SentryHire
PRIVACY & DATA

Privacy Policy

This policy explains how SentryHire handles information about guards, applicants, employers, training providers, company representatives, reviewers, and visitors.

Effective August 20, 2026 · Last updated August 20, 2026

1. Scope and operator

This Privacy Policy applies to the SentryHire website, marketplace, account portal, communications, payment features, verification program, and related services (collectively, the “Service”). “SentryHire,” “we,” “us,” and “our” refer to the operator of the Service. This policy does not govern an employer’s independent handling of information after it receives an application or otherwise collects information outside SentryHire.

2. Information we collect

Information you provide

  • Account information: name, email address, password credentials in hashed form, account type, session and email-verification status.
  • Guard and applicant information: telephone number, city, résumé, work history, licenses, certificates, availability, job preferences, screening answers, cover notes, application activity, typed offer signatures, onboarding items, and background-screening authorization choices.
  • Verification and workforce information: organization, agency, branch, role or rank, service dates, employee or internal identifiers, assignment type, work location, credential references, status, expiration, official-source check notes, and uploaded proof used to review business, law-enforcement, military, or professional claims. Users must redact Social Security numbers, full government identification numbers, financial information, medical information, and other unnecessary sensitive data before upload.
  • Employer and provider information: company identity, website, description, location, size, team members and roles, job and training listings, waitlists, rosters, training assignments, applicant notes, interview details, tags, hiring status, discount codes, referrals, and billing-account information.
  • Content and communications: messages, email/SMS/browser preferences and SMS consent time, reminders, verified-attendee reviews, reports, support requests, and other material submitted through the Service.
  • Payments: plan, subscription, purchase, invoice, customer, transaction, refund, dispute, provider-ledger, connected-account, and payout status. Stripe processes payment-card and external payout details; SentryHire does not store complete card, bank-account, or debit-card numbers.

Information collected automatically

We and our infrastructure providers may collect IP address, browser and device information, dates and times, requested pages, referring URLs, cookie or session identifiers, diagnostic events, security logs, and approximate location inferred from IP address. We do not use this information for third-party targeted advertising.

3. Sources of information

We receive information directly from users; from employers, applicants, reviewers, and team administrators; automatically from devices and browsers; and from service providers such as Cloudflare, Stripe, and ZeptoMail when they provide hosting, authentication support, payments, fraud prevention, or transactional email delivery.

4. How we use information

  • Provide, secure, maintain, troubleshoot, and improve the Service.
  • Create and authenticate accounts, verify email addresses, and reset passwords.
  • Publish job and company information and match searches with user-selected preferences.
  • Transmit applications and profile materials to the employer connected to a selected job.
  • Support hiring workflows, messages, interviews, reminders, reviews, reports, and team invitations.
  • Review verification applications, prevent false claims, moderate content, investigate abuse, and enforce our Terms.
  • Process purchases and subscriptions, maintain billing records, prevent fraud, and provide customer support.
  • Send essential account, security, billing, application, message, hiring, and verification notices.
  • Comply with law, respond to lawful requests, protect rights and safety, and establish or defend legal claims.

SentryHire does not use uploaded verification proof to train artificial-intelligence models or make automated employment decisions.

5. How information is disclosed

  • Employers and applicants: an application shares the applicant’s submitted profile, résumé, experience, credentials, screening answers, and contact information with the employer responsible for that listing. Written offers, roster relationships, credential-check records, employer-paid assignments, and authorization responses are shared with the applicable guard and authorized company team.
  • Training providers: providers and their role-authorized staff receive booking, sponsored attendee, schedule, attendance, refund, review, and payout information needed for their role and legal duties.
  • Public marketplace users: job and training listings, company profiles, ratings, certificate-verification results, and published reviews may be visible publicly. SentryHire retains reviewer account information for verified-attendance checks, moderation, fraud prevention, and legal purposes.
  • Service providers: Cloudflare provides hosting, data storage, security, and infrastructure; Stripe provides checkout, subscriptions, connected accounts, payment processing, billing portals, payouts, and fraud prevention; ZeptoMail provides transactional email delivery; an optional configured messaging gateway transmits selected SMS alerts. A separately approved consumer-reporting agency would receive only information necessary for an employer-certified, authorized screening request.
  • Legal and safety: we may disclose information when reasonably necessary to comply with law or legal process, investigate fraud or security incidents, enforce agreements, or protect users, SentryHire, or the public.
  • Business changes: information may be transferred in connection with a financing, reorganization, merger, acquisition, sale, or similar transaction, subject to applicable law.

We do not sell personal information for money. We do not share personal information for cross-context behavioral advertising.

6. Cookies and similar technologies

SentryHire uses cookies and similar storage that are necessary for authentication, session continuity, security, fraud prevention, preferences, and core site operation. Payment pages and connected service providers may set their own necessary cookies. SentryHire currently does not use advertising cookies or third-party behavioral advertising trackers.

7. Verification files, training records, and retention

Verification proof, including training-school approval documents, is restricted to authorized review and is scheduled for deletion after a final verification decision. We retain account, profile, application, job and training listing, class schedule, booking, reschedule, attendance-status, refund, transaction, policy-acceptance, communication, moderation, billing, payout-status, and security records for as long as reasonably necessary to provide the Service, meet legal and accounting requirements, resolve disputes, enforce agreements, prevent abuse, and protect the Service. Stripe separately processes connected-account identity, tax, bank-account, and debit-card information under its privacy notice; SentryHire does not store complete payment-card or external payout-account numbers. Deletion from active systems may not immediately remove information from fraud-prevention records, legally required records, logs, or backups. Employers and training providers may independently retain information they received and should be contacted regarding their copies.

8. Security

We use administrative, technical, and organizational safeguards designed for the nature of the information we maintain, including access controls, encrypted network transport, hashed passwords, secret management, limited verification-file access, and service monitoring. No internet service is completely secure. Users are responsible for using a unique password, protecting their devices and sessions, and promptly reporting suspected unauthorized access.

9. Your rights and choices

Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, or information about our handling of personal information, and to appeal a denied privacy request. You may update many profile fields through your account. To submit a privacy request, email privacy@sentryhire.com from the address connected to your account and describe the request. We may verify your identity and may retain information when permitted or required by law. Authorized agents must provide proof of authority. We will not discriminate against a user for exercising an applicable privacy right.

Optional email, browser, and SMS alerts may be controlled from notification settings. Disabling SMS revokes consent for future optional SMS alerts, but messages already queued may arrive. Standard carrier rates may apply. Essential account, security, billing, application-status, verification, invitation, and direct-message communications remain part of the Service.

9B. Workforce and background-screening records

An employer’s roster and compliance records are private to the guard and role-authorized company users, plus authorized SentryHire personnel when needed for support, security, or law. SentryHire’s background-screening workflow stores the employer request, disclosure version, guard response, typed signature, timestamps, workflow status, and a provider reference if a qualified integration is later activated. The current workflow does not collect or display a consumer report. If a third-party consumer-reporting agency is activated, its report, dispute, retention, and deletion practices will also be governed by its notices and applicable law.

9A. Hiring, talent discovery, attendance, and analytics choices

SentryHire career applications may include résumés stored in private object storage, cover letters, screening responses, accommodation-request indicators, interview information, private reviewer notes and ratings, stage history, and withdrawal status. Access is limited to authorized hiring administrators. Training check-in codes, attendance, instructor, no-show, completion, certificate-verification, refund, dispute, and support-case records are shared with the applicable guard, provider, authorized support personnel, Stripe or financial institutions when necessary, and public certificate viewers only through the verification number.

Guard talent discovery is off by default. A guard who opts in authorizes qualifying verified employers to view the disclosed profile and account email; turning it off removes the guard from future searches but does not retrieve information an employer already lawfully received. We record product events such as listing views, applications, bookings, completion, refunds, and promotions to provide account and platform analytics, secure the Service, understand unmet searches, and operate paid products. These events are not used for third-party behavioral advertising or automated employment ranking.

10. Children and eligibility

The Service is intended for adults age 18 or older and is not directed to children. We do not knowingly collect personal information from anyone under 18. If you believe a minor submitted information, contact us so we can investigate and take appropriate action.

11. United States processing

SentryHire is operated in the United States. Information may be processed and stored in the United States and other locations where our service providers operate. Those locations may have data-protection laws different from those in your jurisdiction.

12. Third-party services and links

The Service may link to employer websites, payment pages, or other third-party services. SentryHire does not control and is not responsible for their privacy practices. Review their policies before providing information directly to them.

13. Changes to this policy

We may update this policy to reflect changes in the Service, our practices, or law. We will post the revised policy with a new “Last updated” date and provide additional notice when legally required. Continued use after the effective date is subject to the updated policy.

14. Contact

Privacy questions and requests: privacy@sentryhire.com. Legal notices: legal@sentryhire.com. Include “Privacy Request” or “Legal Notice” in the subject line, as applicable.