Privacy Policy
Last updated: [DATE]
This policy explains what information Vareth collects, why we collect it, and what we do with it. It applies to varethsystems.com and the Vareth customer portal.
Plain version: we collect what we need to run your account and build your operations system. We don't sell your data. Your agency's assessment answers are used to generate your materials and to improve the product — nothing else.
1. Who we are
Vareth ("Vareth", "we", "us") operates varethsystems.com and the Vareth customer portal. You can reach us at isaiah@varethsystems.com or by mail at [BUSINESS MAILING ADDRESS].
2. Information we collect
Information you give us
- Contact details — your name, email address, agency name, and role, submitted through forms on our site.
- Assessment responses — the answers you provide to our operations assessment, including information about your agency's staffing, scheduling, documentation, billing, and quality practices.
- Account information — the email address and password you use to access the customer portal.
- Community contributions — posts, comments, and questions you submit to the community area of the portal.
- Correspondence — messages you send us by email or through the site.
Information collected automatically
- Basic technical data such as IP address, browser type, device type, referring page, and pages viewed.
- Cookies and similar technologies used to keep you signed in and to remember your preferences. [IF YOU ADD ANALYTICS, NAME THE TOOL HERE.]
Payment information
Payments are processed by Stripe. We do not receive or store your full card number. We receive confirmation of payment, the last four digits of your card, and your billing details as needed to manage your subscription.
3. How we use your information
- To score your assessment and generate the operations materials in your account.
- To create and maintain your portal account and deliver the tier you subscribed to.
- To process payments, renewals, and cancellations.
- To send account and service emails, such as welcome messages, password resets, receipts, and notices about material updates.
- To respond to your questions and provide support.
- To improve the assessment, the materials we generate, and the product generally.
- To send marketing emails, where you have opted in or where permitted by law. Every marketing email includes an unsubscribe link.
- To protect the security and integrity of the service and to comply with legal obligations.
4. Service providers we share information with
We do not sell your personal information. We share it only with providers who help us operate the service, and only as needed:
- Netlify — website hosting and form submissions.
- Cloudflare — domain and DNS services.
- Stripe — payment processing and subscription billing.
- Mailgun — sending transactional and account email.
- Google Workspace — business email and correspondence.
- Anthropic — our materials are generated using Anthropic's Claude API. Your assessment responses are transmitted to Anthropic for this purpose.
- [ADD YOUR BACKEND HOST HERE ONCE DEPLOYED — e.g. Render, Railway, Fly.io.]
We may also disclose information where required by law, to enforce our Terms of Service, or in connection with a sale or transfer of the business.
A note on your agency's data. Vareth is not designed to receive protected health information. Please do not submit patient names, medical records, or other client health information through the assessment, the portal, or the community area. We are not a HIPAA business associate and no business associate agreement is in place.
5. Community area
Anything you post in the community area is visible to other Vareth subscribers. Your assessment answers, generated materials, and account details are never shown to other subscribers. Do not post confidential agency information or anything about specific clients or employees.
6. How long we keep information
We keep your account information and assessment responses for as long as your subscription is active, and for a reasonable period afterward so you can reactivate without starting over. We keep billing records as long as required for tax and accounting purposes. You can ask us to delete your information at any time using the contact details above.
7. Your choices and rights
- Access and correction — you can view and update your account details in the portal, or ask us for a copy of the information we hold.
- Deletion — you can ask us to delete your account and associated data.
- Marketing — you can unsubscribe from marketing email at any time. We will still send necessary account and billing messages.
- State privacy rights — depending on where you live, you may have additional rights over your personal information, including the right to know what we collect and to request deletion. We honor these requests regardless of your state.
To exercise any of these, email isaiah@varethsystems.com. We will respond within 30 days.
8. Security
We use industry-standard measures to protect your information, including encrypted connections, hashed passwords, and access controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Children
Vareth is a business product and is not directed to anyone under 18. We do not knowingly collect information from children.
10. Changes to this policy
We may update this policy as the product changes. When we do, we will revise the date at the top of this page. Material changes will be communicated by email to active subscribers.
11. Contact
Questions about this policy or your information:
isaiah@varethsystems.com
[BUSINESS MAILING ADDRESS]