Privacy Policy

Effective Date: May 27, 2026

At Veterinary Allied Staff Education LLC (VASE), we are committed to protecting the privacy, security, and academic integrity of our applicants, students, and staff. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you utilize our educational platform at new.vetstaff-edu.com.

1. Scope and Access

Access to our platform is strictly limited to authorized applicants, enrolled students, and internal staff members. We do not offer public account registration or host public user forums.

2. Information We Collect and How We Use It

Account & Enrollment Records

When you apply, register, or are provisioned an account on our platform, we collect personal details including your name, email address, contact information, and professional credentials. This data is used to manage your academic profile, track course attendance, monitor exam performance, and administer educational services.

Document & Media Uploads

As part of the application and learning process, you may upload files (such as applications, resumes, verification certificates, or assignment materials) to the platform.

  • Security Note: If you upload images or media, please ensure they do not contain embedded location data (EXIF GPS) before uploading.

Payment Processing

All financial transactions for tuition, application fees, or course materials are handled securely via our third-party payment gateway, Authorize.Net. VASE does not store, process, or retain your credit card or financial account numbers on our local servers.

3. Cookies and Session Tracking

We use essential cookies to maintain system security and provide a seamless user experience:

  • Authentication & Login: When you log in, temporary cookies are set to validate your session and remember your layout preferences. Login cookies generally persist for two days (or two weeks if you select “Remember Me”). Logging out removes these authentication cookies.
  • Administrative & Content Modifications: For staff members editing course modules or site content, a temporary cookie is saved to track the post ID of the edited item. This contains no personal data and expires after 24 hours.

4. Third-Party Integrations and Embedded Content

Our course modules and pages may feature embedded content (e.g., instructional videos, interactive elements, or third-party academic tools). Embedded content from third-party sites behaves exactly as if you visited that external website directly. These entities may collect data about you, use cookies, or track your interaction with the embedded element, especially if you have an active account with them.

5. Data Sharing and Disclosure

We respect your data privacy and do not sell your personal information. Data sharing is strictly restricted to the following operational necessities:

  • Professional and Licensing Compliance: Your course completions, attendance marks, and relevant exam data may be shared with veterinary licensing boards, professional regulatory bodies, or your employer to verify continuing education (CE) credits and enrollment status.
  • Service Facilitation: We share necessary operational data with trusted infrastructure providers (such as hosting and technical platforms) who assist us in delivering our educational services under strict confidentiality standards.
  • Security Requirements: If a password reset is requested, the system automatically includes the requesting IP address in the transaction email for account verification.

6. Data Retention

  • Academic and Certification History: Because we must maintain a verifiable record of your training and continuing education tracking, your primary profile data, certification achievements, and course completion histories are retained indefinitely in our secure databases.
  • Profile Management: Authorized users can view, modify, or update their personal profile information at any time (with the exception of their unique system username). Platform administrators also maintain access to view and update this information to ensure records are accurate.

7. Your Data Rights

You may request an exported file of the personal data we hold regarding your account, including any files or text you have submitted. While you may request the deletion of your personal data, this does not extend to any data we are legally, contractually, or administratively obligated to retain for academic history, compliance reporting, or security audits.

8. Contact and Administration

For any questions, records requests, or inquiries regarding this Privacy Policy, please contact the administrative office at Veterinary Allied Staff Education LLC.