Privacy Policy
Effective Date: [Insert Date]
Vendor Shepherd is committed to protecting the privacy and security of the vendors, clients, and partners who use our vendor compliance services. This Privacy Policy explains how we collect, use, disclose, and safeguard personal and business information when providing our compliance audits, including the review of W9 forms, General Liability Insurance, and Workers’ Compensation Insurance documentation.
- Information We Collect
To perform vendor compliance audits, we may collect the following types of information:
- Business Identification Information: Company name, address, tax identification numbers, and W9 forms.
- Insurance Documentation: General Liability Insurance policies, Workers’ Compensation Insurance certificates, and related coverage details.
- Contact Information: Names, job titles, phone numbers, and email addresses of vendor representatives.
- Payment and Invoice Information: As required to process vendor enrollment and ensure invoice compliance.
- Technical Information: When you visit our website or use our portal, we may collect limited technical data (IP address, browser type, system logs, and usage data).
- How We Use Information
We use the information collected to:
- Verify vendor compliance with W9, General Liability Insurance, and Workers’ Compensation Insurance requirements.
- Approve and maintain vendor status with participating management companies.
- Communicate with vendors regarding enrollment, compliance status, renewals, and updates.
- Prevent fraud, protect against liability, and meet regulatory or contractual obligations.
- Improve our services, website functionality, and user experience.
- Sharing of Information
We may share vendor information only as necessary to:
- Clients/Management Companies: Provide proof of vendor compliance status.
- Service Providers: Engage third-party service providers (e.g., cloud hosting, data storage, auditing tools) that assist in our operations under strict confidentiality obligations.
- Legal and Regulatory Authorities: Comply with applicable laws, regulations, legal processes, or enforceable governmental requests.
- Business Transactions: In the event of a merger, acquisition, or sale of assets, vendor information may be transferred as part of the transaction.
We do not sell or rent vendor information to third parties.
- Data Security
We implement reasonable administrative, technical, and physical safeguards designed to protect the information we collect and store. However, no system or method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
- Data Retention
We retain vendor records only for as long as necessary to fulfill compliance obligations, support business operations, or meet legal requirements. When no longer needed, data will be securely deleted or anonymized.
- Vendor Responsibilities
Vendors are responsible for providing accurate, current, and complete information for compliance review. Vendors are also responsible for promptly updating their records if insurance coverage or tax status changes.
- Your Rights
Depending on your jurisdiction, you may have the right to:
- Access, correct, or update your information.
- Request deletion of your information (subject to compliance obligations).
- Restrict or object to certain data uses.
- Request a copy of your data in a portable format.
Requests can be submitted to us using the contact information below.
- Cookies & Website Usage
Our website and vendor portal may use cookies or similar technologies to enhance functionality and collect aggregate usage data. You can adjust browser settings to disable cookies, though some features may not function properly.
- Changes to This Policy
We may update this Privacy Policy periodically. If changes are made, we will update the “Effective Date” at the top of this page and, where appropriate, notify vendors through email or portal updates.
10. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at:
Vendor Shepherd
801-841-2430