Effective Date: June 23, 2026
Last Updated: June 23, 2026
1. Introduction
Join Vars, Inc. (“Join Vars,” “we,” “us,” or “our”) operates a B2B healthcare staffing software platform and the marketing website located at https://joinvars.com. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, submit forms, request a demo, or use our services.
By accessing or using our website, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms of this policy, please discontinue use of our website and services.
2. Information We Collect
We collect information in the following categories:
2.1 Information You Provide Directly
- Identity Data: First name, last name, job title, company name
- Contact Data: Email address, phone number, business address
- Account Data: Login credentials, account preferences, subscription details
- Communication Data: Messages, inquiries, and correspondence submitted through forms or email
2.2 Information Collected Automatically
- Usage Data: Pages visited, time on site, links clicked, referral sources
- Device Data: IP address, browser type and version, operating system, device identifiers
- Cookie Data: Session identifiers, preference cookies, analytics identifiers, advertising cookies
- Location Data: Approximate geographic location inferred from IP address
3. Information Submitted Through Forms
3.1 Demo Request Forms
When you submit a demo request on our website, we collect your name, business email address, phone number, company name, company size, and any additional information you voluntarily provide. We use this information to schedule and deliver your product demonstration, follow up with relevant information about our platform, and assess whether Join Vars is a fit for your organization’s staffing needs. Demo request submissions are stored in our CRM and are retained for sales and account management purposes.
3.2 Contact Forms
When you submit a general inquiry through our contact form, we collect your name, email address, and the content of your message. This information is used solely to respond to your inquiry and is retained in accordance with our data retention practices described below.
4. Account Information
If you create an account or are provisioned access to the Join Vars platform as part of a customer contract, we collect and process account credentials, user profile data, role assignments, and activity logs within the platform. This information is processed under the terms of the applicable customer agreement and our Data Processing Agreement (DPA), which governs data processing on behalf of our business customers.
5. Analytics Data
We use analytics tools to understand how visitors interact with our website. Analytics data includes page views, session duration, traffic sources, device types, and user flow through the site. This data is collected in aggregate and pseudonymous form and is used to improve website performance, content relevance, and user experience. Our analytics practices are described further in Section 6 below.
6. Cookies & Tracking Technologies
Our website uses cookies, pixel tags, web beacons, and similar tracking technologies. Cookies are small data files stored on your device that help us recognize you and remember your preferences.
Types of Cookies We Use
- Strictly Necessary Cookies: Required for the website to function. These cannot be disabled.
- Analytics Cookies: Help us understand website traffic and user behavior (e.g., Google Analytics).
- Marketing & Advertising Cookies: Used to deliver relevant advertising and track campaign performance (e.g., Google Ads, LinkedIn Ads).
- Functional Cookies: Remember your preferences to improve your experience.
You may manage cookie preferences through your browser settings or through any cookie consent mechanism we provide. Note that disabling certain cookies may affect website functionality.
7. Google Analytics
We use Google Analytics, a web analytics service provided by Google LLC (“Google”). Google Analytics collects data about your use of our website, including pages visited, time spent, and referral sources, using cookies and similar technologies. This data is transmitted to and stored on Google’s servers.
We have enabled IP anonymization in Google Analytics to reduce the identifiability of visitor data. Google may use this data to evaluate your use of our website and to compile reports on website activity. Google’s use of this data is governed by the Google Privacy Policy.
You may opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.
8. Advertising & Remarketing
Join Vars currently uses and may in the future use the following advertising technologies:
Google Ads
We use or may use Google Ads to deliver targeted advertising across Google’s advertising network. Google Ads may use cookies and device identifiers to show you ads based on your prior visits to our website (remarketing) and to measure the effectiveness of our advertising campaigns. You can opt out of personalized Google advertising at Google Ad Settings.
LinkedIn Ads
We use or may use LinkedIn Insight Tag and LinkedIn Ads to serve advertising to professionals on LinkedIn. The LinkedIn Insight Tag collects data about your visits to our website when you are logged into LinkedIn and may be used for conversion tracking, remarketing, and audience analytics. You can manage LinkedIn advertising preferences in your LinkedIn account settings.
Remarketing
We may use remarketing pixels and audience lists to display Join Vars advertising to users who have previously visited our website. Remarketing is conducted through Google, LinkedIn, and other advertising platforms. These platforms may use cookies, device identifiers, or hashed email addresses to match your identity across their networks. You may opt out of interest-based advertising through the Digital Advertising Alliance or Network Advertising Initiative opt-out tools.
9. How We Use Your Information
We use personal information for the following purposes:
- To respond to inquiries and deliver requested product demonstrations
- To operate, maintain, and improve our website and platform
- To send transactional communications related to your account or inquiry
- To send marketing communications where you have opted in or where we have a legitimate interest
- To analyze website traffic and usage patterns to improve user experience
- To deliver targeted advertising and measure campaign performance
- To comply with legal obligations and enforce our agreements
- To detect and prevent fraud, abuse, or security incidents
10. Email Communications
When you submit a form on our website, we may send you emails related to your inquiry, demo scheduling, or our products and services. Marketing emails will include an unsubscribe option in accordance with applicable law. You may opt out of marketing communications at any time by clicking the “Unsubscribe” link in any email or by contacting us at hello@joinvars.com.
Transactional and account-related emails (such as demo confirmations and platform notifications) are necessary for the delivery of our services and cannot be opted out of while an active account or inquiry is in progress.
11. Third-Party Services
Our website and platform integrate with third-party services to provide functionality, analytics, and support. These third parties process personal data on our behalf or in accordance with their own privacy policies. Current third-party service providers may include:
- Google LLC – Analytics, advertising, email infrastructure
- LinkedIn Corporation – Advertising and audience analytics
- CRM & Marketing Automation Providers – Contact management and outreach
- Cloud Hosting Providers – Infrastructure and data storage
- Customer Support Platforms – Help desk and support ticket management
We require all third-party service providers to implement appropriate safeguards and to process personal data only as instructed by us. We do not sell personal information to third parties.
12. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:
- Form submissions and inquiries: Retained for up to 3 years from last contact, or longer if a commercial relationship develops
- Account data: Retained for the duration of the customer contract plus 3 years, unless earlier deletion is requested
- Analytics data: Retained in accordance with the applicable analytics provider’s data retention settings (typically 14–26 months)
- Marketing communications: Retained until opt-out is recorded
- Legal and compliance records: Retained as required by applicable law
13. Data Security
Join Vars implements industry-standard technical and organizational security measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include encryption of data in transit (TLS), access controls, role-based permissions, and regular security assessments.
While we take reasonable precautions, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security. In the event of a data breach that affects your personal information, we will notify you and applicable regulatory authorities as required by law.
14. Your GDPR Rights
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have the following rights under the General Data Protection Regulation (GDPR) and applicable national data protection laws:
- Right of Access: Request a copy of the personal information we hold about you
- Right to Rectification: Request correction of inaccurate or incomplete data
- Right to Erasure: Request deletion of your personal information, subject to legal retention obligations
- Right to Restrict Processing: Request that we limit how we use your data
- Right to Data Portability: Receive your data in a structured, machine-readable format
- Right to Object: Object to processing based on legitimate interests or for direct marketing purposes
- Rights Related to Automated Decision-Making: Request human review of automated decisions that significantly affect you
To exercise any of these rights, please contact us at hello@joinvars.com. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.
Our legal bases for processing personal data include: performance of a contract, compliance with a legal obligation, legitimate interests (such as marketing to business professionals in the healthcare staffing sector), and consent (where required and obtained).
15. Your CCPA Rights
If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with the following rights:
- Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected about you, the sources of collection, the business purpose for collection, and the categories of third parties with whom we share it
- Right to Delete: Request deletion of personal information we have collected about you, subject to certain exceptions
- Right to Correct: Request correction of inaccurate personal information
- Right to Opt-Out of Sale or Sharing: We do not sell personal information. However, our use of advertising cookies may constitute “sharing” under the CPRA. You may opt out via cookie preferences or by contacting us
- Right to Limit Use of Sensitive Personal Information: We do not collect sensitive personal information as defined by the CPRA
- Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights
To exercise your California privacy rights, please contact us at hello@joinvars.com or submit a verifiable consumer request through the contact information below. We will respond within 45 days as required by law.
Do Not Sell or Share My Personal Information: Join Vars does not sell personal information. To opt out of the sharing of personal information through advertising cookies, please manage your preferences through our cookie consent tool or contact us directly.
16. Children’s Privacy
Our website and platform are intended for use by business professionals and are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected personal information from a person under 18, we will take steps to delete that information promptly. If you believe we have collected information from a minor, please contact us at hello@joinvars.com.
17. International Data Transfers
Join Vars is based in the United States. If you access our website or services from outside the United States, your personal information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.
For transfers of personal data from the EEA, UK, or Switzerland to the United States, we rely on appropriate safeguards such as Standard Contractual Clauses (SCCs) adopted by the European Commission, or other legally recognized transfer mechanisms. By using our website, you acknowledge that your data may be processed in countries with different data protection laws than your country of residence.
18. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the “Last Updated” date at the top of this page and, where appropriate, provide additional notice such as a banner on our website or an email notification.
We encourage you to review this Privacy Policy periodically. Your continued use of our website after the effective date of any changes constitutes your acceptance of the updated policy.
19. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Join Vars, Inc.
Privacy Inquiries
Email: hello@joinvars.com
Website: https://joinvars.com
We are committed to resolving any privacy concerns and will respond to all inquiries within a reasonable timeframe.