Digital Asset Management for Agencies
VAULO keeps client media available across campaigns and years, creating a shared foundation for working with clients and other agencies. Versions, feedback and approvals stay traceable even as projects or responsibilities change.
- GDPR-compliant
- Storage in Germany only
- Passed penetration test
- Software made in Germany
- Alliance for Cyber Security member
Media infrastructure for long-term client relationships
A lasting foundation for all the media that build up over years of working with a client — still usable when campaigns, contacts or participating agencies change.
Keep client media continuous
A client's media holdings grow with every campaign. Approved content, usage rights and past decisions stay in place beyond individual projects and form a reliable basis for the work ahead.
Choose the right access for every client
Every client gets their own space in VAULO with individually defined permissions — data stays centralised at the agency, while the client can still access it at any time. A branding portal in the client's own corporate design also gives them their own brand presence. VisitorHub lets you set up further lightweight media portals with individual access — with no VAULO account of their own required.
Keep rights and usage terms under control
In VAULO, restrictions block the download of individual images in a targeted way — locked assets are immediately recognisable in the overview by their lock icon. Usage notes attach the relevant terms directly to the asset and additionally mark it with a copyright notice. For the AI labelling legally required since August 2026, a dedicated field can also be set up via the Data Studio.
Run approvals efficiently
Feedback and approvals stay linked to the respective file across multiple rounds of revision. Agency and client can always see which version is current and already cleared for use.
Run media processes across projects
From taking in new files to delivering them to clients and partners: every function fits into existing ways of working and keeps media reliably usable across the whole life of a project.
Take media in directly
Photographers, freelancers and other partners upload files directly into the intended area, without access to any other content. Photos and videos can be transferred to VAULO straight from the camera, even during a shoot.
- Drag & Drop
- ExternalUpload
- LiveUpload
- FTP-Upload
Take media in directly
Photographers, freelancers and other partners upload files directly into the intended area, without access to any other content. Photos and videos can be transferred to VAULO straight from the camera, even during a shoot.
- Drag & Drop
- ExternalUpload
- LiveUpload
- FTP-Upload
Make media holdings searchable
VisionAI captions and tags photos and videos according to individually defined rules. Combined with AI search, content can be found even when the search term and the file name don't match exactly.
- VisionAI Foto
- VisionAI Video
- VisionFace
- AI search
- KeywordsManager
- DuplicateFinder
Secure usage rights and labelling
Restrictions block the download of individual images in a targeted way, recognisable by the lock icon in the overview. Usage notes attach the relevant terms directly to the asset and additionally mark it with a copyright notice.
- Restrictions
- Usage notes
- Data Studio
Keep versions and approvals traceable
New edits stay directly linked to their asset. Agency and client can see which version is current, which content has been approved, and what can be worked with next.
- Version history
- Comparison
- Comments
- Roles and permissions
Deliver files in the right format
On download, format, size and resolution are adjusted directly to the intended use. Recurring requirements for the website, social media, presentations or print can be saved as their own download profiles.
- Download profiles
- DirectDownload
- Quick actions
- Custom keyboard shortcuts
Deliver client media professionally
The Presentation Studio produces presentations, media packages and portals in the client's corporate design. VisitorHub controls who gets access and which content is visible or cleared for download.
- Presentation Studio
- VisitorHub
- SharedLinks
- FileCollections
- Media portal
- FTPpush
Keep working in familiar applications
VAULO connects with Adobe Creative Cloud, Microsoft 365 and common content management systems. Through the browser extension, teams also reach approved media directly in Canva, YouTube and other web-based applications.
- Adobe Creative Cloud
- Microsoft
- WordPress
- Browser extension
- Custom integrations on request
Secure collaboration with clients and partners
Agencies need to make client media accessible without losing control over unpublished campaigns, protected content and sensitive data. VAULO combines clearly regulated access with traceable usage and an infrastructure certified to international and German security standards.
Control access precisely
Roles and access rights determine which clients, agency teams and external partners can view, edit or download individual pieces of content.
Keep usage traceable
Changes and downloads are logged. Approvals can be time-limited and restricted to the content they are intended for.
Server location Germany
Customer data is stored exclusively in a Microsoft Azure data centre in Frankfurt — certified to ISO/IEC 27001, BSI C5:2020 and TISAX.
GDPR-compliant processing
Personal data is processed in a GDPR-compliant way — from collection through to deletion. A data processing agreement secures this legally.
Our origin story begins behind the camera
Marc Conzelmann has worked for years as a photographer and cameraman with agencies and their clients. That means he also knows the work that follows a shoot or shoot day, when picture and video selects need to be aligned, edits need to be sent back, and approved media needs to stay available for further use.
To deliver to clients, he needed several different tools at once — one for photos, one for videos, one for quick file transfer in between. Not all of them were consistently GDPR-compliant, and none of them lived in the same place. Existing DAM solutions did exist, but many were either very expensive, came from the US, or felt technically outdated.
That experience is where the idea for VAULO came from: a DAM as simple in its UX as possible, speaking Apple's design language, and priced within reach even for smaller agencies — without cutting back on features. Because it involves sensitive client data, it was clear to him from the start that security, especially today, could not be a compromise.
Founded together with Sebastian Küsters, VAULO has grown with its customers ever since — from onboarding for small teams up to enterprise use, with no system switch required. To this day, it is developed together with its own customers, not past the market.
An onboarding that fits your agency
Agencies organise clients, projects and media in different ways. That's why VAULO is set up around your existing way of working. Together we define which structures carry over and how collaboration should be mapped going forward.
Clarify requirements and ways of working
Together we define which media, areas and processes are brought in first.
Develop client and media structure
Client areas, metadata and usage rights are built so that media can be clearly assigned and reused beyond individual projects.
Set up access and systems
Roles and permissions map the collaboration between agency, clients and service providers. Existing applications and technical interfaces are taken into account.
Bring in existing media holdings
Existing client media is transferred into VAULO and placed into the new structure. Onboarding can happen step by step, without needing to fully tidy up the entire archive first.
Get started in day-to-day agency work
The team is introduced to the new way of working and supported through the launch. Further client areas can be added afterwards as needed.
Build the media foundation for long-term client work
In a personal conversation we'll show you how VAULO fits your existing agency structure and what possibilities that opens up for working with your clients.