VetRefs Privacy Documents

Effective date: January 29th, 2026

A. VetRefs Privacy Policy — Agents (Business Users)

Scope. This Agent Privacy Policy applies to licensed real estate agents, brokers, teams, brokerages, and other business users who register for or access VetRefs to create and manage lead forms, campaigns, and related services.

Key definitions.

Agent — The business user who controls consumer data collected via VetRefs forms.
VetRefs — The platform and data processor that hosts forms and processes data on behalf of Agents.

Information We Collect from Agents
We may collect:
- Account and profile information (name, email, phone, brokerage, license number if provided)
- Authentication and security data (username, password hash, IP address, device identifiers)
- Usage and configuration data (form templates, campaign settings, activity logs)
- Billing and payment metadata (subscription status; payments processed by third-party providers)
- Support and correspondence records
Information We Process on Behalf of Agents
VetRefs processes consumer/lead data submitted to forms (names, contact details, property preferences, messages) as a processor acting on the Agent’s instructions. Agents remain the controller of that consumer data.
Uses
We use Agent data to:
- Provide, maintain, and improve the platform
- Authenticate and secure accounts
- Process billing and provide support
- Fulfill contractual obligations to Agents
- Detect, prevent, and respond to abuse or security incidents
Disclosure and Third Party Processors
VetRefs does not sell Agent personal information. We share Agent data only with: authorized service providers (hosting, analytics, email, SMS gateways, payment processors), law enforcement or regulators when required, and successor entities in a merger or sale.
Agent Obligations and Responsibilities
- Agents are responsible for compliance with applicable laws when collecting and using consumer data (including but not limited to TCPA, CAN-SPAM, and state privacy laws).
- Agents must provide required in-form disclosures and obtain any required consent (for text messaging, automated calls, marketing) before contacting a lead.
- Agents control retention and use of consumer data collected through their forms and must configure VetRefs settings accordingly.
Data Retention
We retain Agent account data for as long as the account is active and for a commercially reasonable period after termination to allow recovery, resolve disputes, or comply with legal obligations. Consumer data processed for Agents is retained per the Agent’s settings and this policy.
Security
We maintain reasonable technical and organizational measures designed to protect data. Agents should also adopt secure practices (strong passwords, account access controls, regularly review integrations).
Data Subject Requests and Legal Rights
Agents may access, correct, or request deletion of their account data by contacting VetRefs at the address below. For consumer data requests, VetRefs will assist Agents to respond when required by law.
Data Processing Addendum (DPA)
VetRefs offers a DPA to Agents outlining processor obligations, subprocessor lists, security measures, and data transfer provisions. Contact privacy@[yourdomain].com to request the DPA.

B. VetRefs Privacy Policy — Consumers (Leads)

Scope. This Consumer Privacy Policy applies to individuals who submit information through VetRefs-powered forms created and shared by real estate Agents.

Who Collects Your Data
When you submit a VetRefs form, the real estate Agent who provided the form (the Agent) is the primary controller of your personal information. VetRefs acts as a technology provider (processor) that hosts the form and transmits the data to the Agent.
Information Collected
Typical data collected via forms includes:
- Contact details (name, email, phone number)
- Property preferences or housing-related details
- Messages or other optional information you submit
- Technical metadata (IP address, browser user-agent, submission timestamp)
The exact fields depend on the specific form you complete.
Purposes for Collection and Use
Your information may be used to:
- Respond to your inquiry and connect you with the Agent
- Provide real estate information, services, and property matches
- Send follow-up communications, including marketing, if you consent
- Comply with legal obligations
Communications and Consent
By submitting a VetRefs form you will generally be consenting to the Agent contacting you by email, phone, or text. If the Agent intends to send automated or marketing SMS/push messages, that will be disclosed on the form and you will be given the opportunity to opt-in. You can opt out of marketing communications at any time using the unsubscribe mechanism or by contacting the Agent directly.
Sharing and Disclosure
VetRefs does not sell your personal information. Information you provide will be shared with the Agent who owns the form and with service providers VetRefs uses to deliver the platform (e.g., hosting, analytics, email/SMS gateways). VetRefs may also disclose data if required by law.
Retention
How long your information is retained depends primarily on the Agent’s retention settings. VetRefs retains form submission records as needed to provide services, maintain logs for security, and comply with legal obligations.
Your Rights
Depending on where you live, you may have rights to access, correct, delete, or restrict processing of your personal information. Usually these rights are exercised by contacting the Agent that collected the data. VetRefs will assist Agents in responding to verifiable requests where required by law.
Children
VetRefs forms are not intended for children under 13. We do not knowingly collect personal information from children under 13.
Security
VetRefs implements reasonable technical and organizational safeguards. No system is completely secure and we cannot guarantee absolute security.

Contact & Enforcement

For privacy questions, DPA requests, or to report concerns, contact:

VetRefs Privacy Team
Email: privacy@[yourdomain].com
Address: [Insert Business Address]

Agents may also contact VetRefs for assistance responding to consumer requests.

Compliance with Federal and State Law

VetRefs has designed these policies and its platform controls to align with applicable U.S. federal law and relevant state privacy and communications laws, including:

Federal

TCPA — explicit consent for automated calls/texts, clear opt in language, opt out mechanisms
CAN SPAM Act — truthful identification, unsubscribe functionality, and suppression handling for email marketing
FTC Act — prohibitions on deceptive or unfair data practices

Texas

Texas Data Privacy and Security Act (TDPSA)
- Consumer rights to access, correct, delete, and obtain a copy of personal data
- Clear disclosure of data collection purposes
- Data minimization and reasonable security measures
- Processor–controller relationship clarity (VetRefs as processor; Agent as controller)

Florida

Florida Digital Bill of Rights (FDBR)
- Transparency regarding personal data collection and use
- Consumer rights to access and delete personal data
- Opt out rights for targeted advertising and profiling where applicable
- Reasonable administrative, technical, and physical safeguards

Agents are responsible for ensuring their use of VetRefs complies with all applicable federal and state laws governing advertising, solicitation, and consumer communications in the jurisdictions in which they operate.

Changes to These Policies

We may update these policies from time to time. The effective date will be updated and material changes will be posted. Continued use of VetRefs after updates constitutes acceptance of the revised policy.

Legal disclaimer: This document is a template and does not constitute legal advice. You should consult legal counsel to ensure compliance with applicable federal, state, and international laws (for example TCPA, CAN-SPAM, CCPA/CPRA, and other privacy or communications laws relevant to your operations).

Appendix: Data Processing Addendum (DPA)

This Data Processing Addendum ("DPA") forms part of the agreement between VetRefs and the Agent and applies where VetRefs processes Personal Data on behalf of the Agent.

Definitions
- Agent / Controller: The real estate professional or business determining the purposes and means of processing Personal Data.
- VetRefs / Processor: VetRefs, which processes Personal Data on behalf of the Agent.
- Personal Data: Any information relating to an identified or identifiable individual submitted through VetRefs forms.
- Applicable Law: U.S. federal privacy and communications laws and applicable state laws, including TDPSA (Texas) and FDBR (Florida).
Scope and Purpose of Processing
VetRefs processes Personal Data solely to provide lead capture, form hosting, transmission, storage, and lead nurturing services as configured by the Agent. VetRefs shall not process Personal Data for its own independent marketing purposes.
Instructions
Agent instructs VetRefs to process Personal Data only as necessary to provide the services described in the agreement and as further configured by the Agent through platform settings. Processing outside documented instructions requires Agent authorization unless required by law.
Confidentiality
VetRefs ensures that persons authorized to process Personal Data are subject to confidentiality obligations.
Security Measures
VetRefs implements reasonable administrative, technical, and physical safeguards designed to protect Personal Data against unauthorized access, loss, alteration, or disclosure, including access controls, encryption in transit, and monitoring.
Subprocessors
VetRefs may engage subprocessors (such as hosting providers, analytics services, email/SMS delivery services, and payment processors) to process Personal Data. VetRefs remains responsible for subprocessors' compliance with this DPA. A current list of subprocessors may be made available upon request.
Data Subject Requests
VetRefs will reasonably assist the Agent in responding to verified consumer requests to access, delete, or correct Personal Data as required under Applicable Law.
Data Breach Notification
VetRefs will notify the Agent without undue delay upon becoming aware of a confirmed security incident involving Personal Data and will provide reasonable information to support the Agent’s compliance obligations.
Data Retention and Deletion
Upon termination of services, VetRefs will delete or anonymize Personal Data within a commercially reasonable period unless retention is required by law or requested by the Agent.
Audits
Upon reasonable notice and no more than once annually, Agent may request information necessary to confirm VetRefs’ compliance with this DPA.
Liability Allocation
Each party is responsible for compliance with its own obligations under Applicable Law. Agent is responsible for lawful collection, disclosures, and consent. VetRefs is responsible for secure processing according to this DPA.
Governing Law
This DPA is governed by the laws of the United States and the state governing the primary VetRefs agreement, without regard to conflict of law principles.
Acceptance
This DPA is accepted electronically by the Agent through checkbox acknowledgment or continued use of the VetRefs platform after being made available.

Additional Documents