1) Scope

Applies to engagements coordinated in Verolex by associations, chapters, sections, or committees and
to participating members, speakers, mentors, or volunteers who submit materials via the Workspace.

Definitions

• Engagement record: A structured entry describing an activity, participants, deliverables, dates, and verification.
• Retrieval-only: Materials are stored privately in VeroVault™ and accessed by the Communicators for read-back with citations; they are not used to tune foundation models.
• Verification contact: A person authorized by the association to confirm participation or deliverables.

2) Data collected

• Engagement metadata: title, type (panel, clinic, publication, task force), dates, location or virtual host.
• Participant details: name, role, contribution summary, practice areas, geography.
• Deliverables: slides, outlines, abstracts, citations, links to public resources.
• Verification & outcomes: attendance counts, hours (if applicable), completion status, verifier notes.

Prohibited: privileged communications, client identifiers, matter numbers, or proprietary client data. Use the Redaction Checklist in Workspace before any upload.

3) Consent & lawful basis

• Participants consent when submitting materials or confirming participation in Workspace.
• Associations warrant they have authority to maintain engagement records for recognition and reporting.
• Where required, associations must provide their own supplemental privacy notice to members.

4) Upload & redaction standards

• Only text-based PDFs/DOCX/TXT/MD are supported. Scanned/image-only PDFs must be OCR’d before upload.
• Redact client names, matter numbers, financials (use ranges), personal identifiers, and confidential third-party content.
• Use neutral descriptors (e.g., “Confidential Client A”). Remove signatures and internal emails unless cleared.

5) Processing model

• Communicators (VVC/VCV) normalize inputs into structured engagement entries and summaries.
• Outputs are explainable and citation-backed using materials you supplied.
• No foundation-model training uses your private materials; retrieval-only with audit trail applies.

6) Access & roles (VSS)

• Visitor: demo only; no private data access.
• Guest: read-only views shared by the association (if enabled).
• Member/Client: upload + retrieval-only access to own records.
• Organization: association admins with delegated, least-privilege controls.

7) Retention & deletion

• Default retention is set by the association’s account setting; members may request deletion of their uploads.
• Deletion removes Workspace access and scheduled retrievals; audit events may persist as required for security and compliance.

8) Permitted use & restrictions

• Use records for recognition, renewals, program reporting, and member career development.
• No sale, advertising profiling, or public posting of private materials without explicit consent.
• No automated “endorsements” or ranking of members without a human review step.

9) Verification

• Each record should name a verification contact (committee chair, organizer, or staff designee).
• VCV can generate verification checklists; confirmations are logged to the audit trail.

10) Reporting

• CareerNavigator™ produces year-end summaries: participation counts, hours (if tracked), deliverables completed, and program notes.
• Export formats: PDF for summaries; CSV for program analytics (admins only).

11) Member rights

• Access your records, correct inaccuracies, or request deletion from your Workspace.
• For conversations with staff, use /scheduler/.
  For general inquiries, email support@verolex.store.

12) Changes & versioning

Material updates to this policy will be posted here and noted in release summaries within the Workspace.
Associations may be asked to reconfirm program settings when requirements change.