How we handle your information.

Who we are

Veraclins Tech Solutions Limited (RC 6970214) ("Veraclins", "we", "us") is a Nigerian software company whose registered office is at Plot 86, D-Series Extension, Gwagwalada, Abuja. This policy explains what personal data we collect through veraclins.com, why we collect it, and what choices you have. We are the data controller for any personal data described below.

If you have questions about this policy or want to exercise any of the rights listed in Your rights, email our data protection contact at [email protected].

What we collect, and why

We collect information you provide directly, along with limited technical information generated when you use the site that is necessary for security, site operation and analytics.

Contact form. When you fill in the contact form, we collect:

• Your name and email address, so we can reply to you.
• Your company name (optional), to give context to your message.
• Your phone number (optional), so we can contact you directly if that's easier than email.
• The message you write, so we can answer it.
• An "intent" tag (services, partnership or general), set automatically based on which page you came from, so the right person sees your message.
• The topic you choose, so the right person sees your message.
• Your budget, your timeline and how you heard about us, when the form asks for them.
• The campaign tags in the link you arrived from (UTM parameters), the page that sent you to us, and the first page you opened on our site. We use these to understand which channels bring us enquiries.

We also store the date and time of submission and an internal status field ("new", "replied", "archived") to track whether we've responded. We do not store your IP address alongside the submission in our database — though Cloudflare Turnstile processes your IP transiently as part of its bot-check, as described under Who else sees it below.

Job applications. When you apply for a role through our careers page, we collect:

• Your name and email address, to identify you and reply.
• Your phone number and location, if you give them (both optional).
• Your CV, or a link to your portfolio or LinkedIn profile, so we can review your work.
• Your answers to the role's screening questions.

Applications from job boards. If you applied for one of our roles on LinkedIn or Indeed, we may import your application from that site into our recruiting system, with your CV if you sent one. We then handle it in the same way as an application made on our careers page.

Interviews. If we invite you to interview, you book the time through Cal.com, which receives your name, your email address and the booking details and passes the booking back to us. We keep the time of each interview and whether it went ahead.

Emails we exchange. We keep the emails we send you about your enquiry or application, and your replies, with that enquiry or application, so our team can see the whole conversation.

Offers and electronic signatures. If we make you an offer, we record its terms, such as pay, start date and conditions, and send it to you to sign electronically. When you sign, we record the name you type or the signature you draw, the times you opened and signed the documents, and the device and network (IP) address you signed from. We keep this record with the signed document as evidence that you signed it.

If we hire you. We create an employment record with your name, email address, phone number, hire date and start date, and we keep your signed offer and its signing record. The rest of your application is deleted as described under How long we keep it.

Waitlist sign-ups. When you join a product waitlist, we collect the email address you give us to send you launch news, product updates and invitations to test the product early. You can unsubscribe from any of these at any time.

News emails. When you sign up for news from any page, or tick the news box on the contact form, we collect your email address and the page you signed up from. We use it to send you product news and launch updates. Every email has an unsubscribe link, and you can change your choices at any time on the email preferences page linked from each email.

Beta feedback. When you send us feedback during the public beta, you fill in a form hosted by Tally, which stores your responses for us. We collect your answers, anything else you choose to write, and your name and email address if you give them. We use your feedback to find faults and improve our products and services. Please do not include other people's personal data or confidential information. To have your feedback deleted, email [email protected].

The public site has no accounts and no sign-in.

Technical information and analytics. When you visit any page, our hosting provider may log standard request information, such as your IP address, user agent and response status, for short periods to help diagnose technical problems and maintain site security.

We also use Umami for privacy-respecting analytics. It counts page views and a small number of named events (such as "contact-submitted") to help us understand which parts of the site are useful. Umami does not use cookies, does not track individuals across sites, and does not store your IP address or any other identifier we could use to recognise you on a return visit.

Error reports. If a page fails, our error-reporting service, which runs on our own server, records technical details of the fault, such as the page address, your browser type and what went wrong. We use these details only to find and fix faults.

Team notifications. When a new enquiry, job application or interview booking arrives, we may send a short notice to our team chat with your name, plus your company for an enquiry or the role for an application. The notice does not include your message, CV or answers.

Lawful basis

Under Section 25 of the Nigeria Data Protection Act (NDPA) 2023, as elaborated by Articles 16, 17, and 26 of the NDPA General Application and Implementation Directive (GAID) 2025, we rely on the following lawful bases for processing personal data:

• Consent (NDPA s. 25; GAID Article 17), where you tick the box on the contact form to agree that we may store your message and contact details to reply to your enquiry, where you join a product waitlist, where you sign up for news, and where you send us beta feedback.
• Steps before a possible contract (NDPA s. 25), where we consider your job application, arrange your interviews, and prepare, send and record an offer you may sign.
• Legitimate interests (NDPA s. 25(2); GAID Article 26), where processing is necessary for routine site security, anti-spam protection, and technical operation, including finding and fixing faults, telling our team about new enquiries and applications, importing an application you sent us through a job board, and keeping a signed document and its signing record as evidence of the agreement.

Where we process your personal data based on your consent, you can withdraw that consent at any time by emailing [email protected]. Once you withdraw your consent, we will stop using your data for the purpose for which you gave consent, unless we have another lawful reason to keep or use it. Withdrawing your consent does not affect any processing we carried out before you withdrew it.

Who else sees it

We use a small number of service providers to deliver this site. We share the minimum data needed for each one to do its job, and we do not sell or rent your data to anyone, ever.

• Resend (email delivery) receives the address and the content of every email we send you: acknowledgements and replies to enquiries, emails about your job application, interviews and offers, links to sign documents, and waitlist and news emails. It also carries the notice our team receives about each new enquiry, with your name, email address, company and message.
• Cloudflare Turnstile (bot protection) receives a token generated in your browser and your IP address, to confirm you are a human. We do not receive any tracking ID back. Cloudflare also uses this data as its own controller, to improve its bot detection. Cloudflare decides how long it keeps this data. See Cloudflare's privacy policy for its retention.
• Umami (analytics, hosted by umami.is) receives the page URL, referrer, screen size, browser language, and country derived from your IP. Umami discards the IP after deriving the country and does not store any identifier that links visits to a person.
• Hetzner (hosting) runs the server that this site, our database and our error-reporting service run on.
• Cloudflare R2 (file storage) stores the CVs you upload, the documents we send you to sign, the signed copies and your signature image.
• Cal.com (interview scheduling) receives your name, your email address and the booking details when you book an interview.
• Zoho Mail (our mailbox) receives the replies you send to our emails. We copy each reply into our database with your enquiry or application.
• Slack (our team chat) receives the short notices described under Team notifications above.
• Tally (online forms) receives what you enter if you fill in one of our Tally forms, which we use for beta feedback and project intake.
• Our PostgreSQL database, on that server, stores contact messages, job applications with their offers and signatures, the emails we exchange with you, waitlist sign-ups and news subscriptions.

International transfers

We use service providers for hosting, file storage, email, scheduling, forms, analytics, bot protection and team communication. They may store or process your personal data outside Nigeria.

We are based in Nigeria. These providers are mainly in the European Union and the United States.

How long we keep it

• Contact submissions: we keep contact-form submissions for 6 months from your last contact with us, unless you ask us to delete them sooner or we have a legitimate or legal reason to retain them. After this period, we anonymise them, so nothing in what remains identifies you.
• Job applications: six months after our decision on your application (or, if you withdraw before a decision, six months after your withdrawal), we delete your name, contact details, CV and answers, and keep only an anonymous record that the application was made. If your application is subject to a legal dispute or a data request that requires us to keep it, we may place a litigation hold on it, which keeps it past the six months above until the hold is lifted. At the same point we cancel any interview booking that has not happened yet, and delete your interview records, the emails we exchanged about your application, and any offer or signature request you did not sign.
• If we hire you: six months after the decision to hire you, we delete the rest of your application in the same way, and keep your employment record, your signed offer and its signing record.
• Waitlist sign-ups: before a product launches, we keep your sign-up for 12 months from when you joined, or from the last time you confirmed that you still want to hear from us. After that, you have 30 days to confirm that you want to stay on the waitlist. If you do not confirm, we delete your sign-up. Once the product launches, we keep your sign-up for 6 months after we tell you it has launched, then delete it.
• News subscriptions: we keep your subscription until you unsubscribe. Once you have unsubscribed and six months have passed since the last optional email we sent you, we delete your address and keep only a scrambled (hashed) copy of it with the emails you turned off, so that we do not email you again.
• Beta feedback: we keep your feedback until the beta ends and we have reviewed it, then delete it, unless you ask us to delete it sooner.
• Server logs: our hosting provider rotates server logs on a rolling 30-day basis.

We keep a signed employment contract for six years after the employment ends (twelve if signed as a deed), and a client's details for six years after the engagement ends. We may keep a record past these periods while it is under a litigation hold, and only for as long as the claim needs it.

Cookies

We use only the cookies needed for the site to function. We do not use advertising or tracking cookies, and our analytics tool, Umami, does not set cookies. Specifically, we use:

• A theme cookie (veraclins_theme) that remembers whether you chose the light or dark theme. We treat it as an accessibility cookie, because it lets the site display in the contrast mode you chose. It holds no identifier and is not shared with anyone.
• A short-lived cookie (mailing-list) on the email preferences page you reach from one of our emails. It keeps the private link from that email for 10 minutes so the page can save your choices, then expires.
• Hidden honeypot fields on forms to help prevent automated spam. These fields do not store information in cookies or on your device.

Because we do not use advertising or tracking cookies, we do not display a cookie-consent banner for those purposes. The contact-form consent checkbox is separate from cookie consent and relates only to the processing of information submitted through the contact form.

Your rights

Under the NDPA, the GAID, and applicable international standards, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your data ("right to erasure") where there is no overriding legal reason for us to keep it.
• Restrict how we process your data.
• Receive a copy of the data you gave us in a common, machine-readable format, or ask us to send it to someone else.
• Object to processing based on legitimate interests, and object at any time to our use of your data for news and product emails.
• Withdraw consent at any time, wherever we rely on it.
• Not be subject to a decision based only on automated processing that significantly affects you. We make no decisions about people by automated means alone.

Our contact for data protection requests is Nnanke Bassey. To exercise any of these rights, email [email protected]. We will respond within 30 days. We may ask for proof of identity to make sure we don't share your data with someone else.

If you believe we have not handled your personal data appropriately, you may also have the right to lodge a complaint with the Nigeria Data Protection Commission (NDPC) at ndpc.gov.ng.

Security

We take reasonable technical and organisational measures to keep your personal information safe from unauthorised access, loss, misuse or disclosure. We use measures such as secure login, encrypted connections and limited access to personal information.

While we work to protect your information, no online system is completely secure, so we cannot guarantee absolute security.

Children

This site is not directed at children under 18, and we do not knowingly collect personal data from children under 18. If you believe that a child has submitted personal information to us, please contact us at [email protected]. We will take appropriate steps to review the submission and delete the information where required by applicable law.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, how we process personal data, our service providers, or applicable legal requirements. If we make a material change, such as adding a new third-party processor or analytics tool, we will update this page and the "Last updated" date. Where appropriate, we will also provide additional notice before the change takes effect.

Contact

Veraclins Tech Solutions Limited (RC 6970214)
Plot 86, D-Series Extension, Gwagwalada, Abuja, Nigeria
[email protected]