VocationCRM Privacy Policy & Terms of Use

Effective Date: January 1, 2025
Last Updated: December 12, 2025

At VocationCRM ("VocationCRM," "we," "our," or "us"), operated by The Topiary Company LLC, we are committed to protecting your privacy and safeguarding personal data entrusted to us. This Privacy Policy explains how we collect, use, share, and protect information when you use our website (https://www.vocationcrm.com), the VocationCRM software platform, and related professional and managed services (collectively, the "Services").

VocationCRM provides both software-as-a-service (SaaS) tools and related services, including website design and management, candidate follow-up services (email, text, and phone outreach), and application and document management. This policy applies to all such Services.

1. Information We Collect

We collect personal and non-personal information in the following ways:

a. Information You Provide

Name, email address, phone number, organization name, and account credentials
Information submitted through contact forms, user profiles, intake forms, applications, and surveys
Candidate and inquiry data entered on behalf of an organization
Documents and files uploaded to the platform (e.g., applications, resumes, medical or psychological documents, reports)
Communications with us, including support requests and service-related correspondence

b. Information Collected Automatically

IP address, browser type, device information, and operating system
Usage data such as pages visited, features used, timestamps, and referring URLs
Cookies, pixels, and similar tracking technologies

c. Sensitive Information

Depending on how customers use the Services, data may include sensitive personal information such as religious affiliation, vocation status, health-related documents, or background information. VocationCRM processes such data solely on behalf of customer organizations and does not independently use or sell this information.

2. How We Use Your Information

We use collected information to:

Provide, operate, and maintain the VocationCRM platform and related Services
Create and manage user accounts and permissions
Facilitate candidate intake, application processing, and document management
Perform candidate follow-up and communications on behalf of customer organizations, including email, SMS/text messaging, and phone outreach where authorized
Design, host, manage, and maintain customer websites and related digital properties
Respond to support requests and customer service inquiries
Send service-related notifications, updates, and administrative communications
Improve platform functionality, performance, reliability, and security
Comply with legal obligations and enforce applicable agreements

3. Accounts and Login Information

When you create an account, we store login credentials using industry-standard security practices such as encryption and hashing. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

4. Application, File Uploads, and Document Handling

Documents and files uploaded to VocationCRM are stored securely and are accessible only to authorized users within your organization or as explicitly permitted by you. These materials are not made public unless directed by the customer organization.

5. Data Ownership and Customer Responsibility

All data entered into VocationCRM by customer organizations—including candidate records, applications, documents, communications, and follow-up activity—remains the property of the customer organization. VocationCRM acts as a data processor and service provider, not the data controller, with respect to such data.

Customer organizations are responsible for:

Providing appropriate privacy notices to candidates and contacts
Obtaining all required consents, including consent for email, SMS/text messaging, and phone outreach
Ensuring compliance with applicable data protection, communications, and privacy laws
Managing internal user access and permissions

6. Data Sharing and Disclosure

We do not sell personal data. We may share data:

With trusted service providers that support hosting, data storage, email delivery, SMS/text messaging, telephony, analytics, automation, and customer support
With subcontractors or partners engaged to provide website design, website maintenance, or managed communication services on our behalf
As directed or authorized by the customer organization
To comply with legal obligations, court orders, or lawful government requests
To protect the rights, property, or safety of VocationCRM, our customers, users, or others

7. Data Retention

We retain personal data and customer content only for as long as necessary to provide the Services, maintain customer accounts, fulfill contractual obligations, or comply with legal requirements. Upon account termination, data may be deleted, archived, or returned upon request, subject to contractual terms, technical feasibility, and legal obligations.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Maintain user sessions and preferences
Analyze traffic and usage trends
Improve platform functionality and performance

You may control cookies through your browser settings, though disabling cookies may affect certain features of the Services.

9. Third-Party Services and Links

The Services may integrate with or link to third-party tools and websites. We are not responsible for the privacy practices of third parties, and we encourage you to review their privacy policies separately.

10. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect information, including:

Encryption for data in transit
Secure access controls
Ongoing monitoring and security reviews

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your Rights

Depending on your location, you may have rights under applicable data protection laws, including GDPR and CCPA/CPRA. These rights may include access, correction, deletion, restriction, objection, and data portability.

Requests may be submitted by contacting us at the email address below. Customer organizations may need to coordinate requests related to candidate or inquiry data.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by posting an updated policy on our website or notifying registered users.

13. Contact Information

If you have questions or requests regarding this Privacy Policy, contact:

VocationCRM
Operated by The Topiary Company LLC
Email: rory.dayton@vocationcrm.com
Website: https://www.vocationcrm.com

VocationCRM Terms of Use

1. Acceptance of Terms

By accessing or using VocationCRM, you agree to be bound by these Terms of Use ("Terms"). If you do not agree, you may not use the Services.

2. Description of Services

VocationCRM is a subscription-based SaaS platform and services provider that enables organizations to manage vocation inquiries, candidates, applications, documents, communications, follow-up workflows, and related digital properties.

Services may include:

CRM software and workflow automation
Candidate application intake and document storage
Email, SMS/text message, and phone-based follow-up services
Activity tracking and reporting
Website design, development, hosting coordination, and ongoing management
Integration with third-party communication and automation tools

3. Eligibility

You must be at least 18 years old and have authority to bind your organization to use the Services.

4. Accounts and Access

You are responsible for:

Maintaining the confidentiality of login credentials
All activity that occurs under your account
Ensuring authorized use by your organization’s members

5. Acceptable Use

You agree not to:

Use the Services for unlawful purposes
Upload malicious code or content
Interfere with system security or integrity
Access data not belonging to your organization

6. Customer Content

You retain ownership of all data, content, applications, documents, and communications uploaded to or generated within VocationCRM. By using the Services, you grant VocationCRM a limited, non-exclusive license to host, store, process, transmit, and display such content solely as necessary to provide the Services, including managed communications and website-related services.

7. Subscriptions and Fees

Certain features require payment. Fees are billed according to your selected plan and are non-refundable unless otherwise stated in writing.

8. Service Availability

We strive for high availability but do not guarantee uninterrupted or error-free service. Maintenance, updates, or outages may occur.

9. Termination

We may suspend or terminate access if you violate these Terms. Upon termination, access to data may be limited or removed, subject to applicable agreements.

10. Intellectual Property

VocationCRM, including all software, designs, and trademarks, is owned by The Topiary Company LLC. No rights are granted except as expressly stated.

11. Disclaimers

The Services are provided "as is" without warranties of any kind, express or implied, including fitness for a particular purpose.

12. Limitation of Liability

To the maximum extent permitted by law, VocationCRM shall not be liable for indirect, incidental, or consequential damages arising from use of the Services.

13. Indemnification

You agree to indemnify and hold harmless VocationCRM from claims arising from your use of the Services or violation of these Terms.

14. Governing Law

These Terms are governed by the laws of the State of Illinois, without regard to conflict of law principles.

15. Changes to Terms

We may modify these Terms at any time. Continued use constitutes acceptance of updated Terms.

16. Contact Information

Questions regarding these Terms may be directed to:

The Topiary Company LLC
Email: rory.dayton@vocationcrm.com