Privacy Policy

Introduction

i9 Technologies, LLC, a Utah limited liability company ("Company" or "We") respect your privacy and are committed to protecting it through our compliance with this policy. This policy describes the types of information we may collect from you or that you may provide when you visit the website https://www.i-9intelligence.com/ (our "Website") and our practices for collecting, using, maintaining, protecting, and disclosing that information.

This policy applies to information we collect:

• On this Website.
• In email, text, and other electronic messages between you and this Website.
• Through mobile and desktop applications you download from this Website, which provide dedicated non-browser-based interaction between you and this Website.
• Through our I-9 compliance platform and services provided to employers.

It does not apply to information collected by:

• Us offline or through any other means, including on any other website operated by Company or any third party; or
• Any third party, including through any application or content (including advertising) that may link to or be accessible from or through the Website.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Website. By accessing or using this Website, you agree to this privacy policy. This policy may change from time to time (see Changes to Our Privacy Policy). Your continued use of this Website after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates.

Information We Collect About You and How We Collect It

We collect several types of information from and about users of our Website, including information:

• By which you may be personally identified, such as name, postal address, email address, telephone number, social security number, work authorization documents, employment information, or similar information of your employees ("personal information"); and

• About your internet connection, the equipment you use to access our Website, and usage details.

We collect this information:

• Directly from you when you provide it to us.
• Automatically as you navigate through the site. Information collected automatically may include usage details, IP addresses, and information collected through cookies and other tracking technologies.
• From employers who use our I-9 compliance services to process employee verification information.

Information You Provide to Us

The information we collect on or through our Website may include:

• Information that you provide by filling in forms on our Website. This includes information provided at the time of subscribing to our service, executing a work order, or requesting further services. We may also ask you for information when you report a problem with our Website.
• Employee information provided through our I-9 compliance platform, including names, addresses, Social Security Numbers, work authorization documents, and employment verification data.
• Verification session recordings. When we perform remote Section 2 verification services on behalf of an employer, we may record video and audio of verification sessions, including the documents presented during the session, for quality assurance and training purposes. Recordings are retained for a limited period and then deleted in the ordinary course.
• Records and copies of your correspondence (including email addresses), if you contact us.
• Details of transactions you carry out through our Website and of the fulfillment of your orders. You may be required to provide financial information before placing an order through our Website.

You also may provide information to be published or displayed (hereinafter, "posted") on public areas of the Website, or transmitted to other users of the Website or third parties (collectively, "User Contributions"). Your User Contributions are posted on and transmitted to others at your own risk. Although you may set certain privacy settings for such information by logging into your account profile, please be aware that no security measures are perfect or impenetrable. Additionally, we cannot control the actions of other users of the Website with whom you may choose to share your User Contributions. Therefore, we cannot and do not guarantee that your User Contributions will not be viewed by unauthorized persons.

Information We Collect Through Automatic Data Collection Technologies

As you navigate through and interact with our Website, we may use automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including:

• Details of your visits to our Website, including traffic data, logs, and other communication data and the resources that you access and use on the Website.
• Information about your computer and internet connection, including your IP address, operating system, and browser type.

The information we collect automatically does include personal information. It helps us to improve our Website and to deliver a better and more personalized service, including by enabling us to:

• Estimate our audience size and usage patterns.
• Store information about your preferences, allowing us to customize our Website according to your individual interests.
• Recognize you when you return to our Website.

The technologies we use for this automatic data collection may include:

Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Website. When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email.

Web Beacons. Pages of our Website may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).

How We Use Your Information

We use information that we collect about you or that you provide to us, including any personal information:

• To present our Website and its contents to you.
• To provide you with information, products, or services that you request from us.
• To provide I-9 compliance services and employment verification processing.
• To fulfill any other purpose for which you provide it.
• To provide you with notices about your account, including expiration and renewal notices.
• To carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection.
• To comply with federal employment verification requirements under the Immigration Reform and Control Act (IRCA).
• To notify you about changes to our Website or any products or services we offer or provide though it.
• In any other way we may describe when you provide the information.
• For any other purpose with your consent.

Data Retention

We retain personal information for the following periods:

• I-9 employee data: 3 years from date of hire or 1 year from date of termination, whichever is later, as required by federal law, or longer if specific requirements dictate otherwise as related to federal mandate or enforcement activity
• Account information: For the duration of your account plus 7 years for business records
• Website usage data: Up to 2 years for analytics purposes
• Marketing communications: Until you unsubscribe or withdraw consent
• Verification session recordings: Up to 60 days after the session

Disclosure of Your Information

We may disclose aggregated information about our users without restriction.

We may disclose personal information that we collect or you provide as described in this privacy policy:

• To our subsidiaries and affiliates.
• To contractors, service providers, and other third parties we use to support our business and who are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them.
• To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of i9 Technologies' assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by i9 Technologies about our Website users is among the assets transferred.
• To fulfill the purpose for which you provide it.
• For any other purpose disclosed by us when you provide the information.
• With your consent.

We may also disclose your personal information:

• To comply with any court order, law, or legal process, including to respond to any government or regulatory request.
• To comply with federal employment verification and reporting requirements.

GDPR-Specific Provisions

The following provisions apply specifically to individuals located in the European Union (EU) or European Economic Area (EEA) whose personal data we process.

‍

Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Legal Obligation: Processing necessary to comply with U.S. federal employment verification requirements (Form I-9)
• Legitimate Interest: Providing I-9 compliance services to employers; maintaining business records; website functionality and security
• Consent: Marketing communications and non-essential cookies (where consent is obtained)
• Contract Performance: Providing services you have requested

Your Rights Under GDPR

If you are an EU/EEA resident, you have the following rights regarding your personal data:

Right of Access

You have the right to request confirmation of whether we process your personal data and to obtain a copy of your personal data.

Right to Rectification

You have the right to request correction of inaccurate personal data and to have incomplete personal data completed.

Right to Erasure ("Right to be Forgotten")

You have the right to request deletion of your personal data in certain circumstances, subject to legal retention requirements for employment records.

Right to Restrict Processing

You have the right to request restriction of processing of your personal data in certain circumstances.

Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.

Right to Object

You have the right to object to processing of your personal data for direct marketing purposes and, in certain circumstances, for other purposes based on legitimate interest.

Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw consent at any time.

‍

Exercising Your Rights

To exercise any of these rights, please contact us at: privacy@i-9intelligence.com

We will respond to your request within 30 days. We may need to verify your identity before processing your request.

‍

International Data Transfers

Your personal data may be transferred to and processed in the United States. We ensure appropriate safeguards are in place for such transfers, including:

• Processing data only within secure U.S. data centers (Microsoft Azure)
• Implementing appropriate technical and organizational security measures
• Limiting data transfers to what is necessary for providing our services

Data Protection Officer

For questions about this privacy policy or our data processing practices, you may contact our privacy team at privacy@i-9intelligence.com.

‍

Supervisory Authority

You have the right to lodge a complaint with your local data protection supervisory authority if you believe our processing of your personal data violates GDPR.

California Consumer Privacy Act (CCPA) Provisions

The following provisions apply specifically to California residents whose personal information we collect.

Categories of Personal Information We Collect

We collect the following categories of personal information:

• Identifiers: Names, email addresses, phone numbers, Social Security Numbers
• Personal Information (as defined in Cal. Civ. Code § 1798.80): Names, addresses, employment information, work authorization documents
• Commercial Information: Transaction records, service usage history
• Internet/Electronic Activity: Website usage data, IP addresses, browser information
• Professional Information: Employment verification data, job-related information
• Audio, Electronic, or Visual Information: Video and audio recordings of remote verification sessions

Business Purposes for Collecting Personal Information

We collect personal information for the following business purposes:

• Providing I-9 compliance and employment verification services
• Website functionality and user experience improvement
• Customer service and support
• Legal compliance with federal employment verification requirements
• Business operations and record keeping
• Security and fraud prevention

Categories of Third Parties

We may share personal information with:

• Service providers (hosting, email, payment processing)
• Government agencies (as required for compliance)
• Professional service providers (legal, accounting)
• Business partners (with your consent)

Sale of Personal Information

We do not sell personal information to third parties for monetary or other valuable consideration. We have not sold personal information in the past 12 months.

Your California Privacy Rights

As a California resident, you have the following rights:

Right to Know You have the right to request information about the categories and specific pieces of personal information we have collected about you in the past 12 months.

Right to Delete You have the right to request deletion of your personal information, subject to certain exceptions including legal retention requirements for employment records.

Right to Opt-Out of Sale Since we do not sell personal information, this right does not apply.

Right to Non-Discrimination We will not discriminate against you for exercising your CCPA rights.

How to Exercise Your California Rights

To exercise your rights, contact us at:

• Email: privacy@i-9intelligence.com
• Website: https://www.i-9intelligence.com/submit-a-ticket

We will verify your identity before processing requests and respond within 45 days (extendable to 90 days if necessary).

Authorized Agent Requests

You may designate an authorized agent to make requests on your behalf. The agent must provide proof of authorization and you may be required to verify your identity directly with us.

California Consumer Privacy Act (CCPA) Provisions

The following provisions apply specifically to California residents whose personal information we collect.

Categories of Personal Information We Collect

We collect the following categories of personal information:

• Identifiers: Names, email addresses, phone numbers, Social Security Numbers
• Personal Information (as defined in Cal. Civ. Code § 1798.80): Names, addresses, employment information, work authorization documents
• Commercial Information: Transaction records, service usage history
• Internet/Electronic Activity: Website usage data, IP addresses, browser information
• Professional Information: Employment verification data, job-related information

Business Purposes for Collecting Personal Information

We collect personal information for the following business purposes:

• Providing I-9 compliance and employment verification services
• Website functionality and user experience improvement
• Customer service and support
• Legal compliance with federal employment verification requirements
• Business operations and record keeping
• Security and fraud prevention

Categories of Third Parties

We may share personal information with:

• Service providers (hosting, email, payment processing)
• Government agencies (as required for compliance)
• Professional service providers (legal, accounting)
• Business partners (with your consent)

Sale of Personal Information

We do not sell personal information to third parties for monetary or other valuable consideration. We have not sold personal information in the past 12 months.

Your California Privacy Rights

As a California resident, you have the following rights:

Right to Know You have the right to request information about the categories and specific pieces of personal information we have collected about you in the past 12 months.

Right to Delete You have the right to request deletion of your personal information, subject to certain exceptions including legal retention requirements for employment records.

Right to Opt-Out of Sale Since we do not sell personal information, this right does not apply.

Right to Non-Discrimination We will not discriminate against you for exercising your CCPA rights.

How to Exercise Your California Rights

To exercise your rights, contact us at:

• Email: privacy@i-9intelligence.com
• Website: https://www.i-9intelligence.com/submit-a-ticket

We will verify your identity before processing requests and respond within 45 days (extendable to 90 days if necessary).

Authorized Agent Requests

You may designate an authorized agent to make requests on your behalf. The agent must provide proof of authorization and you may be required to verify your identity directly with us.

Canadian Privacy Provisions

The following provisions apply to personal information collected from Canadian residents under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.

Consent for Collection and Use

We collect personal information only with your knowledge and consent, except where permitted by law. By using our services, you consent to the collection, use, and disclosure of your personal information as described in this policy.

Express Consent Required For:

• Collection of sensitive personal information (Social Security Numbers, work authorization documents)
• Use of personal information for marketing purposes
• Disclosure to third parties (except as required by law)

Your Canadian Privacy Rights

As a Canadian resident, you have the following rights:

Right of Access You have the right to access your personal information in our possession and to know how it is being used.

Right to Correction You have the right to request correction of inaccurate personal information.

Right to Withdraw Consent You may withdraw consent for certain uses of your personal information at any time, subject to legal and contractual restrictions.

Right to File Complaints You may file a complaint with the Privacy Commissioner of Canada or your provincial privacy commissioner.

Data Retention (Canadian Residents)

We retain your personal information only as long as necessary for the purposes for which it was collected or as required by law:

• Employment verification data: As required by applicable employment standards legislation
• Account information: For the duration of our business relationship plus 7 years
• Marketing consent: Until you withdraw consent

Cross-Border Data Transfers

Your personal information may be transferred to and processed in the United States. When we transfer personal information outside Canada, we ensure appropriate safeguards are in place, including:

• Contractual protections with service providers
• Technical security measures
• Compliance with applicable data protection requirements

Privacy Officer Contact

For questions about our privacy practices or to exercise your privacy rights, contact our Privacy Officer:

Email: privacy@i-9intelligence.com

Breach Notification

In the event of a privacy breach that creates a real risk of significant harm, we will notify you and applicable privacy regulators as required by law.

Complaints Process

If you have concerns about our privacy practices:

1. Contact our Privacy Officer directly
2. We will acknowledge your complaint within 5 business days
3. We will investigate and respond within 30 days
4. If unsatisfied, you may contact the Privacy Commissioner of Canada

Privacy Commissioner of Canada:
Website: www.priv.gc.ca
Phone: 1-800-282-1376

Data Security

We have implemented measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. All personal data is encrypted in transit using TLS 1.2 and at rest using Azure encryption. Social Security Numbers and other sensitive data are protected using Always Encrypted technology. All information you provide to us is stored on our secure servers behind firewalls.

‍

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

‍

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our Website. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Website.

Changes to Our Privacy Policy

It is our policy to post any changes we make to our privacy policy on this page. If we make material changes to how we treat our users' personal information, we will notify you:

• By email to the email address specified in your account
• Through a notice on the Website home page
• For EU/EEA residents: We will obtain your consent for any material changes that affect your rights under GDPR
• For California residents: We will provide notice as required by CCPA
• For Canadian residents: We will obtain new consent where required by applicable privacy laws

You are responsible for ensuring we have an up-to-date active and deliverable email address for you, and for periodically visiting our Website and this privacy policy to check for any changes.

Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at:

General Inquiries: support@i-9intelligence.com
Privacy Rights (All Jurisdictions): privacy@i-9intelligence.com