Worker and Applicant Privacy Notice 

Last Updated: May 6, 2025

Scope 

This Worker and Applicant Privacy Notice (the “Privacy Notice” or “Notice”) applies to partners, employees, contractors, interns, contingent workers, and other personnel (collectively, “Workers”) and applicants and prospective Workers (collectively, “Applicants”) whose personal data may be collected and processed in the employment context, including from submission of an application, by Inspire Veterinary Partners (“IVP” or “We”). IVP is committed to protecting and respecting the privacy of Workers and Applicants. 

This Notice explains the types of personal data we may collect, how we intend to use and share that information, and the rights you may have related to these processing activities. As used in this Notice, “personal data” has the meaning given to it under the laws where an Applicant or Worker resides (also referred to as “you”) but typically refers to information that can be used to identify you as an individual. Please also note that any activities We take with respect to your personal data are referred to as “processing” or “processing activities.”

 

This Notice only applies to data that We collect and process when interacting with you in your capacity as an Applicant or Worker. Unless otherwise indicated on a specific website page or form, this Notice does not apply to any personal data that may be processed through your use of our public-facing website. This Notice is not intended to, and shall not, constitute a contract with any Worker or Applicant.

 

Information We Collect

• IVP collects personal data about Applicants and Workers. In the past twelve months, we have collected or processed, and expect to collect and process in the future, the types of information described below. 
• Profile/Demographic Information such as your name, work address, work and personal telephone numbers, government-issued identification numbers, work and personal email addresses, home address, citizenship, passport data or immigration data and status, nationality, birth date, country of birth, tax reference, emergency contact details, resume data, and information on prior employers.
• Worker-Related Data such as application and recruitment records, education information, your job title, assigned practice group, work location, language(s) spoken and written, employment contract (if applicable), working time, attendance and leave (as applicable and allowed or required by law), business travel data, data about completion of required training, professional qualifications or certifications, information related to start and end date, reason for leaving, and similar job-related data.
• Sensitive Personal Data / Special Category Data such as details of health and disability, including medical information, health insurance information, mental health, medical leave; information about residency, citizenship, or immigration status; information about sex life or sexual orientation, gender identity or affinity, race, ethnicity, veteran status, and data relating to criminal convictions and offenses.
• Communications with IVP such as personal contact information when you communicate with us, for example to inquire about Worker benefits.
• Information from Other Sources. We may collect, receive, and process information about Applicants and Workers from other sources, including through third-party services and organizations to supplement information provided by you. For example, where relevant to the role in question and as permitted by law, we may collect, receive, and process information from third parties such as  a human resource information system provider, government agencies, recruiters, educational establishments, employment agencies, screening and credit check companies, references from former employers, or from publicly available sources, such as publicly accessible websites, including social media, containing content you directly or indirectly control.
• Compensation-Related Data such as basic salary, bonus and commission entitlements, insurance benefits, birth date and other information about you and your dependents required by IVP’s insurer or benefits vendors, tax information, salary information, information relating to any applicable retirement plan or pension program and similar forms of compensation or benefits.
• Job-Related Data such as Worker attendance, working hours and overtime, timesheets, holiday records, performance reviews, evaluations and ratings, training records, disciplinary allegations, disciplinary process and disciplinary warnings, details of grievances and other internal processes, and any outcome, and similar data about or related to Worker performance, conduct, and capability.
• Location-Based Data such as presence in an office based on the use and activation of an assigned access card or company-issued laptop. Depending on location, role and job responsibilities, 
• Miscellaneous Information. We may receive or collect other miscellaneous personal data (for example, information an Applicant chooses to disclose during the interview process), whether in oral or written form, and opinions generated by other Workers during the interview process.

Purpose of Information Collection 

IVP processes personal data to the extent permitted or required under applicable law for a variety of business purposes, including those listed below. We will not process your personal data for a purpose other than that for which it was collected unless We have provided further information about this to you before that processing takes place.

 

Applicants

• To assess your suitability, aptitude, skills, qualifications, and interests for employment with or provision of services to IVP;
• To communicate with you about the application process and/or your application; and
• To take steps at your request prior to entering a relationship with you (for example, after We have sent you an offer, to process certain personal data to enter and commence employment).

Workers

• To assist you with a job-related relocation, or to obtain an immigration visa or work permit (where required and requested by you);
• To manage workflow, including assigning, managing, and administering projects;
• To conduct job grading activities;
• To administer Human Resources Operations and communicate with Workers and Applicants;
• To administer payroll, tax/social security, and benefits;
• To determine and administer compensation-related activities;
• To monitor overtime, ensure IVP’s compliance with labor laws;
• To ensure the safety, integrity, and security of our business and its assets, such as security and fraud prevention activities, Worker monitoring for safety or management, internal investigations, and research purposes;
• To manage Worker performance and development;
• To conduct internal processes, including disciplinary, grievance, and performance management;
• To manage vacation and statutory leave rights and entitlements;
• To manage religious, disability, and other accommodations;
• To manage health-related issues and any associated absence;
• To manage Worker attendance and absences;
• To operate helpdesk and IT support services;
• To run, enable, or cooperate with internal and/or external or governmental compliance investigations;
• To operate, enable, or cooperate with internal or external audits;
• To protect Worker safety, including by administering emergency services;
• To establish, exercise, or defend our legal rights;
• To comply with our legal obligations, including to support any claim or defense before any court, administrative agency, or arbitration or mediation panel and to cooperate with, or to inform, law enforcement or relevant regulatory authorities to the extent required by law in or outside of your country; and

Legal Basis for Processing 

Depending on where you reside, applicable data privacy laws may require us to explain the legal reason(s) that justify IVP’s collection and processing of your personal data. IVP generally relies on the following legal bases to justify our data processing activities: 

• to comply with our employment contracts and maintain our relationship as an employer with our Workers;  
• to comply with our legal obligations; and 
• to pursue our legitimate interests when they are not overridden by your interests or fundamental rights and freedoms. 

Information Sharing 

IVP may disclose personal data as described in this Notice to the following types of businesses or individuals. The legal basis is also described below.

• Service Providers. IVP may disclose personal data we receive pursuant to this Notice with its service providers. The types of service providers to whom we entrust personal data include, for example and without limitation, service providers that help us: (i) operate company programs to enable Workers to perform their job functions; (ii) maintain our Human Resources Operations; (iii) provide IT and related services, and (iv) provide specialized external advice. This is disclosed based on Legitimate Interest Justification (e.g., to provide IT and related services to allow you to do your job) or Contract Justification (e.g., to operate payroll).
• Governmental, Judicial, Legal, and Advisory Entities. IVP may transfer personal data to government agencies and regulators (e.g., tax authorities), social insurance carriers, courts, and/or government authorities, in accordance with applicable law where We believe doing so is required by law or appropriate to: (i) comply with law enforcement or national security requests and legal processes, such as court orders, subpoenas, or regulatory investigations; (ii) protect your, our, or others’ rights, property, or safety; (iii) enforce our policies or contracts; (iv) assist with an investigation or prosecution of suspected or actual illegal activity; and/or (v) defend against claims made against IVP or its personnel. This personal data may be disclosed based on Legitimate Interest Justification (e.g., to allow IVP to manage and operate our business), Contract Justification (e.g., to fulfil obligations under a contract such as insurance provision), or Legal Obligation Justification (e.g., to make reports to applicable tax authorities).

Third-Party Websites & Applications

IVP resources may contain links to third party websites and/or applications. Please be advised that IVP does not control these third-party services. We encourage Applicants and Workers to read the privacy policies of each website and application with which they interact. IVP does not endorse, screen, or approve, and are not responsible for, the privacy practices or content of such other websites or applications. Visiting these other websites or applications is at your own risk.

Data Security

IVP employs reasonable safeguards designed to protect the Personal Data we collect. However, security risk is inherent in all internet and information technologies, and we cannot guarantee the security of your Personal Data.

Retention and Deletion 

IVP retains the personal data we receive as described in this Notice for as long as necessary to fulfill the purpose(s) for which it was collected, carry out our Human Resources Operations, resolve disputes, establish legal claims or defenses, conduct audits, pursue legitimate business purposes, enforce our agreements, comply with applicable laws, or based upon other criteria, including, but not limited to, the sensitivity and volume of such data. Additionally, we endeavor to retain all such personal data in accordance with legal requirements.

Your Rights 

To the extent permitted under applicable law, you may have the right to:

• Obtain access to and portability of your personal data, including: (i) confirming whether and how we are processing your personal data; (ii) obtaining access to or a copy of your personal data; (iii) receiving an electronic copy of personal data that you have provided to us, or asking us to send that information to another company.
• Request correction of your personal data where it is inaccurate or incomplete. In some cases, IVP may provide self-service tools that enable you to update your personal data, or IVP may refer you to the controller of your personal data who is able to make the correction.
• Request deletion of your personal data, in cases where IVP is not required to retain such personal data and subject to other legal requirements and exceptions prescribed by law.
• Request restriction of or object to our processing of your personal data, if and as applicable, and where such requests are permitted by law, including the right to (i) withdraw your consent to processing, (ii) object to, or restrict, processing of your sensitive personal data for certain purposes, or (iii) opt out of profiling in furtherance of decisions that produce legal or similarly significant effects concerning you.

Contact Information 

If you have any questions or concerns about this Privacy Policy, please contact us at: Inspire Veterinary Partners, 780 Lynnhaven Pkwy, Suite 400, Virginia Beach, VA 23452; 757-734-5464

Policy Updates 

We may update and/or revise this Notice from time to time at our sole discretion. If there are any material changes to this Notice, we will notify you as required by applicable law.