Now in Beta — Free to Join

Your institution's
memory, preserved.

Polar Vault is a secure, permanent record management system built for organisations that cannot afford to lose their history.

Create Your Vault — Free See How It Works
8
Record Categories
5
Access Roles
∞
Years of History
🔒
GDPR Compliant
The Problem

What happens when your records disappear?

Most organisations store their most important documents in filing cabinets, personal email inboxes, or spreadsheets that only one person can find. When leadership changes, that institutional memory walks out the door.

📁
Records in the wrong hands
Critical documents stored on personal devices, lost when staff leave or devices fail.
🔄
Leadership transitions
When leaders change, institutional knowledge and historical records often disappear with them.
📉
No accountability trail
No way to know who changed what, when decisions were made, or what assets you actually own.
⚖️
Legal exposure
Land titles, trustee records and compliance documents that can't be located when needed most.

🏛️ Are you a church or faith organisation in Nigeria or the UK?

⛪ See the Church Edition →
What Polar Vault Does

Everything your organisation needs.
Nothing it doesn't.

🗄️
The Vault
A permanent, searchable archive for all your institutional records — land titles, legal documents, personnel files, meeting minutes and more. Organised by category, protected by role.
8 categories
🔒
Legal Lock
Apply a Legal Lock to any record and it becomes permanently immutable. No one — not even the Owner — can alter or delete it. The closest thing to a tamper-proof filing cabinet.
Tamper-proof
📱
QR Asset Audit
Stick a QR code on any physical asset. Anyone can scan to confirm it's present, log a maintenance report or flag an issue — all without logging in. Real-time audit trail, zero friction.
No login required
💰
Financial Records
Track every income and expense with supporting evidence. Upload receipts, filter by type, and see your net balance at a glance. Custom transaction types for your specific needs.
Multi-currency
🔧
Maintenance Tracking
Log every service event for every asset. Set maintenance schedules with automatic email reminders. Know exactly when your generator, vehicles and equipment were last serviced.
Auto reminders
📊
Automated Reports
Receive a detailed report of everything that happened in your vault — who added what, every transaction, every audit scan — delivered to your inbox weekly, monthly or quarterly.
Configurable
How It Works

Up and running
in minutes.

1
Register your organisation
Create your vault at app.mypolarvault.com. Select your country — currency is set automatically. You become the Owner.
2
Invite your team
Add admins, auditors and viewers. Each role sees only what they need to. No more shared passwords.
3
Add your records
Upload documents, fill in details, organise into folders. Lock critical records with Legal Lock for permanent protection.
4
Run your organisation with confidence
Your records are safe, searchable and accessible to the right people — from anywhere, on any device, forever.
polar-vault / records
LAND Plot 14 — C of O Title 🔒 Locked
LEGAL Trustee Resolution 2024 🔒 Locked
ASSET Generator — 45KVA 📱 QR
MEETING AGM Minutes — May 2026 ✓
FINANCIAL Audited Accounts 2025 ✓
5 records · 3 locked ● All data encrypted
QR Asset Audit

Physical assets,
digitally tracked.

Print a QR code. Stick it on your generator, vehicle, projector — any physical asset. Anyone can scan it with their phone to log an audit or report a fault. No app download. No login. Just scan and go.

  • ✓ Set audit frequency — weekly, monthly, quarterly or annually
  • ✓ Dashboard alerts when audits are overdue
  • ✓ Full audit trail with scanner name and timestamp
  • ✓ Issues reported instantly visible to administrators
❄️
Polar Vault Asset
ASSET
Generator — 45KVA
Grace Organisation
⚠️ Audit overdue by 3 days
✅
Audit Asset
Confirm presence & condition
🔧
Log Maintenance
Report a fault or service
Access Control

The right people see
the right things.

Five roles give you complete control over who can view, edit or manage your records. No more shared passwords or unrestricted access.

Owner
Full Control
Complete access to everything. Manages users, settings and billing.
Admin
Full Operations
Creates and manages records, finances, tasks and users.
Branch Admin
Branch Operations
Manages day-to-day operations without user management access.
Auditor
Read Only
Views all records and reports. Cannot create or edit anything.
Viewer
Limited Access
Sees only assigned tasks. Perfect for volunteers and external parties.
Security & Compliance

Built to be
trusted.

Your records are among your most valuable institutional assets. We treat them that way.

🔐
AES-256 Encryption
All files encrypted at rest and in transit via TLS 1.3.
🏢
Complete Data Isolation
Each organisation's data is completely isolated. No cross-contamination.
⏱️
Session Timeout
Auto logout after 30 minutes of inactivity with a 5-minute warning.
🚫
Account Lockout
5 failed login attempts triggers a 15-minute lockout.
🛡️
GDPR Compliant
UK & EU GDPR compliant. Export or request deletion of your data at any time.
🔒
Legal Lock
Permanently immutable records that cannot be altered by anyone.
✓ GDPR Compliant ·
Pricing

Simple, transparent
pricing.

Free during beta. Paid plans launch soon. All prices shown in NGN and GBP.

Starter
₦10,000
£5 / month
per month
  • Up to 3 users
  • 2GB storage
  • All record categories
  • QR asset audit
  • Monthly reports
Get Started
Most Popular
Church
₦25,000
£14 / month
per month
  • Up to 10 users
  • 10GB storage
  • Everything in Starter
  • Maintenance tracking
  • Weekly & quarterly reports
  • Custom transaction types
Get Started
Cathedral
₦60,000
£32 / month
per month
  • Unlimited users
  • 50GB storage
  • Everything in Church
  • Multi-branch support
  • Priority support
  • Custom onboarding
Get Started

Enterprise / denomination pricing available. Contact us →

The Problem

Organisations lose their
institutional memory.

Decades of decisions, assets and records sit in filing cabinets, personal hard drives and the memories of people who eventually leave. When they do, the institution becomes vulnerable.

🏛️
Land & Property Disputes
Missing title deeds and unsigned transfer documents leave institutions exposed to land grabs and ownership challenges that can last decades.
📂
Records Lost at Leadership Change
A founding leader retires or passes away. With them goes institutional knowledge that was never formally preserved — and no successor can recover it.
⚖️
Compliance Failures
Regulatory audits demand trustee records, financial histories and constitutional documents. When these cannot be produced, organisations face penalties and reputational damage.
🔧
Untracked Physical Assets
Generators, vehicles and equipment depreciate without maintenance logs. Insurance claims fail. Assets disappear with no audit trail to trace them.
The Solution

Polar Vault is your organisation's
permanent institutional memory.

Not a people management tool. Not a document scanner. A permanent, secure, tamper-proof record of everything your organisation owns, has decided, and has built — preserved for the next generation of leadership.

🗄️
The Vault
Land titles, legal documents, founding records and meeting minutes — permanently preserved with Legal Lock integrity that no one can undo.
💰
Financial Records
Every transaction recorded with name, amount, category and date. A complete audit trail your leadership and trustees can rely on.
📱
QR Asset Audit
Physical assets tagged with QR codes. Staff scan with any phone — no login needed. Audit logged instantly with time, name and condition.
📊
Automated Reports
Monthly PDF and CSV reports emailed to leadership automatically — who added what, every transaction, every audit scan.

"While others manage your people, Polar Vault preserves your legacy."

Institutional Memory Preservation · Asset Protection · Accountability Reporting

Why Polar Vault

Six things no other
platform offers.

Every other system in this space manages your congregation. Polar Vault protects your institution. These are capabilities that cannot be replicated by adding a feature to a people management tool.

🔒
Legal Lock Integrity
Once locked, a record cannot be altered or deleted by anyone — not even the Owner. A genuine innovation that directly addresses document tampering and historical disputes. No competitor offers this.
📱
QR Audit — No Login Required
Any staff member can scan a QR sticker on a physical asset and log an audit from their phone — no app download, no login. This frictionless model means audit compliance actually happens.
🌍
Dual Market — Nigeria + UK
Native ₦ NGN and £ GBP support in one platform. An organisation with headquarters in Nigeria and a branch in the UK manages both from a single dashboard. No competitor operates credibly in both markets.
🏛️
Institutional Memory Focus
The only platform whose primary purpose is preserving what an organisation has built, decided and owns — not just who attends. This is the core of Polar Vault.
📊
Automated PDF + CSV Reports
Leadership receives a professionally formatted report in their inbox monthly — every transaction, every audit scan, every new record — automatically. Full chain of custody without lifting a finger.
🔧
Asset Maintenance Tracking
Log every service, track costs and receive automated reminders before assets become overdue. Every generator, vehicle and piece of equipment has a complete service history.
Free During Beta — No Credit Card Required

Start preserving your
institutional memory today.

Join organisations already using Polar Vault to protect what matters most.

Create Your Vault — Free Read the Manual

app.mypolarvault.com · hello@mypolarvault.com

© 2026 Polar Vault
✓ GDPR Compliant