Privacy Policy

Vetted Healthcare Group LLC

Introduction and Company Overview

Vetted Healthcare Group LLC (“Company,” “Vetted Healthcare,” “we,” “us,” or “our”) is a Wisconsin-based healthcare staffing company headquartered at 11512 North Port Washington Road, Suite 201C, Mequon, Wisconsin 53092. We provide staffing services to healthcare facilities across Wisconsin — including long-term care, hospital and outpatient, and home care and home health settings — and connect qualified healthcare professionals with shift and placement opportunities throughout the state.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit vettedhealthcare.com or engage with our services. By using our website or services, you agree to this Privacy Policy. If you do not agree, please discontinue use of our website and services.

Information We Collect

2.1 From Healthcare Professionals

When you apply through our Quick Apply form and, if you progress, during credentialing, onboarding, and employment, we may collect — depending on how far you advance in the process:

Full name, home address, email address, and phone number;
Professional licenses and license numbers (RN, LPN, CNA, allied health, etc.);
Wisconsin Nurse Aide Registry status (for CNAs);
Certifications and credentials (BLS, ACLS, PALS, and specialty certifications);
National Provider Identifier (NPI) where applicable;
Educational background and training history;
Employment history, work experience, and professional references;
Social Security Number (for background checks and payroll processing);
Date of birth (for identity verification and background checks);
Bank account information (for direct-deposit payroll);
Résumé/CV and skills documentation;
Specialty, clinical skills, and competency information;
Availability, shift, and geographic preferences;
Drug-screening results (where required by facilities);
Immigration and work-authorization status; and
Career-advancement interests and training-program participation.

2.2 From Healthcare Facilities

When facilities submit staffing requests or establish partnerships, we collect facility name, address, and contact information; facility type, license number, and accreditation information; contact person name, title, email, and phone; billing address and payment information; staffing requirements, shift details, and coverage preferences; facility protocols and operational details; insurance and professional-liability information; and how you heard about us.

2.3 From Website Visitors

Through our contact and request forms we collect name, email, and phone; facility or professional type selected; urgency and coverage-timing information; message content; and communication preferences.

2.4 Information Collected Automatically

Device information: IP address, browser type, operating system, and device identifiers;
Usage data: pages visited, time on page, links clicked, referring URLs, and entry/exit pages;
Location data: general geographic location based on IP address (city/county level, not precise);
Form-interaction data: which fields are completed and form-abandonment points;
Cookies and tracking technologies: see Section 7; and
Analytics events: we track conversion events via Google Analytics 4 (GA4) for performance measurement.

2.5 Information From Third Parties

Background-check providers (criminal background, sex-offender registry, OIG/SAM exclusion database);
Wisconsin Department of Safety and Professional Services (DSPS) — license verification and disciplinary history for RNs and LPNs;
Wisconsin Nurse Aide Registry — active CNA status, certification currency, and adverse-findings checks;
Professional reference providers;
Employment-verification services; and
Healthcare facilities — performance feedback following placements.

How We Use Your Information

3.1 Core Staffing Services

Processing applications and registrations from healthcare professionals;
Matching credentialed professionals with appropriate facility coverage requests;
Verifying credentials, licenses, and registry status before deployment;
Conducting required background checks and reference verifications;
Facilitating per diem, short-term, long-term, temp-to-hire, and emergency placements;
Processing payroll and managing employment records for placed professionals;
Managing facility staffing requests and coordinating placement logistics; and
Supporting voluntary career-advancement referrals and training-partner connections.

3.2 Communications

Responding to staffing requests, inquiries, and support requests — targeting a response within 2 hours for urgent requests;
Sending application-status updates and placement notifications;
Communicating available shifts, coverage opportunities, and assignments;
Contacting facility representatives by phone or SMS for urgent staffing coordination; and
Providing account, billing, and customer-service communications, and — with consent — updates and staffing information.

3.3 Legal and Compliance

Verifying identity and preventing fraud; complying with applicable federal and Wisconsin law, including healthcare-staffing regulations; maintaining employment and placement records as required by law; supporting facility survey-readiness documentation; responding to legal requests, subpoenas, or government inquiries; and enforcing our Terms & Conditions and other agreements.

3.4 Business Operations and Analytics

Analyzing website traffic and conversion performance via Google Analytics 4 (GA4); improving our matching processes and user experience; tracking form submissions and staffing-request volume for operational planning; and supporting workforce-pipeline development.

Legal Basis for Processing

Contractual necessity: to fulfill obligations under facility service agreements and professional placement/employment agreements;
Legitimate interests: to improve services, prevent fraud, maintain operations, and develop our workforce-pipeline programs;
Legal obligation: to comply with Wisconsin employment law, healthcare-staffing regulations, and federal law; and
Consent: for marketing communications and optional features — you may withdraw consent at any time by contacting support@vettedhealthcare.com.

How We Share Your Information

WE DO NOT SELL YOUR PERSONAL INFORMATION TO THIRD PARTIES. WE DO NOT SHARE YOUR INFORMATION FOR ADVERTISING PURPOSES.

5.1 With Healthcare Facilities (about professionals)

When placing a professional at a facility, we share the information necessary for deployment — active Wisconsin license/registry status, relevant certifications, background-check results (where permitted), relevant work experience, and contact information upon placement confirmation. We share only what is necessary for the specific placement.

5.2 With Healthcare Professionals (about facilities)

When presenting candidates to facilities, we provide credential documentation, professional background, and availability sufficient for an informed placement decision.

5.3 With Service Providers

We work with trusted third-party providers under data-processing agreements, including background-check companies; Wisconsin DSPS and the Wisconsin Nurse Aide Registry; payroll and HR processors; website hosting and technology providers; Google Analytics (aggregated, anonymized data); SMS notification services; and training-program partners (for career-advancement referrals, with consent).

5.4 Legal Requirements

We may disclose information when required by law, including in response to a court order, subpoena, government request, or licensing-board investigation, or to protect the safety of our employees, placed professionals, facility patients, or the public.

5.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to a successor entity. We will notify registered users of any such transfer.

Healthcare Information and HIPAA

6.1 Our Role

Vetted Healthcare Group LLC is a healthcare staffing company, not a healthcare provider or covered entity in the traditional HIPAA sense. We do not provide medical care, and we do not maintain patient health records as part of our staffing operations.

6.2 Professional Credentialing Information

The professional information we collect about clinicians — licenses, certifications, work history, background checks — is professional workforce information, not Protected Health Information (PHI) as defined by HIPAA.

6.3 Placed Professionals and Facility HIPAA Obligations

Professionals placed at Wisconsin facilities operate within those facilities’ HIPAA frameworks and are expected to comply with applicable HIPAA requirements, including patient confidentiality and PHI-handling protocols.

6.4 Business Associate Agreements

Where our staffing activities require access to facility systems or information that may involve PHI, we enter into Business Associate Agreements (BAAs) with those facilities as required by applicable law.

Cookie Policy

Essential cookies: required for basic functionality — session management, form security, and navigation;
Analytics cookies (Google Analytics 4): aggregated, anonymized data on page visits, traffic sources, and form-conversion events, without individual user profiling; and
Preference cookies: remember your form entries and session preferences.

You can control cookies through your browser settings. Disabling analytics cookies does not affect your ability to use our website or submit requests; disabling essential cookies may affect form functionality. To opt out of Google Analytics, visit tools.google.com/dlpage/gaoptout.

Data Retention

Data Type	Retention Period
Active professional profiles	Duration of relationship + 7 years
Inactive applications / expressions of interest	Up to 2 years, or earlier upon request
Payroll and tax records	7 years (IRS requirement)
Background-check and credentialing records	Duration of active relationship + 3 years
Wisconsin Nurse Aide Registry verification records	Duration of active relationship + 3 years
Facility client records and placement documentation	Duration of relationship + 5 years
Staffing-request form submissions	3 years
Contact-form submissions	2 years
Website analytics data (GA4)	14 months (Google default)

When data is no longer needed for the purposes described, we securely delete or anonymize it.

Data Security

Technical: SSL/TLS encryption in transit, encrypted storage for sensitive credential data, password-protected access, and automatic session timeouts;
Administrative: access controls limiting data to personnel with a need to know, privacy training for staff, and incident-response procedures; and
Credential-specific: Wisconsin DSPS and Nurse Aide Registry verification conducted directly through primary sources, not self-reported data alone.

No system is completely secure. If you become aware of any unauthorized access or security concern, notify us immediately at support@vettedhealthcare.com.

Your Rights and Choices

10.1 All Users

Access: request a copy of the personal information we hold about you;
Correction: request correction of inaccurate or outdated information;
Deletion: request deletion (subject to legal retention requirements and active placement obligations); and
Opt-out of marketing: unsubscribe from non-essential communications at any time.

10.2 California Residents (CCPA)

California residents have the right to know what personal information we collect and how it is used, to request deletion, and to confirm we do not sell personal information (we do not). Contact us at support@vettedhealthcare.com with the subject line “CCPA Request.”

10.3 Wisconsin Residents

Wisconsin residents have rights under Wisconsin privacy and employment laws applicable to healthcare-staffing relationships. Contact us at support@vettedhealthcare.com with questions about your rights under Wisconsin law.

10.4 How to Exercise Your Rights

Email support@vettedhealthcare.com (subject: “Privacy Request”), call (888) 817-8233, or write to Vetted Healthcare Group LLC, 11512 North Port Washington Road, Suite 201C, Mequon, Wisconsin 53092. We will respond within 30 days. Identity verification may be required before processing requests.

Children’s Privacy

Our website and services are intended exclusively for adults 18 years of age and older. We do not knowingly collect personal information from individuals under 18. If we discover such information has been collected, we will delete it promptly. Contact us at support@vettedhealthcare.com if you believe a minor’s information has been submitted.

Third-Party Links

Our website may link to third-party sites, including the Wisconsin DSPS, the Wisconsin Nurse Aide Registry, professional associations, and training-program partners. We are not responsible for the privacy practices of these external sites; review their privacy policies before providing personal information.

International Data Transfers

Vetted Healthcare Group LLC is based in Wisconsin, United States, and our services are designed for Wisconsin healthcare facilities and professionals. If you access our website from outside the United States, your information may be processed in the United States, and by using our services you consent to this.

Changes to This Privacy Policy

We may update this Privacy Policy as our services evolve. When changes are made, we will update the “Last Updated” date, post a notice on our website, and, for material changes, notify registered users by email. Continued use of our services after changes are posted constitutes acceptance.

Contact Us

Vetted Healthcare Group LLC

11512 North Port Washington Road, Suite 201C, Mequon, Wisconsin 53092

Healthcare facilities: (888) 817-8233 | Healthcare professionals: (920) 817-8233

Email: support@vettedhealthcare.com | Website: vettedhealthcare.com

To report a data-security incident, use the subject line: “URGENT — Privacy Concern.”