Privacy Policy

Effective Date: 6th October 2026

Overview

Sterling Recruiting Services (“Sterling Recruiting,” “Company,” “we,” “us,” or “our”) is a network of independent recruiting professionals connecting veterinary professionals (“Candidates”) with veterinary practices and other employers (“Clients” or “Employers”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit sterlingrecruitingservices.com (the “Site”), submit a job application or candidate profile, post a job opening or submit a hiring inquiry, or otherwise interact with our recruiting services (together, the “Services”).

By using the Site or our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you have questions about this policy, please contact us using the details in the “Contact Us” section below.

Who This Policy Applies To

This Privacy Policy applies to:

  • Candidates — veterinary professionals (including DVMs, associates, leadership/ownership candidates, and specialists) who submit a resume/CV, application, or profile through the Site.
  • Clients / Employers — veterinary practices, hospitals, or other organizations who submit a job posting, staffing request, or hiring inquiry through the Site.
  • Visitors — anyone who browses the Site, including through cookies and similar tracking technologies.

Information We Collect

Information You Provide Directly

Depending on how you use the Site, we may collect:

  • Contact details — name, email address, phone number, and mailing address.
  • Candidate information — resume/CV, work history, education, veterinary licenses and certifications, references, salary and compensation expectations, practice-type and location preferences, and any other information you choose to submit through an application, contact form, or in correspondence with a recruiter.
  • Employer/Client information — practice or company name, job title and description, compensation range, hiring requirements, and contact details of the person submitting the job posting or lead.
  • Communications — records of correspondence between you and Sterling Recruiting, including emails, phone calls, and messages submitted through the Site’s contact form.

Information Collected Automatically

When you visit the Site, we and our service providers may automatically collect certain information about your device and usage, including:

  • IP address, browser type, device type, and operating system.
  • Pages viewed, links clicked, referring/exit pages, and time spent on the Site.
  • Information collected through cookies and similar technologies, as described in the “Cookies and Tracking Technologies” section below.

Information from Third Parties

We may also receive information about you from third parties, such as:

  • Referrals from candidates, colleagues, or clients.
  • Publicly available sources, including professional networking profiles and licensing board records, used to verify credentials or identify candidates.
  • Google reCAPTCHA, which we use to help secure our contact and application forms (see Google’s Privacy Policy at https://policies.google.com/privacy).

How We Use Tracker RMS

Sterling Recruiting uses Tracker RMS, a third-party recruitment and applicant tracking platform, to manage our candidate and client relationships. When you submit a job application, candidate profile, job posting, or hiring inquiry through the Site, that information is entered into Tracker RMS so that our recruiters can:

  • Match Candidates with relevant job opportunities and Clients.
  • Track the status of applications and hiring processes.
  • Store and organize contact and communication records.
  • Send follow-up communications about opportunities or hiring needs.

Tracker RMS acts as a data processor on our behalf and is contractually and/or technically restricted from using your information for purposes other than providing services to Sterling Recruiting. Tracker RMS has its own security and privacy practices, which are described at https://www.tracker-rms.com/.

How We Use Your Information

We use the personal information we collect to:

  • Operate, maintain, and improve the Site and our Services.
  • Match Candidates to open positions and present qualified Candidates to Clients.
  • Respond to job postings, hiring inquiries, and general questions submitted through the Site.
  • Communicate with you about job opportunities, hiring needs, and updates relevant to our Services.
  • Verify credentials, licenses, and references where relevant to a placement.
  • Send newsletters or marketing communications, where you have consented to receive them.
  • Comply with legal obligations, and detect, prevent, and address fraud, security, or technical issues.

Cookies and Tracking Technologies

The Site uses cookies and similar technologies to analyze website traffic, remember your preferences, and improve your experience. Cookies may be set by Sterling Recruiting directly or by third-party service providers, such as analytics and security providers (including Google reCAPTCHA).

You can control or disable cookies through your browser settings; however, doing so may affect the functionality of the Site, including the ability to submit forms. By continuing to use the Site after being presented with our cookie notice, you consent to our use of cookies as described here.

How We Share Your Information

We do not sell personal information. We may share personal information with:

  • Clients/Employers — for Candidates, we share relevant application and qualification information with Clients considering you for a specific role.
  • Candidates — for Clients, we share relevant job requirement information with Candidates being considered for a role.
  • Service providers — including Tracker RMS, website hosting providers, email and communications tools, analytics providers, and Google reCAPTCHA, who process information on our behalf and are subject to confidentiality and data-protection obligations.
  • Legal and regulatory authorities — where required to comply with applicable law, legal process, or to protect the rights, property, or safety of Sterling Recruiting, our Candidates, Clients, or others.
  • Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality arrangements.

Data Retention

We retain personal information for as long as reasonably necessary to provide the Services, maintain our candidate and client records, and comply with our legal and contractual obligations. Even after you stop using the Services, we may retain certain records (for example, to document a placement, respond to a dispute, or comply with recordkeeping obligations).

Data Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information from unauthorized access, use, or disclosure. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Your Rights and Choices

Depending on where you live, you may have rights regarding your personal information, which may include the right to:

  • Request access to the personal information we hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request deletion of your personal information, subject to certain exceptions.
  • Opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.
  • Object to, or request that we restrict, certain processing of your information.

Residents of certain U.S. states (such as California, Colorado, Connecticut, Virginia, and Utah) may have additional rights under applicable state privacy laws, including the right to non-discrimination for exercising your privacy rights. To exercise any of these rights, please contact us using the details below; we may need to verify your identity before responding.

Children’s Privacy

The Site and our Services are intended for professional use by adults seeking or offering employment opportunities. We do not knowingly collect personal information from children, and the Site is not directed at children under the age of 16.

Third-Party Links

The Site may contain links to third-party websites, including job boards, licensing bodies, or social media platforms. We are not responsible for the privacy practices of those third-party sites, and we encourage you to review their privacy policies before providing any personal information.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or operational reasons. We will post the updated policy on this page and revise the “Effective Date” above. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:

Sterling Recruiting Services
Fredericksburg, VA, 22406

Email: info@sterlingrecruitingservices.com

Phone: 503-319-8434