Privacy Policy

Vetahire ("Company," "we," "our," or "us") operates the identity verification platform available at vetahire.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Service immediately.

We are committed to protecting your privacy and complying with applicable data protection laws, including but not limited to the California Consumer Privacy Act (CCPA), and applicable provisions of the General Data Protection Regulation (GDPR).

2.1 Information Provided by Employers (Requesting Parties)

When a company or individual ("Employer") submits a verification request through our Service, we collect:

• Company or individual name
• Company or individual email address
• Name of the individual being verified (applicant)
• Email address of the individual being verified

2.2 Information Provided by Applicants (Verified Individuals)

When an individual ("Applicant") completes the verification process, we collect:

• Full legal name
• Government-issued identity document (e.g., driver's license, passport, or national ID card), including the image or scan thereof
• Payment information (processed directly by our payment processor, Square; we do not store raw card data)
• IP address and browser/device information for fraud prevention purposes

2.3 Automatically Collected Information

When you access our Service, we may automatically collect:

• Log data including IP address, browser type, pages visited, time and date of visit
• Device information including hardware model and operating system
• Cookies and similar tracking technologies (see Section 9)

We use the information we collect for the following purposes:

• To deliver and operate the Service, including sending verification invite emails and processing identity submissions
• To process payments and prevent fraudulent transactions through our payment processor, Square
• To notify Employers when an Applicant has completed the verification process
• To comply with legal obligations, including responding to lawful requests from public authorities
• To maintain the security and integrity of our systems
• To improve, personalize, and expand our Service
• To communicate with you regarding your use of the Service, including transactional emails
• To resolve disputes and enforce our agreements

We do not sell, rent, or lease your personal information to third parties for their marketing purposes.

If you are located in the European Economic Area, our legal basis for collecting and using your personal information depends on the data concerned and the context in which we collect it:

• Performance of a contract — processing is necessary to deliver the verification service you or your employer requested
• Legitimate interests — we process certain data to detect fraud, maintain security, and improve our Service
• Legal obligation — we may process data to comply with applicable laws and regulations
• Consent — where required, we will obtain your consent before processing your data

5.1 With Employers

Upon completion of a verification request, we share the Applicant's submitted identity document and verification status with the Employer who initiated the request. By completing the verification process, the Applicant acknowledges and consents to this disclosure.

5.2 Service Providers

We may share your information with third-party vendors and service providers that perform services on our behalf, including:

• Square, Inc. — for payment processing. Square's privacy policy is available at squareup.com/legal/privacy
• Resend — for transactional email delivery
• Neon — for secure database hosting
• Uploadcare — for secure file storage and delivery

5.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

5.4 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity. We will provide notice before your information is transferred and becomes subject to a different Privacy Policy.

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

• Verification records (including identity documents) are retained for a minimum of 5 years following the date of submission to comply with applicable recordkeeping requirements
• Payment records are retained for 7 years in accordance with tax and financial regulations
• You may request deletion of your data at any time by contacting us at support@vetahire.com, subject to our legal obligations to retain certain records

We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, loss, destruction, or alteration, including:

• 256-bit AES encryption for all data stored at rest
• TLS 1.3 encryption for all data transmitted in transit
• Time-limited, signed URLs for access to stored identity documents
• Access controls limiting employee access to personal data on a need-to-know basis
• Regular security assessments and penetration testing

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

Depending on your location, you may have certain rights regarding your personal information:

• Access — the right to request a copy of the personal information we hold about you
• Correction — the right to request correction of inaccurate or incomplete data
• Deletion — the right to request deletion of your personal information, subject to our legal obligations
• Portability — the right to receive your data in a structured, machine-readable format
• Objection — the right to object to certain processing activities
• Restriction — the right to request restriction of processing in certain circumstances

To exercise any of these rights, please contact us at support@vetahire.com. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

We use cookies and similar tracking technologies to enhance your experience on our Service. Cookies are small data files placed on your device. We use:

• Essential cookies — necessary for the Service to function properly
• Analytics cookies — to understand how visitors interact with our Service

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, some parts of the Service may not function properly without cookies.

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete such information. If you believe we have collected information from a minor, please contact us at support@vetahire.com.

Your information may be transferred to and processed in countries other than the country in which you reside. These countries may have data protection laws that differ from your country. We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy, including implementing Standard Contractual Clauses where required.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically. Your continued use of the Service after the effective date of the revised policy constitutes your acceptance of the changes.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: