Twelve questions that come up before signing up — answered so the answers still hold afterwards.
What is Vaultivo?
A document archive for small European businesses. Documents arrive by email, by upload, or from the archive you already have; Vaultivo files them unchanged, reads them, makes them searchable, and works out for each one how long it has to be kept, naming the basis for that date. It is not accounting software: it does not post entries, prepare accounts or file anything.
Which files can I send?
PDF, Word, OpenDocument and XML, up to 30 MB per file. Photos from your phone too: JPG, PNG and HEIC. A scanned PDF is fine either way.
Every file type in detail
Do I have to look at every document myself?
Yes. Nothing is filed automatically, and there is no threshold above which a document passes by itself. Each one waits in your inbox until you confirm it — with what we read from it, and what stayed unclear.
When is a document charged?
When it is taken into the archive, which is after you confirm it — not on upload. A document you never confirm is never charged, even once it has been scanned and read.
See pricing
What does the trial cost?
Nothing. Fourteen days, no payment method at signup, and no line is invoiced during it — not even the base fee.
How long is a document kept?
For as long as the period for your registered seat and the document type requires. Vaultivo calculates it and names the basis for it; you can change it at any time, and every change is logged.
Periods and their basis
Can I get an original back out?
Yes. Every document has its own page, and you download the file from there — unchanged, exactly as it arrived.
Who can see my documents?
Your business. If an administrator opens one of your documents, that appears in your audit trail — precisely the access you could not otherwise notice. Your own views are not recorded.
What is recorded
Which languages does Vaultivo come in?
German and English.
Is Switzerland covered?
No. Vaultivo is built for Austria and Germany. Switzerland is not an EU member and has its own VAT, currency and retention rules — which are therefore not modelled here.
Can I take my archive with me?
Yes — all of it, at any time. An export gives you the original files, a document table and a second table shaped for import into an accounting package, either as an ordinary ZIP or as an archival package carrying a checksum for every file. After cancellation too: the archive stays readable and exportable for 30 days, and only then is it deleted.
What happens when you cancel
What happens to my archive if Vaultivo no longer exists?
If the service is discontinued permanently, that is announced at least 90 days in advance, and throughout that time your archive stays readable and fully exportable. That is in the terms, so it is promised rather than intended. We say what is missing alongside it: there is no escrow with a trustee and no successor provider holding a copy it could hand over. The export is the way out, and it is open to you at any time, not only then.
What the terms say about it