Privacy Policy
Effective date: to be set on publication · Last revised [MONTH YEAR]
Draft for review. This page honestly describes how Veridoc handles data today, but it has not yet been reviewed by a lawyer and is not yet in legal effect. Please review it (and have it reviewed) before relying on it, and update the bracketed details once the business entity is registered.
On this page
1. Who we are
Veridoc ("Veridoc", "we", "us") is a credential-tracking service for nurse practitioners, physician assistants, and the organizations that employ them. It helps clinicians keep track of state licenses, DEA registrations, and board certifications, and reminds them before any of those expire.
This policy explains what personal information we collect, why, who it is shared with, and the choices you have. It applies to our website and the Veridoc application.
2. What we collect
We collect only what we need to run the service for you.
Information you give us
- Account details — your name, email address, professional role (for example, NP or PA), and password. Passwords are stored in a securely hashed form; we never see or store them in plain text.
- Credential data — the licenses, DEA registrations, and certifications you add, including the credential numbers, issuing state or body, and issue and expiration dates.
- Documents you upload — copies of licenses, certification cards, diplomas, and similar files you choose to store in your private document vault.
- Career records you add — work history, malpractice insurance history, education, and continuing-education activity.
- Messages you send us — for example, when you email support.
Information we collect automatically
- Basic usage events — a limited record of in-app actions (such as signing in or adding a credential) so we can understand how the product is used and improve it.
- Technical data — standard information your browser sends and that our hosting providers log, such as IP address and device or browser type, used to operate and secure the service.
3. How we use it
- To show you your dashboard and everything you have stored.
- To send you expiration reminders by email, on the schedule you choose in your settings.
- To let you export or hand a summary of your credentials to an employer, insurer, or credentialing office — only when you choose to.
- To provide employer team features to organizations you have chosen to share with.
- To keep the service secure, prevent abuse, and fix problems.
- To improve the product using aggregated, non-identifying usage patterns.
We do not sell your personal information, and we do not use your credential data for advertising.
4. Why we're allowed to process your data
We process your information to provide the service you signed up for, to meet our legal obligations, and for our legitimate interest in operating and improving Veridoc securely. Where the law requires it, we rely on your consent — for example, before sharing any credential with an employer.
6. Service providers we rely on
We use a small number of trusted providers to run Veridoc. Each processes your data only to provide their service to us:
- Supabase — database, authentication, and secure file storage for your account and credential data.
- Vercel — hosting for the website and application.
- Resend — delivery of Veridoc’s emails: the reminder and notification emails you have opted into, and team invitation emails sent to the address an employer enters when inviting a clinician.
These providers may store and process data in the United States and other countries.
7. How we protect your information
We take the sensitivity of credential data seriously. Your data is encrypted in transit and at rest, and access is restricted so that each account can reach only its own records. You can add two-step verification to your account for an extra layer of protection at sign-in.
No online service can promise perfect security, but we work to protect your information and to limit who can access it to what is necessary to run the service.
8. How long we keep it
We keep your information for as long as your account is active. If you delete a record, it is removed from your account. If you delete your account, we delete your data and sign-in identity. Some limited information may remain in backups for a short period, or where we are required to retain it by law, before being removed.
9. Your choices and rights
- Access and export. You can view all of your data in the app and export your credentials as a PDF or spreadsheet at any time.
- Correction. You can edit or update any record you have added.
- Deletion. You can delete individual records, or delete your whole account from Settings.
- Reminders. You control which email reminders you receive, and can turn them off.
- Sharing. You choose which credentials — and which individual uploaded files, if any — each employer can see, and can change or withdraw that at any time; leaving a team ends their access immediately.
Depending on where you live, you may have additional rights over your personal information. To make a request, contact us using the details below.
11. Children
Veridoc is intended for licensed and training healthcare professionals and is not directed to children. We do not knowingly collect information from anyone under 16.
12. Changes to this policy
We may update this policy as the product changes or as the law requires. When we make a material change, we will update the date at the top and, where appropriate, let you know in the app or by email.
13. Contact us
Questions about your privacy, or a request about your data? We're happy to help.
Email: veridoc2@gmail.com
[Add the registered business name and mailing address once the LLC is set up.]