Privacy Policy

USA SmartHire ("we," "us," or "our"), a service of USAFact, is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our background screening services.

1. Information We Collect

We collect information necessary to provide background screening services, including:

• Identity Information: Full name, date of birth, Social Security Number, government-issued ID numbers
• Contact Information: Address (current and historical), phone number, email address
• Employment History: Employer names, job titles, dates of employment, reason for leaving
• Education History: School names, degrees, attendance dates, graduation status
• Motor Vehicle Information: Driver's license number, state of issuance, expiration date
• Military Service: Active duty dates, branch of service
• Consent and Authorization: Digital signatures and authorizations for background checks

2. How We Use Your Information

We use collected information solely for the purpose of conducting background checks as authorized by you and your prospective employer. Specific uses include:

• Verifying employment, education, and identity information
• Conducting criminal record searches at county, state, and federal levels
• Requesting motor vehicle records from relevant state agencies
• Verifying military service records
• Generating compliant background screening reports for authorized employers
• Communicating with you about your screening status

3. FCRA Compliance

USA SmartHire operates as a Consumer Reporting Agency (CRA) under the Fair Credit Reporting Act (FCRA). All background checks are conducted in full compliance with the FCRA, including:

• Permissible Purpose: We only conduct background checks when there is a legally permissible purpose, such as employment screening
• Consent Required: We require written authorization from you before initiating any background check
• Adverse Action: If information in your report is used to make an adverse employment decision, you have the right to receive a copy of the report and dispute any inaccuracies
• Dispute Rights: You may dispute the accuracy or completeness of any information in your consumer report

For more information about your FCRA rights, visit the Consumer Financial Protection Bureau at consumerfinance.gov.

4. Information Sharing

We do not sell your personal information. We share your information only in the following circumstances:

• Authorized Employers: With the employer who requested the background check, pursuant to your authorization
• Verification Sources: With courts, employers, educational institutions, and government agencies as necessary to verify information
• Legal Requirements: When required by law, court order, or government authority
• Service Providers: With vetted third-party service providers who assist in delivering our services, subject to strict data protection agreements

5. Data Security

We implement industry-leading security measures to protect your personal information:

• 256-bit SSL/TLS encryption for all data in transit
• AES-256 encryption for data at rest
• SOC 2 Type II certified infrastructure
• Multi-factor authentication for all system access
• Regular third-party security audits and penetration testing
• Strict access controls and employee background screening

6. Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of your background screening report
• Dispute: Challenge inaccurate or incomplete information in your report
• Correction: Request correction of verified inaccuracies
• Deletion: Request deletion of your data where legally permissible
• Portability: Receive your data in a structured, machine-readable format

To exercise any of these rights, contact us at [email protected] or call 1-800-547-0263.

7. Data Retention

We retain background screening data in accordance with FCRA requirements and applicable state laws. Generally, criminal record information is retained for 7 years, and complete screening files are retained for a minimum of 5 years from the date of the report. Specific retention periods may vary based on applicable law.

8. Cookies & Tracking

Our website uses essential cookies to maintain your session and save form progress locally on your device. We do not use third-party advertising cookies or sell data to advertisers. You may disable cookies in your browser settings, though this may affect form functionality.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will notify you of material changes by posting the updated policy on our website with a revised effective date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

11. Contact Us

For questions, concerns, or to exercise your privacy rights:

• Email: [email protected]
• Phone: 1-800-547-0263
• Mail: USA SmartHire Privacy Officer, c/o USAFact, United States

12. Terms of Service

By using USA SmartHire services, you agree to these Terms of Service. Our background screening services are provided for lawful employment and permissible purposes only under the FCRA. You must provide accurate and truthful information on your screening form. Providing false information may result in termination of the screening process and reporting to the requesting employer. All digital signatures provided through our platform constitute legally binding authorization for background screening. We reserve the right to refuse service for any lawful reason. These terms are governed by the laws of the United States.

If you have questions about this Privacy Policy, please contact our Privacy Officer at [email protected] or call 1-800-547-0263.