Privacy Policy

VettLine is a recruiting CRM used by trucking and logistics companies (our customers). For the driver and applicant information a customer puts into VettLine, the customer decides why and how it is used and we process it on their behalf. For account, billing and usage information about the customer's own staff, we are the controller.

• Account data: name, work email, company name, time zone, role, and login activity (including country and a truncated IP address).
• Driver and applicant data entered or imported by customers, including contact details, work history and, where the customer records it, sensitive items such as Social Security number, date of birth, driver's licence number and motor vehicle record (MVR) results.
• Records synced from Tenstreet when a customer connects it.
• Call and text content and metadata, and call recordings, when a customer uses calling and messaging.
• Notes, documents and other content customers add.
• Technical data needed to run and secure the service, such as device type and error logs.

To provide and secure the service, authenticate users (including two-step verification), process payments, send service emails, provide support and improve reliability. Customer content is not sold, and is not used to advertise.

When AI features are used, the relevant text (for example a call transcript or notes) is sent to our AI model providers (currently Anthropic) to produce the result. We use them under commercial terms that do not allow them to train models on your content. Prompts exclude Social Security numbers, dates of birth and driver's licence numbers. AI outputs are suggestions that a person reviews.

Social Security numbers, dates of birth and licence numbers are stored encrypted, displayed masked, and revealed only to authorised roles; every reveal is written to an audit log. Data is isolated per company, and all traffic uses encryption in transit.

Within a customer, access follows the roles that customer sets. Designated VettLine global staff can access customer workspaces for support, security and operations; that access may occur from outside the United States, is protected by multi-factor authentication, and is logged. We do not otherwise share data except with the sub-processors below, when the law requires, or in a merger or sale of the business.

• Vercel: application hosting and delivery
• Supabase: database, authentication and file storage
• Telnyx: phone calls, text messaging and call recording (a later phase of the service)
• Brevo: transactional email
• Stripe: subscription billing and payments
• Anthropic: AI summaries and suggestions generated from the data you choose to process

We keep account and customer data while the account is active. After an account is closed or the subscription ends, customer data remains available for export for 30 days, and is then deleted from our live systems within 60 days after that (90 days in total). Backups age out within 35 days of deletion. Records we must keep for legal holds, tax or dispute reasons are excepted.

Audit logs are kept for at least 12 months and may then be deleted; security and audit records may be kept longer where the law requires. Call recordings and transcripts (part of a later phase of the service) are kept for 24 months by default; a customer administrator may set a shorter period. They are deleted with the account as described above.

Applicants should contact the trucking company they applied to about their data. Customers can export or delete their data by contacting us. Depending on where you live you may have rights to access, correct or delete your information; we will help our customers respond to such requests.

VettLine is not directed to anyone under 18. We will announce material changes to this policy in the app or by email.

support@vettline.com