Platform Services Privacy Notice

1. What this notice covers

This notice applies to the hosted administrative platforms Verigent Group, LLC ("Verigent") builds and operates for its clients under a written Master Services Agreement and Statement of Work. It is separate from the privacy policy governing verigentgroup.com, which covers visitors to our website.

If you are an authorised user of a platform Verigent operates for your organisation, this notice describes how we handle information in that platform.

2. Our role

For data a client places in, or connects to, a Verigent platform, the client is the controller of that data and Verigent acts as a processor on the client's instructions. We do not use client data for our own purposes, do not sell it, and do not use it to train models or build products for other clients.

3. What a platform holds

Depending on the Statement of Work, a platform may hold:

• Business records — customer and facility records, contract terms and dates, contracted fees, billing contacts and billing preferences.
• Personnel records — names and contact details of a client's staff or contractors, and where the client's source records contain them, additional identifiers.
• Financial records read from connected accounting systems — customers, invoices, bills and payments.
• Documents and document metadata — generated agreements, and links to documents stored in the client's own systems.
• Authentication and audit records — the identity of each signed-in user and a log of actions taken.

4. What a platform does not hold

• No protected health information. Platforms are not designed for and are not to be used for PHI. Where a client has confirmed in writing that a HIPAA Business Associate Agreement is not required, that confirmation is recorded in the Statement of Work.
• No payment credentials. Verigent platforms hold no card numbers, bank account numbers or payment instructions, and have no authority to move funds.
• No mailbox access. Where sign-in uses Google Workspace, the connection verifies identity, name and email address only.

5. Connected third-party systems

Where a Statement of Work provides for it, a platform connects to third-party systems using OAuth 2.0, with access granted by a client administrator and revocable by that administrator at any time.

• QuickBooks Online — read-only accounting scope. The platform reads customers, invoices, bills and payments to support invoice preparation and payment reconciliation. The platform does not write to, modify or delete any QuickBooks record. This restriction is enforced in code, not by convention.
• Basecamp — read-only metadata only: document and folder names, locations and links. The platform does not download, store, cache or proxy file contents.
• Google Workspace — sign-in and identity only.

Access tokens for connected systems are encrypted at rest using keys held in the platform's environment configuration and never in source code. Tokens are never written to logs, never rendered in the interface, and never disclosed to the client's other vendors.

6. Who can sign in

Access is restricted to named accounts on an allowlist maintained for each client. An authenticated account that is not on that list is refused on every request, not only at sign-in. Verigent personnel hold administrative access to the environment for the purpose of operating and supporting it under the Statement of Work.

7. Hosting and location

Platforms are hosted on dedicated infrastructure operated by Verigent at a third-party data centre provider, Hetzner Online GmbH, in Ashburn, Virginia, United States. All traffic is served over HTTPS.

8. Subprocessors

Verigent uses the following categories of subprocessor in operating a platform: infrastructure and hosting, managed database, and transactional error reporting where configured. A current list is available to clients on request, and Verigent will give clients reasonable notice before adding a subprocessor that processes client data.

9. Retention and deletion

Client data is retained for the duration of the engagement and for the period stated in the applicable Statement of Work. Platforms archive rather than delete material records: archived records retain a recorded reason and remain readable. On termination, Verigent will return or delete client data at the client's direction, subject to any retention obligation imposed by law.

10. Security

Verigent maintains administrative, technical and physical safeguards appropriate to the data held, including transport encryption, encryption of third-party credentials at rest, allowlisted authentication, recorded audit trails of material actions, and routine backups with periodically verified restores. No system can be guaranteed secure, and Verigent does not represent otherwise.

11. Incident notification

Verigent will notify an affected client without undue delay on becoming aware of a breach of security leading to the accidental or unlawful destruction, loss, alteration, or unauthorised disclosure of or access to that client's data, and will cooperate reasonably in the client's own notification obligations.

12. Individual rights

Requests from individuals about data held in a client's platform should be directed to that client, which is the controller of the data. Verigent will assist its clients in responding to such requests as provided in the Statement of Work.

13. Changes

Verigent may update this notice. Material changes affecting client data handling will be communicated to affected clients rather than only posted.

14. Contact

office@verigentgroup.com