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Privacy

Draft to be reviewed by counsel before going live.

Your customer file and your order book are trade secrets. VetLane keeps them in a closed environment, never hands them to an AI model, and turns them into dated evidence of your diligence.

Our commitments at a glance

  • No AI on your data. Your files are never sent to an AI model provider and never used to train a model.
  • Evidence, not an answer. Every check ends in a sealed, timestamped record that cites each list and its version.
  • Nothing invented. Screening compares your data with official government files using fixed rules: the same input always gives the same result.
  • Lists kept current. Official lists are downloaded every day, each version is kept, and your customers are screened again when a list changes.

Confidentiality: your data stays yours

  • Your imports, results and documents are never sent to an AI model provider, and never used to train or improve any model, ours or a third party's.
  • The HS classification assistant works with local rules, not with a language model. Any future use of an AI model on your data would require your explicit, written consent.
  • Each organization's data is isolated from every other organization's. A VetLane staff member can only see your data during a support session that your account owner grants, limited in time and recorded in your audit log.
  • Requests you send to our support from the app stay in VetLane. The notice e-mailed to our team carries the request number and subject only.
  • We do not sell, share or reuse your data. We do not use it to build lists, rankings or market studies.

Evidence you can keep in your export file

A screenshot of a chatbot answer is neither dated reliably, nor sourced, nor reproducible. A VetLane record is:

  • dated: each record carries a UTC timestamp and a timestamp token issued by a time-stamping authority (RFC 3161);
  • sourced: it lists every database checked, with the version and date of each list used;
  • sealed: its SHA-256 fingerprint lets anyone confirm, on our verification page, that it has not been altered;
  • reproducible: the list versions are kept, so the same check can be replayed with the same result;
  • traceable: every decision on a match (confirmed or dismissed) is recorded with its author, date and reason.

A record is evidence of the checks you performed. It is not legal advice and does not replace your own analysis; its weight is assessed by the authority that reviews it.

Results that are never invented

  • No language model takes part in screening or scoring. Names are compared with the official files by a fixed matching method (similar spelling, aliases, country), which gives the same result every time.
  • Every alert names the list, the listed entry, the date of designation and the date of the list version used. A point of the VetLane Score always refers to a criterion, a source and a date.
  • A missing piece of information lowers the verifiable data shown next to the score; it is never counted as clear.
  • VetLane never dismisses a match on its own: only a person from your organization can do so, with a written reason.

Official lists, kept current

  • The official lists (US Consolidated Screening List, OFAC, EU, UK, UN) are downloaded every day from the government sources. Each download is kept as a dated version; nothing is overwritten.
  • When a list changes, your active customers are screened again automatically, and you receive an alert only if one of your results changes.
  • If a list could not be refreshed for 48 hours, our team is alerted, and every record prints the date of the last successful update of each list.
  • You can always tell whether a buyer was listed at the time of the order, not only today.

What we process

Account data (name, business e-mail, password hash), the files you import (business contacts of your customers, orders, catalogue), the results we compute, the requests you send to our support, and technical logs. Imports never require the name of a person. Free checks made without an account are stored with their query, their result and a one-way fingerprint of your IP address (never the address itself), to apply the monthly allowance.

Where

Hosting, databases and backups are located in the European Union. Sub-processors: [HOSTING PROVIDER], [BACKUP STORAGE PROVIDER], [E-MAIL PROVIDER], Stripe (payments), [TIMESTAMP PROVIDER]. No AI model provider is a sub-processor.

How long

  • Imported files: deleted 90 days after analysis.
  • Free checks: deleted after 12 months.
  • Records, decisions and signed statements: 5 years (the record-keeping period of EAR Part 762), unless you close your account and ask for deletion.
  • All data of an organization: deleted 30 days after the end of the subscription, except records you asked us to keep.
  • Backups: encrypted copies kept at a second provider in the European Union for 12 months at most. Data deleted from VetLane disappears from the backups when they expire, and is deleted again if a backup is ever restored.

Your rights

Export all your data (ZIP) or close your account from Settings. For any request: olivier@vetlanehq.com. A data processing agreement is available on request; it includes the commitment not to use your data with AI models.

Cookies

One session cookie and one security cookie (CSRF), both strictly necessary. No advertising or analytics cookie. Fonts are served by VetLane, not by a third party.