Verifex Privacy Policy
Verifex helps you keep your professional and safety certifications in one place and check them against the records of the providers that issued them. You can use Verifex entirely on your own device with no account. If you choose to create a free account, you can connect with employers who want to see the status of your certifications. This policy explains what stays on your device, what we store if you create an account, and exactly what an employer you connect with can see.
1. Using Verifex without an account
You do not need an account to scan, organize and verify certifications. Without an account:
- Your certifications, photos, profile and verification results are stored on your device.
- Reading a certificate and checking a provider's records happen on your device. Verifex contacts the provider's own website from your phone; our servers do not perform these checks.
- Nothing about your certifications is sent to us unless you turn on Backup (section 8) or tap Report Issue (section 9).
2. Creating an account
An account is free for workers and is needed only to connect with employers and to keep your certification records with us. You can create one by signing in with Apple or Google, or with an email address and a password. Employers create an account the same way and then set up an organization.
When you create an account, you review and accept our Terms of Service and this policy, and you give your consent to the sharing described in section 5. We keep a record of what you accepted, the version, and when.
3. What we collect when you have an account
| Information | Why we need it |
|---|---|
| Account details: your name and email address (or the private relay address Apple provides if you choose to hide it), the identifier from your Apple or Google sign-in if you use one, and, if you sign up with email, your password, which we store only in a hashed form we cannot read back. For email sign-up we also send you a one-time code to confirm the address. | To sign you in, recognize your account, and deliver connection invitations and notices |
| Your certification records: certificate type and provider, holder name as shown on the certificate, certificate number, issue and expiry dates, verification results and status | To keep your wallet with your account and to produce the status report an approved employer sees |
| Driver's licence entry (status only): the type, the holder name, the status and the expiry date. We do not collect the licence number, date of birth, photo, or scanned text. The driver's licence record is not synced back to a new device. | To confirm your identity locally on your device and to show an employer that the entry is current |
| Certificate photos: resized copies of certificate photos you add. We never receive photos of a driver's licence. | For our own support and to improve verification accuracy. Employers never see photos. Only authorized Verifex staff can open them, and we keep a log of that access. |
| Connections: which employers you have connected with, who asked, when it was approved or ended, and the consent you confirmed for each connection | To run connections, show you who can see your report, and keep a consent record |
| Employer account details: organization name, your role in it, and your subscription status | To run the organization, apply seat limits, and manage billing. Payments are processed by Apple or Google; we receive your entitlement status, not your payment card details. |
| Diagnostic exceptions: if a scan or verification fails unexpectedly, a short diagnostic record linked to your account (provider, step, error category, app version, platform). It contains no certificate contents beyond what is already in your records. | To find and fix problems. We do not collect routine usage analytics. |
We do not use cookies or advertising identifiers in the app, we do not track you across other apps or websites, and we do not sell your information.
4. How your information is processed
- On your device. Reading certificates, matching names and checking provider records, including any AI or language-model processing, run on your device. Our servers do not perform provider lookups and do not send your certificate content to third-party AI services.
- On our servers. We store your account, certification records, connections and, for support, resized certificate photos.
5. What an employer can see
An employer sees information about you only when a connection between you and that employer's organization is approved by both sides. Either of you can start a request; neither of you is connected until the other approves.
Once connected, the employer sees a status report for each of your certifications:
- your name as it appears on the certificate, the certificate name, provider and category
- the certificate number, and the issue and expiry dates
- the verification status, and when it was added and last checked
The report is kept up to date while you are connected. The employer does not see your photos, your driver's licence details, or any certificate you have not added to your wallet. People in an employer's organization can see your report according to the permissions the organization gives them (for example, administrators, editors and read-only users).
If a connection ends
When you or the employer ends a connection, or when you delete your account, the live connection ends immediately and the employer stops receiving updates. The employer keeps a snapshot of the report as it stood when the connection ended, marked with an "as of" date and shown as a former worker. Employers keep these records to meet their own audit and compliance obligations. You agree to this when you create your account and when you approve each connection.
- The snapshot is a structured report, not your photos or your underlying records.
- The employer can delete a snapshot at any time. Otherwise we delete it automatically 3 years after the connection ended (see section 10).
6. Who else receives your information
- Employers you have approved, as described in section 5.
- Service providers that help us run Verifex under contract: network security, DNS and delivery (Cloudflare); sign-in (Apple, Google, and Google Firebase, which completes Sign in with Apple on Android); subscription billing (Apple, Google); and email delivery for confirmation codes, invitations and notices (Brevo).
- Authorities, only where the law requires it.
We do not sell your information, and we do not share it with advertisers or data brokers.
7. Notifications and invitations
If an employer invites you by email, we send the invitation on their behalf with a link to open the app or the app store. We use push notifications to tell you about connection requests and updates. You can turn push notifications off in your device settings.
8. Backup (optional)
Backup lets you restore your wallet on a new phone. It is off by default and is turned on from Settings. Backup works the same whether or not you have an account and is separate from account sync. Backups are encrypted on your device before they are sent; we store only the encrypted result and cannot read it. Photos are not included in Backup.
9. Report Issue (optional)
If a verification does not go as expected, you can tap Report Issue. Nothing is sent until you review exactly what is included and tap Submit. We use reports only to fix the verification problem and keep them only as long as needed to investigate, then delete them.
10. How long we keep information
| Information | Kept |
|---|---|
| Account, certification records, connections, photos | Until you delete your account, then removed from our systems promptly, and from backups within 30 days |
| Consent records | 7 years after account deletion, to show what was agreed |
| Employer snapshots of former workers | Until the employer deletes them, or 3 years after the connection ended, whichever is first |
| Diagnostic exceptions | 90 days |
| Access logs for photos and administrative actions | 12 months |
| Report Issue submissions | Only as long as needed to investigate |
11. Your choices and rights
- Disconnect from an employer at any time in the connections tab.
- Delete your account in the app (Settings, then About, then Delete account) or from the web at verifex.studio014.com/delete-account. Deleting ends every live connection and removes your account data as described in section 10. Employer snapshots are handled as described in section 5. If you have a paid subscription, cancel it through Apple or Google; deleting an account does not cancel it.
- Withdraw consent. Withdrawing consent to sharing means disconnecting or deleting your account.
- Access and correct your information. Much of it is visible in the app; for the rest, contact us.
- Complaints. You can contact us, and you may also contact the privacy regulator for your province or the federal Office of the Privacy Commissioner of Canada.
Our privacy contact can be reached at info@studio014.com.
12. How we protect your data
Data is sent over encrypted connections (TLS). Access to stored information is limited to authorized staff, and administrative access to photos is logged.
13. Children
Verifex is intended for professional and workplace use and is not directed at children. We do not knowingly collect data from children. Verifex is for people 18 or older.
14. Changes to this policy
If we make a material change to what we collect or how we use it, we will update this page and the "Last updated" date, and tell you in the app before the change applies to you.
15. Contact
Questions about this policy or your data: info@studio014.com