Effective November 1, 2026
Questions: privacy@smithdalerecords.com
Smithdale Records LLC, Houston, Texas (“Smithdale”, “we”). We answer employment and income verification requests on behalf of employers who hire us (“Clients”).
This policy covers our website and our verification service. Where we act for a Client, we process employee data under the Client’s instructions.
From Clients: employee name, employer, job title, employment dates, status, and, where the Client enables it, pay information, received through the Client’s payroll or HRIS connection.
From verifiers: name, company, work email, stated purpose, authorization documents, and payment details (held by our payment processor, not by us).
From employees: email, last four digits of SSN for matching, and approval decisions.
From site visitors: standard server logs, and usage data collected by Google Analytics (pages viewed, approximate location, device and browser type, a cookie that tells repeat visits apart). We turn on IP anonymization and do not send Google anything you type into a form.
To answer verification requests we have confirmed are legitimate. To let employees obtain letters and approve releases. To bill verifiers and Clients. To keep a log of every request, as the law and our Clients require. To secure and improve the service.
We do not use employee data for marketing, advertising, or any purpose other than verification and the records that support it.
The verifier who made a qualifying request, limited to what the request needs and what the employee has authorized. Verifiers pay a fee for the verification; the fee does not change what we share.
Service providers who help us run the service (hosting, payments, email, text messaging, website analytics). They are listed in our Trust Center and may use data only to serve us.
Authorities, when the law requires it, and the Client, on request about its own employees.
Employees: see every request about you and what we sent by signing in with your work email. Decline any pay release. Ask your employer to correct a record.
Verifiers and visitors: ask us what we hold about you, ask us to correct or delete it, at the email below. We answer within 30 days. To opt out of Google Analytics, use Google’s browser add-on at tools.google.com/dlpage/gaoptout or block cookies for this site.
California residents may ask what we have collected, ask us to delete it, and will not be treated differently for asking. We do not sell personal information as that term is defined under California law. We do not collect biometric information from anyone.
We keep verification logs for seven years, as our Clients’ recordkeeping obligations require. Employee records are kept while the Client is with us and deleted within 90 days after, unless the Client instructs otherwise.
Data is encrypted in transit and at rest, access is role-limited and logged. Details are in our Trust Center.
We will post changes here and email Clients 30 days before any material change.
Privacy questions: privacy@smithdalerecords.com.