Privacy policy

[business name] (“Vettari”, “we”) makes Vettari, software that independent recruiters and recruiting firms (each a “desk”) use to find candidates, keep track of searches and stay in touch. This policy covers vettari.app, the Vettari Chrome extension, and text messages sent through Vettari.

A desk decides what it does with candidates’ information, and we handle that information on the desk’s behalf. If you’re a candidate, your recruiter is the first place to ask about your information; we’ll help them answer.

What we collect

• About people who use Vettari: name, email address, the desk they belong to and their role on it, sign-in records, settings, and a record of what they do on a desk (what they changed, and the searches they describe).
• About candidates, added by a recruiter: name and contact details; résumés and other documents you or they provide; the text of a LinkedIn profile page a recruiter is viewing and chooses to save with the Vettari extension (not photos, recommendations, activity, interests or causes); the recruiter’s notes; where you are in a search; and whether you’ve agreed to text messages or asked to stop them.
• About professionals in public records: a desk can switch on public sources, such as a state’s lists of licensed property managers and brokers, or companies’ public filings. From them we keep a professional’s name, licence number, type, status and expiry date, firm and city, and the names of company officers in filings, so a recruiter can decide whom to approach.
• About recruiters’ clients: names, contact details, and their feedback on the candidates a recruiter shares with them.
• Text messages: the messages exchanged through Vettari; opt-outs; and, when you agree to texts, a record of it: the time, the wording you agreed to, the phone number, and the IP address and browser you agreed from.

How we use it

To run each desk: searching its candidates, keeping its searches and notes, scheduling, and sending the messages its recruiters choose to send. Also to keep the service working and secure, and to meet legal obligations. We don’t sell personal information, and we don’t use it for advertising. With a desk’s permission, we may use a few of its résumés, with names and contact details removed, to test how well Vettari reads them.

How Vettari uses AI

Vettari uses AI to read résumés into facts (a current title, licences held) and to rank a desk’s candidates by how well their résumés, saved LinkedIn profiles and the recruiter’s notes match what a recruiter describes. AI ranks; people decide. A fact the AI isn’t sure of goes to a person to check before it’s used. Vettari doesn’t use AI to infer age, sex, race, religion, health, family status, national origin or any other protected characteristic, and sentences in a recruiter’s notes about those things aren’t used to rank.

The AI providers we use, Anthropic (Claude) and Voyage AI, process that text on our behalf, and neither trains its models on it. The email addresses, phone numbers and web links we can recognise are removed from text before it’s sent to Voyage AI.

Who we share it with

• The people on the desk that holds your information.
• A recruiter’s client, when the recruiter chooses to present you to them for a role.
• Providers that run parts of the service for us: Supabase (database and storage), Vercel (hosting), Resend (email), Twilio (text messages), Anthropic and Voyage AI (AI). They may use it only to provide their service to us.
• Anyone we’re required to share it with by law.

Mobile information: no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, except the service providers that store it and deliver messages for us.

Keeping and deleting it

A desk keeps a candidate’s information until it deletes it, and a recruiter can delete a candidate at any time. Résumés, saved profiles and other files are deleted automatically four years after they’re added (facts read from them stay on the person’s record), and the record of a search a recruiter describes after 90 days. If you ask a recruiter, or us, to delete your information, it’s removed from that desk: your record, documents, notes and messages. Copies in our database provider’s backups go when those backups are replaced.

After a deletion request, that desk keeps one-way fingerprints of your email addresses and LinkedIn link (and of any ID from another system it imports from), so it doesn’t add you back under them. If you were in a public licence list, we remove you from the desk and it keeps your licence number (or, without one, your name) so the next update doesn’t add you back. The desk’s copy of the public list itself, where you still appear, stays until no list has included you for 24 months.

If you’d agreed to text messages, we keep a receipt of that for five years after your information is deleted: the phone number in coded form, when you agreed (and stopped, if you did) and which wording you agreed to. Not your name, and the desk can’t see it. It lets us show that you agreed, if that’s ever questioned.

A desk keeps the public lists it switches on, and the professionals in them, until no list has confirmed someone for 24 months, including after the desk switches a source off. Someone no longer on a list is marked that way. Someone a recruiter set aside goes the same way, and is added again if a list still names them.

Your choices

• Ask to see, correct or delete your information, through your recruiter or by writing to us.
• Stop text messages at any time by replying STOP, or by telling your recruiter. See the text message terms.
• Depending on where you live, you may have other rights over your information. We honour those requests too.

Cookies

Vettari’s site uses cookies only to keep people signed in and to remember how they’ve set the page out (whether the side menu is open). There are no advertising or tracking cookies.

Security

Information is encrypted on its way to and from Vettari and, by our database provider, at rest. Each desk’s information is kept separate: people on one desk can’t see another’s. We reach a desk’s information only to run and support the service. Text messages travel over phone carriers’ networks, which don’t encrypt them end to end.

Children

Vettari is for adults looking for work and the people who recruit them. It isn’t meant for anyone under 18.

Changes and contact

When this policy changes, the date at the top changes too. Questions or requests: [business name], [mailing address], [support email].