Privacy Policy

Who we are

VetFlow ("we", "us") provides a managed candidate-vetting service to recruitment agencies. This policy explains how we handle personal data and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. You can contact us at hello@vetflow.co.uk.

Our role: processor and controller

When we vet candidates on behalf of a recruitment agency, the agency is the data controller and VetFlow acts as a data processor — we process candidate data only on the agency's instructions and for the purpose of screening and ranking candidates. For our own account holders and website visitors, we act as the data controller.

What we collect

• Candidate data: name, contact details, and CV content submitted to us for vetting.
• Client account data: the email address, agency name and login credentials of agency users.
• Enquiry data: details you provide when you request a call or contact us.
• Usage data: basic technical logs needed to operate and secure the service.

How we use it

Candidate data is used solely to screen, score and rank candidates against the role criteria the agency provides, and to return that assessment to the agency. We use account and enquiry data to provide the service, respond to you, and manage billing. We do not sell personal data, and we do not use candidate CVs to train third-party AI models.

Sub-processors

We use trusted infrastructure providers to deliver the service, including hosting, database/storage, and an AI model provider used to perform the vetting. These providers process data on our behalf under appropriate data-protection terms.

Retention & deletion

Candidate data is retained for as long as the agency requires it for recruitment purposes. Agencies can delete any candidate — and their stored CV — at any time from the dashboard, and can ask us to remove all their data when their service ends.

Your rights

Individuals have the right to access, correct, or request deletion of their personal data, and to object to or restrict its processing. As candidate data is controlled by the relevant agency, such requests are usually directed to that agency; we will assist the agency in fulfilling them. To exercise any right, contact hello@vetflow.co.uk. You also have the right to complain to the UK Information Commissioner's Office (ICO).

Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls, and tenant isolation so one agency's data is never visible to another.

Changes

We may update this policy from time to time. Material changes will be reflected by the "last updated" date above.