Privacy policy
Last updated 14 October 2026
Your customer file and your order book are trade secrets. VetLane keeps them in a closed environment, never hands them to an AI model, and turns them into dated evidence of your diligence.
This policy covers two things: this website, vetlanehq.com, and the VetLane service, opening to early access customers. We collect as little as we can.
Who is responsible
The data controller is EILAU, trading as VetLane, 12 allée des Wattines, 59139 Wattignies, France (SIREN 844 753 202). Contact for any privacy question: olivier@vetlanehq.com. For the files our customers import into the service, VetLane acts as their processor under a data processing agreement.
Our commitments for the VetLane service
- No AI on your data. Your files are never sent to an AI model provider and never used to train a model.
- Evidence, not an answer. Every check ends in a sealed, timestamped record that cites each list and its version.
- Nothing invented. Screening compares your data with official government files using fixed rules: the same input always gives the same result.
- Lists kept current. Official lists are downloaded every day, each version is kept, and your customers are screened again when a list changes.
Confidentiality: your data stays yours
- Your imports, results and documents are never sent to an AI model provider, and never used to train or improve any model, ours or a third party's.
- The HS classification assistant works with local rules, not with a language model. Any future use of an AI model on your data would require your explicit, written consent.
- Each customer's data is isolated from every other customer's. A VetLane staff member can only see your data during a support session that your account owner grants, limited in time and recorded in your audit log.
- We do not sell, share or reuse your data. We do not use it to build lists, rankings or market studies.
Evidence you can keep in your export file
A screenshot of a chatbot answer is neither dated reliably, nor sourced, nor reproducible. A VetLane record is:
- dated: each record carries a timestamp token issued by a qualified time-stamping authority (RFC 3161), which fixes its date in UTC;
- sourced: it lists every database checked, with the version and date of each list used;
- sealed: its SHA-256 fingerprint lets anyone confirm that it has not been altered;
- reproducible: the list versions are kept, so the same check can be replayed with the same result;
- traceable: every decision on a match (confirmed or dismissed) is recorded with its author, date and reason.
A record is evidence of the checks you performed. It is not legal advice and does not replace your own analysis; its weight is assessed by the authority that reviews it.
Results that are never invented
- No language model takes part in screening or scoring. Names are compared with the official files by a fixed matching method (similar spelling, aliases, country), which gives the same result every time.
- Every alert names the list, the listed entry, the date of designation and the date of the list version used.
- A missing piece of information lowers the share of verifiable data shown next to the score; it is never counted as clear.
- VetLane never dismisses a match on its own: only a person from your company can do so, with a written reason.
Official lists, kept current
- The official lists (US Consolidated Screening List, OFAC, EU, UK, UN) are downloaded every day from the government sources. Each download is kept as a dated version; nothing is overwritten.
- When a list changes, your active customers are screened again automatically, and you receive an alert only if one of your results changes.
- If a list could not be refreshed for 48 hours, our team is alerted, and every record prints the date of the last successful update of each list.
- You can always tell whether a buyer was listed at the time of the order, not only today.
This website: what we collect and why
| Data | Purpose | Legal basis | Kept for |
|---|---|---|---|
| Early access form: work email, company, country, role, customer range, the plan you are interested in, and how you reached our site (campaign tags of the link you followed, referring site, first page visited) | Handle your request and contact you about VetLane (kept in our database, hosted in the European Union) | Steps taken at your request before a contract; our legitimate interest in B2B follow-up | 3 years from our last contact |
| Emails you send to us | Reply to you | Our legitimate interest in answering you | 3 years from our last contact |
| Advertising cookies, only if you accept | Measure our LinkedIn and Google ad campaigns | Your consent | Up to 13 months |
| Your cookie choice | Remember whether you accepted or refused | Our legitimate interest | 6 months |
| HS code checked on the Quick CHPL Check (/check), or company name or HS code checked in your account, one at a time or in a list, its result, and a one-way fingerprint of your IP address (never the address itself) | Apply the monthly allowance of free company checks, prevent abuse, and keep a history of the checks to improve the service | Our legitimate interest | The IP fingerprint is erased after 12 months; the query and its result are kept as a history |
| Audience measurement without cookies: page visited, date, referring site, campaign tags, browser type, and a fingerprint of your IP address that changes every day | Count visits and see which pages are read, by people and by search engine robots | Our legitimate interest (first-party, aggregated statistics, no cookie, not shared) | 13 months |
| Visits to the public pages of this website (home page and other pages open without an account, not the VetLane application): your IP address, the page, the date and the referring site, and the country, region and city derived from the IP address (DB-IP database, looked up on our own servers) | Count unique visitors over a period and see where our visitors come from | Our legitimate interest (first-party statistics, no cookie, not shared, not used to contact you) | 180 days |
| Country derived from your IP address when you open a page that shows our prices (pricing page, plan and billing settings) (DB-IP database, looked up on our own servers) | Show the prices in US dollars in the United States and in euros elsewhere | Our legitimate interest | Not kept: used for the page, then discarded |
| Server logs kept by our host (IP address, date, pages requested) | Security and operation of the site | Legal obligation and our legitimate interest | As required by law |
The VetLane service: what we process
Account data (name, business email, password hash), the files you import (business contacts of your customers, orders, catalogue), the results we compute, and technical logs. Imports never require the name of a person.
To support you and follow up on your account, we also keep how the service is used: dates and number of sign-ins, date of last access, and counts of imports, records and checks. These are dates and counts only; they never show the content of your data.
| Data | Kept for |
|---|---|
| Imported files | Deleted 90 days after analysis |
| Records, decisions and signed end-use statements | 5 years from the end of the year of the period or sale they relate to (the record-keeping period of the US Export Administration Regulations, Part 762, and of the EU dual-use regulation, Article 27), then deleted, unless you ask to keep them longer. A fingerprint of each sealed file stays so that it can still be verified. If you close your account, they are deleted with your other data, except sealed records you asked us to keep |
| All data of a customer company | Deleted 30 days after the end of the subscription, except records you asked us to keep |
| Backups | Encrypted copies kept at a second provider in the European Union for 12 months at most. Data deleted from VetLane disappears from the backups when they expire, and is deleted again if a backup is ever restored. |
Inside the service, we use only two cookies, both strictly necessary: a session cookie and a security cookie. No advertising or analytics cookie.
Who receives your data
- Scalingo (France): hosting of this website and of the VetLane service, database included, in the European Union.
- Scaleway (France): storage of the files you import and documents produced by the service, and sending of service emails (account, invitations, alerts), in the European Union.
- OVHcloud (France): our mailbox, and encrypted backups of the VetLane service, in the European Union.
- LinkedIn and Google: only if you accept advertising cookies on this website.
- Stripe: card payments, once online payment is available.
- Certigna (Dhimyotis, France): qualified time-stamping authority. It receives only the fingerprint of each record, defense file and signed statement, never its content.
- No AI model provider receives any of your data.
We never sell your data.
Transfers outside Europe
Google, LinkedIn and Stripe may process data outside the European Union or the United Kingdom, notably in the United States. In that case, transfers rely on the safeguards these providers offer, such as the EU-US Data Privacy Framework or standard contractual clauses. The data you import into the VetLane service is hosted in the European Union.
Cookies on this website
By default, this site sets no advertising or tracking cookies. The fonts are served by VetLane itself, not by Google. A banner asks for your choice, and Refuse is as easy as Accept. If you accept, we load:
- LinkedIn Insight Tag: measures visits and conversions from our LinkedIn ads.
- Google Ads tag: measures conversions from our Google ads.
Your choice is stored in your browser for 6 months. You can change it at any time with the Cookie settings link at the bottom of every page.
Your rights
You can ask to access, correct or delete your data, to restrict or object to its use, to receive it in a portable format, and to withdraw your consent at any time. Write to olivier@vetlanehq.com. We reply within one month. Customers of the service can also export all their data or close their account from their settings. A data processing agreement, including the commitment not to use your data with AI models, is available on request.
You can also complain to a supervisory authority: the CNIL in France (cnil.fr) or the ICO in the United Kingdom (ico.org.uk).
Changes
We will update this page if our practices change, with a new date at the top.