Your data matters

Committed to safeguarding your information.

Your data matters

Committed to safeguarding your information.

Privacy Policy

for Optimal Vetting LLC and InstaDocs

Last Updated: October 8, 2025

This Privacy Policy (“Policy”) describes how Optimal Vetting LLC (“Optimal Vetting,” “we,” “us,” or “our”), including our product InstaDocs, collects, uses, discloses, and protects personal information in connection with our services, websites, mobile applications, and platforms (collectively, the “Services”).

By using our Services, you acknowledge that you have read and understood this Policy and agree to its terms.

1. Scope

This Policy applies to all information collected by Optimal Vetting LLC from individuals and entities across the United States, including Texas residents, healthcare professionals, staffing partners, and organizations using our Services.
For any information that qualifies as Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, this Policy operates in conjunction with our HIPAA Notice of Privacy Practices and Business Associate Agreements (BAAs) where applicable.

2. Information We Collect

We collect information directly from you, automatically from your device, and from third parties to provide and improve our Services.

a) Information You Provide

  • Name, address, email, and phone number
  • Professional credentials, license numbers, or NPI (for credentialing)
  • Employer, role, and facility affiliations
  • Uploaded documents (e.g., certifications, insurance, resumes, licenses)
  • Payment or billing information (where applicable)
  • Any information submitted via forms, chat, or email correspondence

b) Information Automatically Collected

  • IP address, device ID, browser type, and operating system
  • Website usage and interaction data
  • Time and date of visits and referring URLs
  • Cookies or tracking pixels (see Section 6)

c) Information from Third Parties

  • Credentialing or verification data from licensing boards
  • Public registries, employers, or background verification partners
  • Analytics and performance data from service providers

3. Use of Information

We use collected information for the following purposes:

  • To provide, manage, and improve the Services
  • To perform credentialing, vetting, and compliance verification
  • To fulfill contractual and legal obligations
  • To authenticate users and protect against fraud or misuse
  • To communicate with you (e.g., confirmations, notices, marketing)
  • To comply with HIPAA, state, and federal regulations
  • To support operational functions and business continuity

4. Legal Basis for Processing

For residents of states that require a legal basis (e.g., California, Virginia, Colorado, Texas), we rely on:

  • Your consent (when required)
  • Contract performance (providing requested Services)
  • Legal obligations (HIPAA, tax, and compliance laws)
  • Legitimate interests, such as security, auditing, and analytics

5. HIPAA Compliance

If we receive, maintain, or transmit Protected Health Information (PHI) on behalf of healthcare entities, we act as a Business Associate under HIPAA.

  • PHI will be used and disclosed only as permitted under HIPAA and any executed Business Associate Agreement.
  • We implement administrative, technical, and physical safeguards in compliance with 45 CFR §164.308-312.
  • PHI will never be sold, used for marketing, or disclosed without proper authorization unless required by law.
  • Individuals may request access, amendment, or an accounting of PHI as permitted under HIPAA.

For a detailed explanation of PHI rights, see our HIPAA Notice of Privacy Practices (available upon request or on our website).

6. Cookies and Tracking Technologies

We use cookies, analytics tools, and similar technologies to enhance your experience. You may disable cookies through your browser, though some features may not function properly.
Third-party analytics (e.g., Google Analytics) may collect anonymized data in accordance with their own policies.

7. Disclosure and Sharing of Information

We may share information with:

  • Authorized Service Providers and Vendors: Hosting, credentialing, background checks, analytics, or secure storage vendors bound by confidentiality and data protection obligations.
  • Healthcare or Staffing Clients: To fulfill credentialing, compliance, or placement functions.
  • Legal or Regulatory Authorities: When required by law, subpoena, or government request.
  • Corporate Transactions: In case of a merger, acquisition, or reorganization, with continued protection of your information.

We do not sell or rent personal information to unaffiliated third parties.

8. Data Security

Optimal Vetting employs reasonable and appropriate safeguards, including:

  • Encryption of data in transit and at rest (TLS 1.2 or higher)
  • Role-based access controls and multi-factor authentication
  • Annual security audits and vulnerability testing
  • Employee confidentiality and security training

Despite these measures, no system is entirely secure; users should exercise caution when transmitting personal data.

9. Data Retention

We retain information for as long as necessary to:

  • Provide our Services.
  • Comply with legal and contractual obligations; or
  • Resolve disputes and enforce agreements.

When data is no longer needed, we securely delete or anonymize it.

10. Your Privacy Rights

Texas Residents (under the Texas Data Privacy and Security Act)

You have the right to:

  • Know what personal data we collect and how it is used.
  • Access and obtain a copy of your personal data.
  • Request corrections or deletion.
  • Opt-out of targeted advertising or data sales (we do not sell data);
  • Appeal a denied privacy request.

To exercise these rights, contact us at the email below. We will verify your identity before responding.

Nationwide Rights

Residents of other states (e.g., California, Colorado, Virginia, Connecticut, Utah) may also exercise similar rights in accordance with their state laws.

11. Children’s Privacy

Our Services are intended for adults (18 +). We do not knowingly collect personal information from children under 13 (or under 16 in California). If such data is discovered, it will be deleted promptly.

12. Interstate and International Data Transfers

Your information may be stored or processed in data centers within the United States.
For any cross-border transfers, we apply appropriate contractual and security measures consistent with applicable law.

13. Email and Marketing Communications

We may send administrative or promotional messages. You may opt out of marketing communications at any time by following the unsubscribe link or contacting us directly.
Transactional and legal notices cannot be opted out of where required for service delivery.

14. Updates to This Policy

We may modify this Policy periodically. Changes will be posted on our website with an updated “Last Updated” date.
Material changes will be communicated through prominent notice or direct email (where legally required).

15. Contact Us

If you have questions about this Policy, your rights, or our data practices, contact us at:

Optimal Vetting LLC
Attn: Privacy Office
Email: privacy@optimalvetting.com
Address: 2000 E Lamar Blvd, Arlington, TX 76006
Phone: ((682)452-5303

Legal Notice

This Policy is provided for informational purposes and does not constitute legal advice. Optimal Vetting LLC complies with applicable federal and state data protection laws, but encourages all clients to review this Policy with their own legal counsel for compliance within their jurisdiction.