Privacy Policy

Effective Date: September 30, 2026

This Privacy Policy explains how Vettd Pros LLC, an Oklahoma limited liability company ("Vettd Pros," "we," "us," or "our") collects, uses, discloses, retains, and protects information in connection with the Vettd Pros website, applications, services, integrations, and private professional network (collectively, the "Services").

Vettd Pros is designed as a private operational intelligence network for verified service-based businesses and their authorized users ("Service Professionals"). The Services may also maintain records relating to individuals who request, receive, consider, schedule, cancel, or otherwise participate in legitimate business interactions with Service Professionals ("Service Recipients").

This Policy should be read together with the Vettd Pros Terms of Service and applicable Governance Standards, including the Vettd Standard™, Reporting Standards, Disputes & Appeals Standards, BOLO Standards, Trust Score & Accuracy Standards, Data Retention Standards, and Community Guidelines.

1. Information We Collect

1.1 Information From Service Professionals

When a Service Professional creates or uses an account, we may collect business and account information such as business name, owner or authorized-user information, contact information, credentials, subscription information, business verification information, industry, service area, connected-system information, notification preferences, and account activity.

When an account owner invites a team member, we collect the team member's name, email address, role, and permissions. Alert email addresses and mobile numbers are collected only when a user enters them in their own settings and confirms them with a one-time code.

1.2 Information From Connected Business Systems (CRM)

Service Recipient records are intended to originate through approved integrations rather than manual creation. When a Service Professional connects a customer relationship management system (currently Housecall Pro), Vettd Pros reads that Service Professional's customer list and job list. From customer records, this includes names and company names, up to three phone numbers, email addresses, service addresses and previously recorded addresses, the date the customer was created, the lead source the Service Professional recorded (for example, the website or marketplace the customer came from), and tags the Service Professional applied to customers and jobs, which are used only to identify where a customer came from and to recognize a "Do Not Service" tag. From job records, this includes which customer a job belongs to, the job's status, and key dates such as when it was booked and completed.

Vettd Pros does not collect job descriptions or line items, invoice or estimate amounts, payments, deposits, card or bank details, schedules or dispatch information, employee information, or private notes kept in the connected system.

A connected system may notify Vettd Pros in real time when a customer or job is created or updated, so that alerts can be delivered promptly. Synchronization of a record from a connected system may help establish that a legitimate business interaction existed, but it does not independently verify the truth of a later Report.

1.3 Information From Connected Phone Systems

A Service Professional may choose to connect a business phone system (currently Quo) and select which of its business lines to connect. For those lines only, Vettd Pros collects:

• Calls: the other person's phone number, the business line, the direction of the call, and when it started and ended. If the Service Professional imports past calls, the same details for earlier calls with existing customers, including whether an automated assistant answered.
• Texts: the other person's phone number, the business line, and the time the message was sent or received. Vettd Pros never collects the content of text messages.
• Contact names: the first and last name the Service Professional saved in the phone system for numbers that belong to their existing customers, used only to check that the name matches the CRM.

Vettd Pros never collects call recordings, voicemails, transcripts, message content, or any other contact details such as emails, company names, or notes, and collects nothing from lines the Service Professional did not select. Call and text details from numbers that are not yet a customer are kept so they can be matched if that person later becomes a customer. The access key for the phone system is stored encrypted and is used only to set up and remove the connection and to look up past calls and contact names.

1.4 Reports, Ratings, and Supporting Documentation

Service Professionals may submit Reports concerning firsthand legitimate business interactions. Reports may include ratings, standardized classifications and tags, categories, written descriptions, dates, status information, and optional Supporting Documentation such as photos or files. Certain heightened features, including BOLOs, may require Supporting Documentation under the applicable Governance Standards. Vettd Pros records internally which user submitted a Report, but Reports are shown to other Service Professionals under the business's name only.

1.5 Identity and Business Verification Information

To maintain the Accuracy ID Score (AID), Vettd Pros may send a Service Recipient's name, phone number, email address, and address to identity-data and phone-data providers and receive back information about whether those details are valid, match one another, and belong together, such as phone line type. These checks confirm identity details only; they are not credit, criminal, or background checks.

To evaluate Service Professional businesses, Vettd Pros may use public business listings, accreditation records, website and domain registration records, and business address information, including map coordinates derived from addresses.

1.6 Access My Record and Record Requests

A Service Recipient may see the information Vettd Pros holds about them, and dispute a Report, through Access My Record at vettdpros.com/record. It is free, and no account is needed.

• Finding a record. The Service Recipient enters their first name, last name, email address, and phone number. A record is found only when all of these match a record held by a Service Professional.
• Verifying identity. Before any information is shown, Vettd Pros emails a one-time code to the address entered, then asks the Service Recipient to identify an address that has belonged to them from a list of options. If that answer is not correct, Vettd Pros may ask a different question or send a backup code to another email address already associated with the record. Repeated incorrect answers pause further attempts for 24 hours.
• What is shown. A verified Service Recipient can see the ratings associated with them across the Network, including the type of business that left each rating (not the business's name), the rating, any standardized flags, the date, and whether the rating is tied to a job Vettd Pros has confirmed was completed.
• Disputing a Report. A verified Service Recipient may dispute a rating and explain why. Each dispute receives a reference number and an email confirmation. While a dispute is under review, the rating is shown to Service Professionals as disputed and under review, and the Service Professional that left it is notified and may provide Supporting Documentation. Vettd Pros aims to email the Service Recipient the outcome within 15 business days.
• Help by email. A Service Recipient who cannot complete verification online, for example because they no longer have access to the email address on the record, may use the "Contact support" option on the Access My Record page or email hello@vettdpros.com with the subject line "Record request." Vettd Pros will verify their identity before sharing or changing anything.

By submitting identifying information to Vettd Pros for a record request, whether by email or through Access My Record, the Service Recipient authorizes Vettd Pros to use, compare, validate, cross-reference, and update that information for identity verification, Record matching, duplicate prevention, fraud prevention, dispute administration, AID maintenance, and Network accuracy. Verification of identity does not constitute agreement that any Report, rating, allegation, or other information in a Service Record is accurate.

1.7 Waitlist and Website Information

When a business joins the Vettd Pros waitlist, we collect the information entered, such as name, business name, email address, phone number, and city, and use it to send the requested waitlist and early-access emails. The guided demo on our website uses made-up sample data only.

1.8 Vera, Our Assistant

If you ask Vera, the Vettd Pros assistant, a question, the text you type is processed by an artificial-intelligence service provider to generate a reply. Please do not enter sensitive personal information into Vera.

1.9 Technical, Device, and Usage Information

We may collect IP address, device and browser information, authentication events, access logs, searches, Record access history, feature usage, timestamps, security events, cookie or similar technology data, and diagnostic information.

1.10 Communications and Notification Information

We may collect email addresses, telephone numbers, notification preferences, consent and opt-out records, delivery status, bounce or failure information, and related communication metadata when providing email, SMS/text, or in-app notifications, including a record of which alerts were sent, to which confirmed address, and when.

1.11 Payment Information

Subscription and payment transactions are processed by our third-party payment provider. Vettd Pros may receive transaction identifiers, payment status, billing details, refunds, chargeback information, and limited payment-related information, but does not receive or store complete payment-card credentials.

2. How We Use Information

We may use information to:

• Provide, operate, secure, maintain, and improve the Services and private Vettd Pros Network.
• Authenticate Service Professionals and authorized users and evaluate business validity.
• Create, match, maintain, and administer Service Records.
• Calculate, validate, update, and maintain Trust Scores, AID, Business Validity Scores (BVS), and related indicators consistent with applicable Governance Standards.
• Prevent duplicate or mistaken identity associations and improve identity-resolution and Record-matching technology.
• Send automatic, real-time alerts a Service Professional has turned on, for example when a customer who has been served before or who has been flagged books a job, is added to their CRM, calls a connected line, or sends a first text to a connected line, and when a job is marked completed.
• Ask a Service Professional to rate a customer only after the connected system shows the job was completed.
• Prepare reports for a Service Professional about their own business, such as where they have served customers and where their customers came from.
• Process Reports, BOLOs, disputes, appeals, corrections, responses, and Supporting Documentation.
• Provide in-app, email, and SMS/text notifications based on account requirements, user preferences, consent, and applicable law.
• Run the waitlist and invite businesses to early access.
• Detect, prevent, and investigate fraud, abuse, unauthorized access, manipulation, security incidents, and violations of our agreements or Governance Standards.
• Provide customer support, including through Vera, and respond to inquiries.
• Process subscriptions, billing, refunds, and other transactions.
• Analyze product performance, reliability, usage, and Network integrity and develop or improve features, models, matching methods, and safeguards.
• Comply with law, legal process, and enforceable governmental requests and establish, exercise, or defend legal claims.

3. Trust Score, AID, and BVS

3.1 Trust Score

The Trust Score is intended to summarize relevant legitimate service-interaction history and operational information. It is not intended to determine a person's character, creditworthiness, legal responsibility, or general suitability. Eligible Reports may influence the Trust Score for up to seven (7) years from the date the Report is submitted to Vettd Pros, subject to the applicable Governance Standards.

3.2 Accuracy ID Score (AID)

AID reflects confidence in the accuracy, consistency, and association of identifying information connected to a Service Recipient or Service Record. AID may consider identifying information, relationships among such information, results from identity-data providers, completed-job records, and whether a phone number has been confirmed through a connected phone system. It is not intended to measure behavior, character, payment history, or reliability.

3.3 Business Validity Score (BVS)

BVS is intended to evaluate the legitimacy, verification status, and integrity of participating Service Professional businesses. Vettd Pros may use BVS for verification, Network integrity, and eligibility for certain platform features. Other Service Professionals see a business's score only; the breakdown behind it is visible only to that business.

3.4 Proprietary Methods

Vettd Pros does not disclose proprietary formulas, weights, thresholds, identity-matching methods, fraud-detection techniques, or other confidential methodologies used to calculate or maintain scores and indicators.

4. What Other Service Professionals Can See

• Customer lists stay private. No Service Professional can browse another's customer list, and importing a customer from a CRM does not by itself share anything about that customer with other businesses.
• Reports. Ratings, tags, notes, and Supporting Documentation submitted as Reports may be shown to other authorized Service Professionals, under the submitting business's name and never the individual user's name, subject to the Governance Standards.
• "Served before" alerts. When a customer who has been served before contacts or books with a Service Professional, the alert may state totals only, such as the number of completed jobs recorded across Vettd Pros and the number of different businesses that recorded them. These alerts never name the other businesses or show when or what they served.
• Phone records. Call and text details from a Service Professional's phone system are never shown to other businesses. Where they contribute to AID, other businesses see only that a detail was verified through an independent phone system.
• Network totals. Network-wide figures count businesses, not individual logins, and include only active businesses that meet minimum activity requirements.

Vettd Pros does not make private Service Records generally available to the public. Service Professionals are subject to confidentiality and permitted-use restrictions under the applicable Governance Standards and Terms of Service.

5. How We Disclose Information

We may disclose information in the following circumstances:

• Within the private Vettd Pros Network to authorized Service Professionals as described in Section 4, when permitted by the Services, account permissions, and applicable Governance Standards.
• To vendors and service providers that support hosting, cloud infrastructure, communications, analytics, security, identity verification, payment processing, customer support, and other operational functions, subject to appropriate contractual or legal protections.
• To professional advisors, auditors, insurers, attorneys, or similar parties where reasonably necessary.
• To law enforcement, courts, regulators, governmental authorities, or other parties when required or permitted by law or reasonably necessary to protect rights, safety, security, or Network integrity.
• In connection with a merger, financing, acquisition, reorganization, bankruptcy, sale of assets, or similar corporate transaction, subject to applicable law.
• With consent or at the direction of the person or business to whom the information relates.

5.1 Service Providers We Use

As of the effective date, the service providers that handle information on our behalf are:

• Supabase — database, file storage, and server functions.
• Netlify — website and application hosting.
• Housecall Pro and Quo — only for Service Professionals who connect them, to read the information described in Sections 1.2 and 1.3.
• Stripe — subscription payments.
• Brevo and Resend — email delivery; Brevo also delivers SMS/text notifications where enabled.
• Trestle and Twilio — phone and identity-detail verification.
• Google (business listings), the Better Business Bureau, and domain registration services — business verification.
• U.S. Census Bureau geographic services — converting addresses to map locations.
• Anthropic — the artificial-intelligence service that powers Vera.

Vettd Pros does not sell personal information to data brokers or advertisers and does not share it for third-party or cross-context behavioral advertising.

All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.

6. Data Retention

Vettd Pros is designed to preserve legitimate historical Service Record information. The period during which information influences a score is separate from the period during which Vettd Pros may retain that information.

A Report may cease influencing a Trust Score after the applicable seven-year scoring period while remaining part of the historical Service Record. Subject to applicable law, Vettd Pros may retain certain information for extended periods, including indefinitely, when reasonably necessary to preserve legitimate Service Record history, maintain identity accuracy, improve AID and Record-matching technology, prevent fraud or mistaken identity, preserve dispute or audit history, protect Network integrity, or satisfy legal obligations.

Historical identity information associated with older Reports may continue to be used for identity accuracy, AID, duplicate detection, Record matching, fraud prevention, and similar Record-integrity purposes even when the behavioral or operational content of the Report no longer influences the Trust Score.

Call and text details from a connected phone system are kept for as long as the Service Professional's account exists. When a Service Professional removes a phone-system connection, Vettd Pros deletes the stored access key and saved contact names and stops collecting new call and text details. Waitlist information is kept until the business joins, asks to be removed, or the waitlist ends.

Long-term retention does not mean that all retained information will remain actively displayed, influence scores, or be used for every platform purpose. Retention remains subject to applicable law and legally required deletion, restriction, or preservation obligations.

7. Privacy Rights and Record Requests

Depending on where a person resides and applicable law, they may have rights to request access to, correction of, deletion of, restriction of, or information about certain personal information, or to exercise other privacy rights.

To exercise applicable rights, a Service Recipient may use Access My Record at vettdpros.com/record, or email hello@vettdpros.com with the subject line "Record request" (see Section 1.6). A request to delete information does not automatically require deletion of Reports, historical Service Records, dispute records, fraud-prevention information, security records, audit information, or other information Vettd Pros is permitted or required to retain.

Challenges to the accuracy or compliance of Reports are administered under the Disputes & Appeals Standards. An active disputed Report may be marked as disputed and may cease affecting applicable scoring while the dispute is unresolved, consistent with those Standards.

Vettd Pros may require reasonable verification before fulfilling a privacy or Record-access request to protect against unauthorized disclosure, mistaken identity, or fraud.

8. Cookies and Similar Technologies

Vettd Pros may use cookies, local storage, pixels, SDKs, or similar technologies for authentication, security, preferences, functionality, analytics, and performance. Vettd Pros does not use third-party advertising cookies. Where required by law, Vettd Pros will provide appropriate choices or consent mechanisms.

9. Email, SMS/Text, and In-App Communications

Vettd Pros may provide operational, security, dispute, BOLO, Record-activity, alert, account, and other notifications through in-app messaging, email, or SMS/text, depending on the nature of the communication, user preferences, consent, and applicable law. Alerts are sent only to an email address or mobile number that the receiving user entered in their own settings and confirmed with a one-time code. Vettd Pros does not send text messages to Service Recipients.

Optional notification settings may be changed through the Services where available. Certain administrative, transactional, security, legal, or account-related communications may be necessary to provide or protect the Services and may not be treated as optional marketing communications.

SMS/text recipients may use available opt-out mechanisms, including recognized carrier or provider opt-out commands where supported. Vettd Pros may retain consent and opt-out records as reasonably necessary to honor communication preferences and comply with applicable law.

SMS notifications are sent only to a mobile number that an authorized user has entered into their own Vettd Pros account settings and verified through the verification process provided by Vettd Pros. Message frequency varies. Message and data rates may apply. See our SMS Terms.

Reply STOP to any message to opt out of SMS notifications. Reply HELP for assistance, or contact hello@vettdpros.com.

All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties. SMS consent is never shared for third-party marketing. Mobile phone numbers and SMS consent collected by Vettd Pros are used to provide requested notifications and related account communications. Vettd Pros does not sell, rent, or share mobile numbers or SMS consent with third parties for their own marketing purposes. Mobile numbers may be provided to communications service providers acting on Vettd Pros' behalf solely as necessary to deliver and administer messaging services, subject to applicable contractual and legal restrictions.

10. Security

Vettd Pros uses reasonable administrative, technical, and organizational safeguards designed to protect information, including encryption of information in transit and encrypted storage of the access keys used for connected systems. No system, transmission method, or storage technology can be guaranteed to be completely secure, and Vettd Pros does not guarantee absolute security.

11. Children

The Services are intended for business use and are not directed to children. Vettd Pros does not knowingly permit children to create Service Professional accounts. If Vettd Pros learns that personal information has been collected from a child in a manner prohibited by applicable law, it may take appropriate steps to delete or otherwise address the information.

12. U.S. Operations and Data Processing

Vettd Pros may process and store information in the United States and in other locations where its service providers operate, subject to applicable law and appropriate safeguards.

13. Changes to This Privacy Policy

Vettd Pros may update this Privacy Policy from time to time to reflect changes in the Services, Governance Standards, technology, legal requirements, or business practices. When required, Vettd Pros will provide notice of material changes through the Services or other appropriate means. The effective date above identifies the current version.

14. Contact

Questions, privacy requests, or concerns regarding this Privacy Policy may be sent to hello@vettdpros.com or submitted through the other contact or privacy-request methods made available on the Vettd Pros website or within the Services.

Vettd Pros LLC
3000 W Memorial Rd Ste 123-116
Oklahoma City, OK 73120
Email: hello@vettdpros.com