Privacy and data governance.
VeriCam processes applicant, institutional and verification data using consent-bound workflows, role-scoped access controls and audit-preserved operational safeguards. This policy explains what we collect, why, how it is governed and the rights you can exercise.
Six privacy principles.
The substantive principles that govern how applicant, institutional and verification data flows through VeriCam. Each principle is reflected in the platform's operational controls.
Verification results are released only to the recipient an applicant explicitly named. Consent is revocable until issuance.
The public authenticity record reveals only the verification minimum — status, dates, institution, category, masked initials.
Submitter, officer, supervisor, registrar and admin roles see only what their role requires for a case.
Every read, decision and disclosure is timestamped with actor identity. Privacy actions are themselves auditable.
Outreach is to published official channels only — never a contact provided by the requester or applicant.
Encrypted at rest, virus-scanned at intake, never re-shareable without explicit revocation handling.
This policy describes how VeriCam Global, L.L.C. d/b/a VeriCam Global Verifications ("VeriCam", "we", "us") processes personal data when an applicant, a requesting organisation, a Cameroonian institution or a visitor uses the platform. It applies across our marketing site, dashboards, the public authenticity portal and our API.
What data we process — and why.
Each category below maps to a lawful basis under GDPR and equivalent regimes, with explicit retention defaults. We do not process data outside these categories.
| Category | Lawful basis | Examples | Retention |
|---|---|---|---|
Applicant identity & contact | Explicit consent | Full legal name · Date of birth · Government ID number · Email · Phone | Retained with the case · deletable on request subject to legal hold |
Credential metadata | Explicit consent | Issuing institution · Credential type · Issuance / completion dates · Certificate / exam numbers · Grades / classification | Retained with the case · forms part of the verification record |
Uploaded documents | Explicit consent | Certificates · Transcripts · ID documents · Signed consent forms · Translations | Retained for the case lifetime · purged from object storage on deletion request (subject to legal hold) |
Requester & institution user data | Contractual necessity | Account name and role · Organisational affiliation · Institutional contact channels · Workspace metadata | Retained while the account is active |
Operational audit metadata | Legitimate interests · fraud prevention | Timestamps · IP addresses · User agents · Action diffs · Actor identity | Retained for the regulatory and re-verification window |
How consent works.
Every verification request carries an applicant-signed authorisation linking the credential, the named recipient and the verification purpose. We process applicant data only inside that scope.
Verification results are released only to the recipient identified in the consent. Internal evidence is shared with the issuing institution to confirm the credential; nothing is forwarded beyond the named adjudicator.
Consent is revocable until report issuance — withdrawals are honoured immediately and audit-logged. After issuance, applicants retain rights to request revocation, deletion and correction subject to legal-hold obligations.
What is public — and what never is.
The public authenticity portal exposes the minimum required for adjudication. Everything else stays server-side, accessible only to authorised parties on the case.
- Verification ID
- Validity state (VALID / EXPIRED / REVOKED / SUPERSEDED)
- Verification outcome (VERIFIED / PARTIALLY / NOT / UNABLE_TO_VERIFY)
- Issuing institution
- Credential category
- Graduation / award year
- Issuance date · expiry date
- Masked applicant initials
- Uploaded transcripts and certificates
- Passport or national ID copies
- Full applicant name and date of birth
- Detailed grades and academic records
- Internal institutional communications
- Officer notes, internal evidence and AI extractions
- Case audit trail (case participants only)
- Payment / billing detail
How long we keep data, and why.
| Data category | Retention window | Purpose |
|---|---|---|
| Verification cases & reports | 7 years from issuance | Re-verification, fraud prevention, regulatory enquiries |
| Uploaded documents | Case lifetime + 90 days | Operational verification — purged after retention window |
| Audit logs | 7 years | Compliance audit, fraud investigation, dispute defence |
| Revoked / superseded reports | Retained indefinitely | Maintains public authenticity portal accuracy |
| Account & workspace data | While account active | Service delivery — purged 90 days after account closure |
| Marketing & contact records | Up to 24 months | Until consent withdrawn or business need ends |
Legal holds. Where a case is subject to active fraud investigation, dispute, or legal proceedings, data may be retained beyond the published window until the hold is lifted. Holds are themselves audit-logged.
Operational protection.
- Encrypted storage and transport. TLS 1.2+ in transit, provider-managed encryption at rest, SHA-256 document hashing at intake.
- Role-scoped institutional access. Submitter, officer, supervisor, registrar, admin and viewer roles. Least-privilege defaults; privilege escalation audit-logged.
- Audit-preserved actions. Every login, decision, document download, report issuance and revocation is recorded with actor, IP and timestamp.
- Restricted production access. Production tenants run on isolated infrastructure; admin access is role-scoped, MFA-gated and audit-logged.
- Supervisor-reviewed operations. Two-person rule enforced before report issuance — independent supervisor approval required at the data layer.
- Virus-scanned uploads. Documents are virus-scanned at intake. Infected files are quarantined and never used in verification.
Your rights as a data subject.
Subject to applicable law, you can exercise the following rights over the personal data we hold. All requests are routed to a named compliance officer and audit-logged.
| Right | Description | How to exercise |
|---|---|---|
| Access | Obtain a copy of the personal data we hold about you. | Email [email protected] with proof of identity. |
| Correction | Request correction of inaccurate or incomplete data. | Identify the record and the correction needed. |
| Deletion | Request erasure of your personal data. | May be limited by fraud-prevention or legal-hold obligations. |
| Withdrawal of consent | Withdraw consent for future processing at any time. | Affects new verifications only; cannot retroactively un-issue a report. |
| Verification history | Request a list of verification cases citing your credentials. | Identity is verified before disclosure to protect against impersonation. |
| Object / restrict processing | Object to processing or request its restriction. | Subject to overriding lawful basis (e.g. fraud-prevention). |
Cross-border processing.
Verification by its nature involves cross-border processing — a Cameroonian institution confirms a credential to a recipient in another jurisdiction. Transfers are limited to the minimum data required for adjudication, governed by the applicant's consent and our contractual safeguards with sub-processors.
- Object storage and database infrastructure run in regional data centres under provider DPAs.
- Sub-processor list available on request; material changes are notified in advance.
- Disclosures to recipients abroad occur only under the applicant's signed consent and on the named adjudicator.
Data requests, deletions and compliance enquiries.
Routed to a named compliance officer. Identity verification required for personal-data requests to protect against impersonation.
- ·Data subject requests. Access, correction, deletion, withdrawal of consent.
- ·Compliance enquiries. DPAs, sub-processor lists, retention policies.
- ·Institutional privacy reviews. Engagement-level data flow walkthroughs.
- ·Regulator correspondence. Routed to compliance with audit trail.
VeriCam Global, L.L.C. · Privacy policy v1.0 · Last updated 2026-02-01. For prior versions of this policy or material-change notices, contact [email protected].