Product · Vault

The hospitality document management system. Every file findable in seconds.

Vault is document management software built for venues, not offices. Contracts, leases, insurance, licences, fire certs, supplier agreements, MSAs, IT policies and staff documents live in one permissioned place — encrypted at rest, EU-resident, with retrieval-augmented search so “which insurer did we use in 2023?” takes two seconds, not two days.

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AES-256
at rest, TLS 1.2+ in transit
RAG
semantic search built-in
Expiry
+ renewal alerts
EU
eu-west-1 only
What this replaces

Dropbox + Google Drive + the filing cabinet behind the bar.

Most venues do not decide to buy document management software. They inherit it — a shared drive, a personal Drive, a folder on the office PC and a lever-arch file. It works until somebody asks for a specific document on a specific date.

01

Find-the-PDF time-wasters

Insurance broker asks for the policy schedule; 40 minutes of clicking through nested folders.

02

Renewals missed

Music licence expires Friday; nobody noticed; gigs at risk.

03

Documents on personal Drives

Former manager held the lease in their personal Google Drive. Took 3 weeks of legal back-and-forth.

How it works

Three things make Vault more than a folder.

01

Drop + auto-classify

Upload PDFs; system tags type (lease / insurance / certificate / contract); files into the right folder.

02

Semantic search

Ask “what’s the notice period on the bar lease?” — Vault returns the clause + page reference.

03

Renewal calendar

Expiry dates extracted; alerts on phone + email at 90/60/30 days; assignable to an owner.

What you have to keep

Document management for hospitality is a different problem.

An office keeps documents. A venue has to produce them — at the door, mid-service, with an inspector, a broker or an auditor waiting. These are the categories that end up in Vault, and the reason each one needs to be found fast rather than merely stored somewhere.

Document categoryTypical filesWhy it has to be findable
Supplier invoices & docketsPurchase invoices, delivery dockets, credit notes, statementsPrice disputes and month-end queries need the original PDF, not a re-typed figure.
Food safety & HACCP recordsTemperature logs, cleaning sheets, supplier approvals, training certificatesAn environmental health visit is unannounced. The record has to be on hand.
Certificates & inspectionsFire safety, electrical, gas, extraction cleaning, equipment servicingEach one expires. Missing the renewal is an operational risk, not a filing error.
InsuranceEmployer liability, public liability, contents, policy schedules, renewal noticesBrokers and claims handlers ask for the schedule that was in force on a specific date.
Licences & permitsLiquor licence, music licence, outdoor seating, signage, planning correspondenceTrading depends on them, and the expiry rarely lands at a convenient time.
Property & commercial contractsLease, rent reviews, service agreements, MSAs, NDAs, DPAsThe clause matters more than the file — notice periods, break dates, obligations.
Staff documentsContracts, right-to-work documents, qualifications, training recordsPeople documents are sensitive, so storage without access control is not storage.
Policies & governanceIT policy, acceptable use, privacy notices, accepted customer agreementsYou need to show which version a person actually accepted, and when.

Vault stores and versions whatever you put into it. Which of these documents your business must keep, and for how long, is set by your own legal, tax and regulatory obligations — not by the software.

Capabilities

Six things audit + ops both want.

Encryption + access control

AES-256 at rest; role-based access; full audit log of who viewed what.

RAG semantic search

Ask in English; Vault returns the document + the relevant passage.

Expiry + renewal alerts

Extracted from the document; reminders cascaded by team.

Document versioning

Replace a contract; old versions preserved with effective dates. Auditable.

External sharing

Signed S3 URLs with expiry; password optional; access revocable.

Tenant isolation

Group customers: documents per venue or shared across the group. Granular permissions.

Document control

Versions, permissions and a trail of who saw what.

A shared drive answers “where is the file?”. A document management system has to answer three harder questions: which version was in force, who was allowed to open it, and who actually did.

Version history, not overwrites

Replacing a contract or a certificate does not erase the one before it. Superseded versions are preserved with their effective dates, so you can show what applied on a given date rather than only what applies today.

Access control by role and by venue

Role-based permissions decide who can open, download or share each document. For groups, files can sit with a single venue or be shared across the estate — staff documents do not have to be visible to everyone with a login.

An audit trail that is itself evidence

Views are logged. Downloads are logged. Share links carry an expiry, an optional password and can be revoked, and attempts against them are recorded — so the record of access is part of the record.

Search that reads scans too

Semantic search returns the document and the relevant passage, not a list of filenames. Scanned PDFs are put through OCR, so a certificate photographed on a phone at the back door is still findable by what it says.

Expiry tracked at the document level

Renewal dates are extracted from the document itself and surfaced on a calendar, with reminders at 90, 60 and 30 days assigned to a named owner rather than to “the office”.

Stored in the EU, encrypted

AES-256 at rest and TLS 1.2+ in transit, hosted in AWS eu-west-1. Inntally is ISO/IEC 27001:2022 and ISO/IEC 27701 certified.

Inspection day

Audit-ready means producing it, not owning it.

The test of compliance document storage is a Tuesday morning when somebody official is standing in the room. Three steps, same as any other day.

01

Ask in plain English

“What was our employer liability schedule in March?” Vault returns the document and the passage, without anyone remembering which folder it was filed under.

02

Open the version that was in force

Version history shows what applied on the date being questioned, with the effective dates attached — not just the current file that happens to sit on top.

03

Hand it over safely

Export the documents as a ZIP, or send a signed link that expires, can carry a password and can be revoked afterwards. Every download is logged.

Retention & ownership

Your documents stay yours.

Retention is where most document management systems get vague, so here it is plainly. Documents you upload to Vault remain your business records. You can pull a full export at any time as a ZIP, without asking us and without a support ticket, and the export contains the files themselves rather than a proprietary wrapper.

If you cancel, there is a 30-day window in which the data is still recoverable; after that it is hard-deleted on the schedule set out in our ISMS. Storage sits in AWS eu-west-1 throughout, and Inntally is ISO/IEC 27001:2022 and ISO/IEC 27701 certified.

Because versions are preserved rather than overwritten, a document you replace is still there afterwards. That matters for retention: the copy you need in two years is usually the one that was superseded, not the one currently in force.

How long you are required to keep any given record is a matter for your own legal, tax and regulatory obligations, and it differs by document type and by jurisdiction. Vault will hold and version documents for as long as you keep them; it does not set your retention periods, and nothing on this page is legal or tax advice. Check the requirements that apply to your business with your own advisers.

Ask about security & data residency
Integrations

Already linked to the rest of Inntally.

Legal Agreements

Customer NDA/MSA/DPA/Privacy/AUP acceptance evidence stored as append-only PDFs.

IntelliFlow

Source invoice PDFs stored alongside extracted data; one click to original.

Compliance

HACCP records, cleaning sheets, training certs.

HR360

Staff contracts, right-to-work documents, qualifications.

Pricing

Included in every tier.

Vault is not sold as a separate document management product bolted on afterwards — it ships with every Inntally tier. Start free, or contact us for pricing on a venue or a group.

See pricingContact us for pricing
FAQ

Common questions.

What is a hospitality document management system?
A document management system stores a business’s files in one controlled place and adds the things a shared drive does not: search across the contents of documents, version history, permissions that decide who can open or download each file, expiry tracking and an audit trail of access. A hospitality document management system applies that to the documents a venue actually runs on — supplier invoices and delivery dockets, HACCP and cleaning records, fire and equipment certificates, insurance schedules, licences, the lease, commercial contracts and staff documents — so they can be produced on demand rather than hunted for.
What documents should a restaurant, pub or hotel keep?
In practice, venues end up holding eight groups of documents: supplier invoices, dockets and credit notes; food safety and HACCP records including temperature and cleaning logs; certificates and inspection reports for fire, electrical, gas, extraction and equipment; insurance policies and schedules; licences and permits; the lease and commercial contracts such as service agreements, MSAs, NDAs and DPAs; staff documents including contracts, right-to-work evidence and qualifications; and governance policies such as IT and acceptable-use policies. Exactly which records your business is obliged to keep depends on your jurisdiction, your licences and your own legal and tax obligations.
How long must hospitality records be kept?
Retention periods are set by law and by the terms you have signed up to, not by the software, and they differ by document type and by country — tax records, employment records, food safety records and insurance documents are all treated differently. Confirm the periods that apply to your business with your accountant, your legal adviser and the relevant regulator, then keep the documents at least that long. Vault’s role is to make that practical: documents stay available and searchable for as long as you keep them, superseded versions are preserved with their effective dates rather than overwritten, and you can export everything at any time. Nothing here is legal or tax advice.
How is this different from Google Drive, Dropbox or SharePoint?
General file storage is good at holding files and poor at three things venues need. First, finding the answer inside a document rather than the filename — Vault searches contents and returns the relevant passage, including OCR on scanned PDFs. Second, expiry — certificates and licences renew, and Vault extracts those dates and raises reminders. Third, ownership — documents held in a manager’s personal drive leave with the manager, whereas Vault documents belong to the venue with role-based access and an audit trail of who opened what.
Can we use it as compliance document storage for inspections?
Yes. Compliance records — HACCP sheets, cleaning records, training certificates, inspection reports — are stored alongside everything else and are searchable by content. Version history shows which document was in force on a given date, the audit trail records who accessed it, and you can either export a ZIP or issue a signed link with an expiry and an optional password for an inspector, broker or auditor, revoking it afterwards.
Do you offer document management software in Ireland, and where is our data stored?
Yes. Inntally is built in Ireland and Vault is designed for operators in Ireland, the UK and Europe. Documents are encrypted with AES-256 at rest and TLS 1.2+ in transit, and stored in AWS eu-west-1 (Dublin) only. Inntally is ISO/IEC 27001:2022 and ISO/IEC 27701 certified.
Does it work for a group with several venues?
Yes. Documents can be held against a single venue or shared across the group, with permissions granted by role and by site. Tenant isolation keeps one customer’s documents separate from another’s, and within a group it means a site manager sees their own venue’s files while head office sees the estate.
What does it cost?
Vault is included in every Inntally tier rather than sold separately. You can start free, and the current tiers are listed on the pricing page — or contact us and we will confirm the scope and pricing for your venue or group.
How does RAG search work without leaking documents to OpenAI?
Documents are chunked + embedded server-side. Queries return relevant chunks; the LLM never sees full documents. OpenAI EU API; no-training flag.
What file types are supported?
PDF, DOCX, XLSX, PNG, JPG, plus other common office formats. OCR for scanned PDFs.
Storage limits?
Start: 5GB. All Features: 100GB. Custom Rollout: unlimited (S3 backed).
External party share — how secure?
Signed URLs with expiry + optional password; access revocable; download attempts logged.
What happens on data export / cancellation?
Full export at any time (ZIP). 30-day retention after cancellation; then hard-delete per ISMS schedule.
Two steps to a real number

Document management that finds the file for you.

Start free. Drop in the leases, the licences and the certificates; then ask Vault questions instead of opening folders. Vault is included in every Inntally tier — see pricing or contact us for a quote.

Start freeBook a 20-minute demo