Privacy Policy

Plain-language summary: We collect only what we need to run the marketplace. Clinician profiles are anonymized until you choose to share your contact details, CV, or a document with an employer — browsing and messaging keep you anonymous, but applying to a job sends that employer your CV and releases your name and contact details to them, and we tell you exactly what will be sent before you apply. We never sell your personal information. You can access, correct, or delete your data by contacting us.

1. Scope

This Privacy Policy explains how VitalPost ("we," "us") collects, uses, discloses, and protects information when you use vitalpost.io (the "Platform"). It applies to clinicians, employers, visitors, and prospective employers we contact directly about the Platform.

2. Information we collect

Information you provide:

• Account details — name, email, phone (optional), password (stored only as a salted hash), role, and for clinicians optional professional identifiers such as NPI, credentials, and specialty. If you sign in with Google or Apple, we record which provider you used.
• Clinician profiles — experience, licensure states, preferences, availability, a summary, and an optional CV.
• Credentialing documents (optional) — files you choose to upload to your private documents vault. These may include licenses, DEA registration, board certifications, training cards, malpractice certificates and claims history, diplomas, immunization and TB screening records, and government-issued photo identification. Vault documents are private to you: an employer sees a document only when you explicitly share that specific document into a conversation — with one exception, your CV. The newest CV in your vault is the CV on your profile, and applying to a job sends it to that employer (see Section 4).
• Employer profiles and listings — organization details, recruiter name and title, and the content of job postings (which must include a contact email; compensation is strongly encouraged but not required).
• Employer records about clinicians — employers can keep private notes about clinicians they have connected with, and we hold those notes on the employer's behalf. Notes are not shown to the clinician in-product; see Section 8 for how to request access.
• Communications and activity — messages you send through the Platform, screening answers, job alerts, saved jobs and saved searches, interview bookings (including the name, email, and times you provide), employer reviews you publish (which display the name you post under), and bug reports or contact messages you submit (which include your browser's user-agent string and the page you reported from).
• Payment records — for employers, a record of purchases, amounts, refunds, and the payment-processor session identifier. Card details go directly to our payment processor and are never stored by us.
• Business contact information — if you are a recruiter or hiring organization we contact about VitalPost, we may hold your name, work email, and a record of what we sent, so we can honor opt-outs and avoid contacting you repeatedly. You can opt out from any such message.

Information collected automatically:

• Basic usage information — the pages you view and the referring site, together with a randomly generated identifier we store in your browser's local storage so we can count unique visitors. That identifier is not tied to your account and is not used for advertising; you can clear it by clearing your browser's site data.
• Abuse prevention — we read your IP address transiently to rate-limit abusive traffic. We do not store it and we do not use it to determine your location.

We do not intend to collect protected health information (PHI) about patients. Please do not submit patient information through the Platform. (Health information about you — such as the immunization or TB records some employers require — is collected only if you choose to upload it to your vault.)

3. How we use information

We use information to:

• operate the marketplace — display listings, match clinicians and roles, and enable messaging;
• deliver your job applications — when you apply to a role, we send that employer your application, your name, the contact details on your profile, and the CV on your profile (see Section 4);
• verify certain professional identifiers (for example, NPI lookups);
• parse and draft content you submit using AI — for example, turning a CV you upload into a profile draft, drafting a job posting, or answering your questions in our optional AI assistants (see Section 5);
• remind you before a credentialing document in your vault expires;
• take payment for employer features, and issue refunds;
• send job alerts and service communications you have requested;
• maintain safety and security, prevent fraud and abuse, and enforce our Terms;
• improve the Platform and understand how it is used.

4. The anonymity model

Clinician availability profiles are anonymized by default. Browsing the Platform and exchanging messages with an employer on the Platform do not reveal your identity: the employer sees your qualifications under an anonymous handle.

Your name, contact details, and CV are revealed to an employer in two circumstances: when you choose to share them — by sharing your contact information, your CV, or a document, or by booking a call — and when you apply to one of that employer's jobs. Nothing is revealed without an action you take, and we tell you what an action will release before you take it. This consent-first design is central to how VitalPost works.

Applying to a job reveals you to that employer. At the moment you submit an application, your name and the contact details on your profile are released to that employer, and the CV on your profile — if you have one on file and have not turned CV sharing off — is sent with your application. It reaches only the employer whose job you applied to — no other employer ever sees it — and it cannot be undone. Because applying is irreversible, we show you exactly what will be sent and ask you to confirm before the application goes out. If you would rather ask about a role without revealing yourself, message the employer on the Platform instead of applying — an on-platform message alone keeps you anonymous. Choosing the "send by email instead" option on a listing is different: it delivers your message from your own address, so it shares your name and email with that employer and lifts your anonymity in that conversation.

What a reveal covers. A reveal is scoped to the employer organization you shared with — sharing with one employer never exposes you to another. Within that organization, the reveal is not limited to the single conversation: the recruiting team at that employer may see what you shared, and the reveal is durable. Once you have shared your identity with an employer, they retain what you shared and their own record of the connection even if you later end the conversation. Ending a conversation deletes the message history for both sides; it does not undo a reveal. A reveal created by applying to a job is the same kind of reveal as one you make in a conversation — there is no weaker or temporary category. If you want a record removed after a reveal, contact us.

5. How we share information

We share information only as needed to run the Platform:

• Between users as the marketplace requires (e.g., an employer sees your anonymized profile). Your identity is shared with an employer when you choose to share your contact details, CV, or a document with them, when you book a call with them, or when you apply to one of their jobs — applying sends that employer your name, your contact details, and the CV on your profile. It is never shared with any other employer.
• With service providers who host our infrastructure, database, and object storage, send our email, and process payments, under obligations to protect the data. Card details are handled by our payment processor and never reach our servers.
• With AI service providers — content you submit to an AI feature is transmitted to our AI provider (Anthropic) to produce the result you asked for. This includes the text of a CV you upload for parsing, a job posting you ask us to parse or draft, and the questions and profile context you send to our AI assistants. We use these providers under agreements that prohibit training on your data. If you would rather not send your CV to an AI provider, you can skip CV parsing and fill in your profile by hand.
• With public registries to verify professional identifiers — we send only the 10-digit NPI number you provide to the CMS NPPES public registry, and nothing else about you.
• For legal reasons — to comply with law, respond to lawful requests, or protect rights, safety, and the integrity of the Platform.
• In a business transfer — as part of a merger, acquisition, or sale of assets, with notice.

We do not sell your personal information.

6. Cookies and similar technologies

The cookies we set are strictly necessary — they keep you signed in and operate core features. We do not use advertising cookies or third-party tracking cookies.

Separately, we store a randomly generated identifier in your browser's local storage so we can count unique visitors to our pages. It is not a cookie, it is not tied to your account, and it is not used for advertising — so browser cookie settings do not control it. You can clear it by clearing your browser's site data.

Some job listings embed a video hosted by a third party (for example, YouTube). Playing or loading an embedded video shares your IP address and browser information with that provider under its own privacy policy.

7. Data retention

We retain information for as long as your account is active or as needed to provide the Platform, comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion as described below.

Records that outlive the thing they came from. Some records are deliberately kept even after you delete the content they relate to:

• Connection records. When you share your identity with an employer — including by applying to one of their jobs — we keep a durable record of that connection so the employer's candidate folder and any booked calls stay accurate. This survives you ending the conversation (see Section 4).
• Employer notes. An employer's own notes about a clinician are the employer's records and are not deleted when a conversation ends.
• Transaction records. Payment and refund records are retained to meet tax, accounting, and audit obligations.
• Opt-out records. If you opt out of our emails, we keep the minimum record needed to honor that opt-out — deleting it would cause us to contact you again.

8. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, and to object to or restrict certain processing. To exercise any of these, contact us through our contact page and we will respond within the time your law allows. These requests are handled by a person, not a self-serve button — we will ask you to confirm your identity before we act, and we will tell you if anything must be retained for the reasons in Section 7.

This includes information other users hold about you through the Platform, such as an employer's notes about a clinician: ask us and we will tell you what exists and, where the law requires it, act on it.

Clinicians can pause or edit their profile at any time. Every job-alert and digest email includes an unsubscribe link, and you can change or delete any alert from your alerts page. If you are a prospective employer we contacted, every message includes an unsubscribe link, and opting out suppresses all future contact.

9. Security

We use reasonable administrative, technical, and physical safeguards — including encrypted connections (TLS), passwords stored only as salted scrypt hashes, AES-256 encryption of CVs, vault documents, and contact details on top of our providers' own at-rest encryption, private storage with no public URLs for CVs and vault documents, and access controls. No system is perfectly secure, but we work to protect your information and to respond promptly to incidents. You can report a vulnerability to us at /.well-known/security.txt.

10. Children

The Platform is intended for professionals and is not directed to anyone under 18. We do not knowingly collect information from children.

11. Changes to this policy

We may update this Policy from time to time. We will revise the "last updated" date above and, for material changes, provide reasonable notice.

Changes to the anonymity model are not retroactive. A change to how or when your identity is revealed applies only to actions you take on or after the date that change takes effect. Applications you submitted, and conversations you opened, before that date stay governed by the policy that was in effect when you made them — we do not go back and reveal a clinician who acted under an earlier version of this Policy.

12. Contact

To ask a question or exercise a privacy right, reach us through our contact page.

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This document is provided as a starting framework and does not constitute legal advice. VitalPost should have this policy reviewed and finalized by qualified counsel, and aligned with applicable laws (such as state privacy laws), before relying on it.