS. Collection snapshots and private photos are encrypted at rest using service-held keys; this is not end-to-end encryption. Access controls separate users’ collections. Authorised operators can access service data when needed to operate, support, secure or diagnose the service. Administrative views include account information, usage, collection counts and selected product details; collections are not made public or added to the shared catalogue merely by syncing.

Website sync is optional and separate from personal iCloud or Google Drive sync. Disconnecting a device, signing out or disabling transfers stops that connection; it does not by itself delete information already stored online.

Information in the app

Pen and ink records, purchase information, notes, ratings, fills, pairing history, bottle levels, named storage locations, photographs, wishlist items, maintenance and Care reminders are stored locally in the app. Information that stays solely on your device is not received by NibVault. We receive information only through the online features described in this policy, including website transfers and submissions you make.

We cannot retrieve or restore information that you have kept only on your device. Keep backups of information you want to preserve.

Photos and device permissions

If you choose to add photographs, NibVault may request access to the camera or photo library. That access is used only to let you capture or select images for your records. You can change permissions in your device settings.

Packaging recognition is currently available on iPhone and iPad. Selected images are analysed on the device to suggest likely catalogue matches. The image is not sent to NibVault and is not added to your collection unless you deliberately choose to keep it as a record photograph.

Widgets, Spotlight, Siri and system shortcuts

Supported device features can show small summaries or help open a task without first browsing the app. NibVault prepares a limited, read-only snapshot on the device for widgets and system integrations. Spotlight, Siri, Shortcuts and system controls use Apple’s local frameworks and do not send your collection to NibVault.

Retention, deletion and withdrawing permission

You can edit or delete local records and photographs in the app. Exported backups, spreadsheets, PDFs, social cards and files remain wherever you save or share them; deleting the app or a record does not delete those separate copies.

Website account information and uploaded collections are retained while your account exists, unless you delete the relevant data earlier. You can delete your online account from the website’s account controls after signing in again and confirming deletion. This removes the account and its associated active website collection, photos, sessions, device access and account-linked reporting records. It does not delete copies on your phone, in your personal iCloud or Google Drive storage, or in exported files. You can also contact [email protected] for access, correction or deletion requests.

First-party website activity and failure records are scheduled for removal after 90 days. Submitted app problem reports are scheduled for removal after 180 days. Catalogue suggestions and their review records may be kept to maintain the reference catalogue. Support correspondence, security records and testing administration are retained for their operational purpose and applicable obligations, then removed when no longer needed. Restricted recovery backups may contain older copies until those backups are replaced or removed; deletion from the live service is not instant erasure from every backup.

You can withdraw camera or photo permissions in device settings, disconnect website devices, stop personal-cloud or website transfers, and choose not to send reports. Withdrawing permission does not undo data already transferred. Contact us about your information rights, including access, correction, erasure, restriction or objection where applicable. You may also complain to your local data-protection authority.

Backups and file providers

NibVault lets you export a portable backup. You choose where that file is saved using the options made available by your device, which may include iCloud Drive, Google Drive or another file provider.

We do not receive or control those files. Storage and processing by a third-party provider is governed by that provider’s own terms and privacy policy.

Spreadsheet import and export

CSV and Excel imports selected inside the mobile app are processed on your device. Files you export stay with the destination you choose. If you later sync those records to the website, or import a spreadsheet using the website, the resulting collection data is sent to NibVault.

Usage, diagnostics and advertising

The native app has no advertising SDK or automatic third-party behavioural analytics. Optional website features and network requests do produce service activity and diagnostics. We do not use collection records for targeted advertising or share them with advertising networks or data brokers.

The website service records account-linked feature visits, activity duration, actions such as edits or sync, login times and providers, collection counts and selected product statistics. These help us understand use, improve the product and support users. Failure records may include an account identifier, request reference, screen or operation, status/error code, timing, browser and operating-system details, and scrubbed technical stack information. Infrastructure logs may contain IP addresses, request paths, timestamps, user-agent information and an approximate country or network derived from the IP address for security and diagnosis.

Sharing individual records

If you choose to share a pen or ink, NibVault creates a link containing the selected record details in the part of the address after the # symbol. That part is handled on your device and is not sent to the NibVault web server. The person receiving the link reviews the record before importing it.

Import links exclude photographs, purchase information, favourites, archive state and current inking. PDF and social-card exports are created on your device, and you decide which app or service receives them.

Optional tips and external links

The app may offer optional, one-off tips through Apple In-App Purchase on iOS or an external PayPal link on Android. Tips do not unlock features, remove limits or change the app. Apple or PayPal processes the transaction under its own terms and privacy policy; NibVault does not receive or store your payment-card details.

The website may contain links to external services. Information those services receive is governed by their own privacy policies.

Manufacturer names and trademarks

NibVault is an independent catalogue and is not affiliated with or endorsed by the manufacturers listed in the app. Manufacturer and product names are used to identify collection records. Trademarks belong to their respective owners.

Optional problem reports

When you choose Report a problem, you can review the outgoing message and technical details before sending them. Reports may include app version/build, device model, operating system, language, runtime conditions, screen and operation, error explanations, stack traces, crash or exit information, timing and a bounded activity timeline. Reports are not automatically uploaded. A received report gets a reference and confirmation stored in the app.

The report service does not add an account ID, device identifier, device nickname, IP address or user agent to the stored report. It filters allowed fields and masks common identifying or secret text, but free-text filtering cannot guarantee removal of everything you enter. Do not include passwords or private information that is unnecessary to explain the issue. Hosting security logs are separate. Authorised staff can review reports and keep private investigation notes to diagnose and resolve problems.

This website

The public website and website sign-in service use Google Analytics to understand visits and actions. Analytics can process page and referrer information, browser/device details, cookie-based identifiers and approximate location. The sign-in service sends a limited set of events, such as sign-in provider/outcome and phone linking; automatic pageviews, Google signals and advertising-personalisation signals are disabled in that service’s analytics configuration. We do not deliberately send collection content, photos, names, email addresses, passwords or device authorisation codes to Google Analytics.

Necessary website cookies maintain sign-in and security. Google Analytics may set analytics cookies. Your browser’s cookie controls and content blockers can limit analytics; blocking necessary cookies may prevent sign-in. Google’s processing is explained in its privacy policy and information for partner sites. NibVault’s own service activity and security records are separate from Google Analytics.

Service providers process information needed for hosting, authentication, website analytics and correspondence. Depending on the provider, processing may occur outside your country. Apple and Google handle sign-in under their own privacy policies. We may disclose information when required by law or necessary to protect the service and its users.

Previous Android beta registrations

Android beta recruitment is closed. If you previously joined, the registration included your Google Play email address and any device model, Android version or testing notes you chose to provide. This data is kept separately from the app and cannot be linked to your collection.

Previously submitted beta details are used only for beta testing administration. They are not required to download the public Android app and do not create a NibVault account. You can ask us to remove your beta details at any time by emailing [email protected].

Beta signup confirmations and invitations were sent through Resend. Resend processes the recipient address and email content to send these messages. We also keep sending status information to help resolve email problems. Your pen and ink collection is not included.

Reference catalogue updates and suggestions

NibVault can download updates to its predefined pen and ink reference catalogue. An update request contains ordinary connection information needed to deliver the file, but it does not contain your personal pen or ink records, photographs, notes, prices, fill history, wishlist or Care data.

If you deliberately submit a catalogue addition or correction, NibVault sends only the fields shown in the review screen, any source link you add, and an email address only if you choose to provide one. These details are retained while the suggestion is reviewed and to preserve its review record.

Children’s privacy

NibVault is a general collection utility and is not directed at children. Local use does not require an account or date of birth. Optional online services process the information described above. If you believe a child has supplied personal information that should be removed, contact us.

Changes to this policy

This policy may be updated if NibVault’s features or legal obligations change. The effective date at the top of this page will be revised when a material update is published.

Contact

NibVault is operated by George Demertzoglou. Questions or privacy requests can be sent to [email protected]. Please identify the relevant account or report reference where possible, without sending your password.