LEGAL

Privacy Policy

Effective August 28, 2026 · Last updated August 28, 2026

1. Introduction

Welcome to Synergy Screening Solutions ("Synergy," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website at https://synergyscreening.com (the "Site"), schedule or receive our services, or otherwise interact with us.

Synergy Screening Solutions is a mobile specimen collection, verification, and training service based in Texas. We come to your home, office, hospital, or job site to perform DNA specimen collection, drug and alcohol specimen collection, fingerprinting, in-person Form I-9 verification, notary services, and CPR / First Aid / AED training. We are not a laboratory, a consumer reporting agency, or a background-check data provider. We collect specimens and paperwork on your behalf and transmit them to accredited laboratories, licensed consumer reporting agencies, or the appropriate government agencies for processing and reporting.

This Policy applies to all information we collect on the Site, over the phone, via email, in person during a service appointment, and through our third-party booking, payment, and communications tools.

By using our Site or services, you agree to the practices described in this Policy. If you do not agree, please do not use our Site or services.

2. Who We Are

Business name: Synergy Screening Solutions (a Texas-based business)
Service area: Houston, TX and greater surrounding areas; we accept clients from throughout the United States, including California
Mailing address: 945 McKinney St #10651, Houston, TX 77002
Phone: (713) 832-5200
Fax: 281-953-4552
Privacy contact: privacy@synergyscreening.com
General contact: info@synergyscreening.com

3. What This Policy Covers — and What It Doesn't

This Policy covers information we collect and control, including:

• Information you submit on our Site (contact forms, newsletter signups)
• Information you provide when scheduling or receiving our services
• Information collected automatically when you visit the Site (cookies, analytics)
• Chain-of-custody paperwork we complete during a service

This Policy does NOT cover information collected and controlled independently by:

• Laboratories that analyze specimens we collect (e.g., LabCorp, Quest Diagnostics, DNA testing partner labs). These labs have their own privacy notices and, where applicable, HIPAA Notices of Privacy Practices.
• Our third-party background screening partner — an FCRA-compliant consumer reporting agency that produces the actual background reports. Our partner issues its own FCRA disclosures, applicant authorizations, and required consumer notices. If you need the name of our current partner to exercise any FCRA rights, contact us and we will provide it to you.
• Payment processors (Stripe, and Zoho Checkout as facilitated through Zoho Bookings). These providers are PCI-DSS compliant and handle payment card information under their own privacy and security terms.
• Government agencies to which we transmit fingerprint cards, I-9 documentation, or notary journals as required by law.
• Other websites you visit through links on our Site.

When you engage our services, you may separately receive privacy disclosures, consent forms, or notices from these third parties. Please read them carefully. Where they conflict with this Policy, the third party's privacy policy governs the information they collect and hold.

4. Information We Collect

4.1 Information You Provide Directly

• Contact information: name, email address, phone number, mailing address, employer or organization name, job title
• Service request details: the service you are inquiring about, preferred appointment location, preferred date/time, reason for the service (where relevant), and any notes you provide
• Newsletter subscription: your email address if you opt in to our newsletter
• Communications: the content of emails, text messages, chat messages, or phone conversations you have with us
• On-site collection paperwork: at the appointment, we complete chain-of-custody forms, consent forms, and identification verification paperwork, which may include your name, date of birth, government-issued ID number, signature, photograph (in some cases), employer or requesting party, and specimen identifiers

4.2 Sensitive Categories of Information We Handle

Because of the nature of our services, we handle some categories of information the law considers sensitive:

• Specimens (DNA cheek swabs, urine, oral fluid, hair, nails, or breath samples) — collected on-site and transmitted to the accredited laboratory identified on the paperwork. We do not test specimens ourselves. The lab is responsible for testing, storing results, and delivering results to you or the requesting party. Our DNA collections are transmitted to our AABB-accredited partner, Endeavor Laboratories.
• Genetic information (DNA collections) — limited to identifying specimen labels and chain-of-custody paperwork. We do not receive, store, or disclose DNA test results. Handling is consistent with the general principles of the federal Genetic Information Nondiscrimination Act ("GINA") and applicable Texas law.
• Government-issued identification documents — presented at the time of the appointment to verify identity. For Form I-9 verification, Synergy acts as the employer's authorized representative under 8 CFR §274a.2. We inspect the documents you present, complete Section 2 of the Form I-9, and return the completed form to the employer. We do not retain copies of the Form I-9 or your identification documents — the employer is the retention custodian and holds the form under IRCA's 3-years-after-hire or 1-year-after-termination requirement.
• Fingerprints — captured on FD-258 cards (ink or scan). You keep your own FD-258 cards. We do not transmit fingerprint cards to the FBI, any state agency, employer, or licensing board. Once we hand the completed cards to you at the appointment, you are responsible for submitting them to the requesting agency. We do not retain digital or physical copies of your fingerprints after the appointment ends, except for the entry in our appointment log noting that a fingerprinting service was completed.
• Health-related information — for CPR / First Aid / AED training records and for any drug testing paperwork you provide.

4.3 Information Collected Automatically on the Site

• Log data: IP address, browser type and version, operating system, referring URL, pages visited, date and time of visit
• Cookies and similar technologies: see Section 10 for details
• Analytics and advertising data: collected through Google Analytics 4 and the Meta Pixel. Both tools load only after you affirmatively consent through our cookie banner. Your consent choice is stored for 12 months, after which we ask again, and we honor Global Privacy Control (GPC) signals as an opt-out.

4.4 Information from Third Parties

• Zoho Bookings — when you book an appointment, Zoho collects your booking details and shares them with us
• Referral partners — an employer, HR team, attorney, healthcare provider, or family member may schedule a service on your behalf and share your contact information with us
• Our background screening partner — after we submit an order on your behalf, our third-party partner emails the applicant a secure link to complete their consent, authorization, and personal information directly with them. The partner then shares the status of the report (and, where authorized, the report itself) with the requesting party. We may receive limited status information (order placed, in progress, completed) but do not receive the underlying report content.
• Publicly available information — for example, verifying a business address before an on-site visit

5. How We Use Your Information

We use the information we collect for the following purposes:

• Deliver services — schedule, coordinate, and complete your appointment; complete chain-of-custody paperwork; transmit specimens and documents to the correct lab, CRA, agency, or requesting party
• Communicate with you — respond to inquiries, send appointment reminders and confirmations, deliver receipts, and follow up after service, including reminding you to complete steps sent to you by our third-party partners (for example, if our background screening partner has emailed you a secure link and you have not yet completed your applicant portion, we may follow up so the order can proceed)
• Process payments — through Stripe (via Zoho Checkout) or invoice-based ACH billing
• Manage customer relationships — we use Zoho CRM to track appointments, communications, invoices, and follow-ups
• Comply with legal requirements — including chain-of-custody documentation, DOT drug testing recordkeeping, I-9 recordkeeping (IRCA), Texas notary journal requirements, and responses to lawful requests from courts, regulators, or law enforcement
• Improve our Site and services — analyze usage, troubleshoot issues, and refine our offerings
• Marketing — with your consent where required, we send periodic newsletters, service updates, promotional offers, and appointment reminders via email or SMS. You can opt out at any time (see Section 12)
• Advertising — subject to your cookie-banner consent, we use Google Analytics 4 and the Meta Pixel to measure ad performance and, where legally permitted, retarget interested visitors on platforms like Google Ads and Meta Ads. These tags do not load unless you consent, your consent choice is stored for 12 months, and we honor Global Privacy Control signals
• Protect our business and others — detect, prevent, and address fraud, security incidents, and abuse of our Site or services

We do not sell your personal information for money. However, some cookie-based advertising activity may constitute "sharing" or "selling" under certain state privacy laws (like California's CCPA/CPRA). See Section 11 for your rights and how to opt out.

6. Legal Bases for Processing (for International Visitors)

If you are located outside the United States, including in the European Economic Area or the United Kingdom, we process your information under one or more of the following legal bases:

• Consent — for marketing communications and non-essential cookies
• Contract performance — to schedule and deliver the services you request
• Legal obligation — to comply with recordkeeping and reporting laws
• Legitimate interests — to operate, secure, and improve our Site and business, provided your rights do not override those interests

Our services are directed primarily at customers in the United States. If you use our services from outside the United States, your information will be transferred to and processed in the United States, which may have data protection laws different from those in your country.

7. How We Share Your Information

We share information only as necessary to deliver our services and operate our business. Categories of recipients:

7.1 Accredited Laboratories

We transmit specimens, chain-of-custody paperwork, and identifying information to accredited laboratory partners, including:

• LabCorp — for drug and alcohol testing
• Quest Diagnostics — for drug and alcohol testing
• Other drug and alcohol testing laboratories as required by the requesting party
• Endeavor Laboratories — our AABB-accredited partner for all DNA testing, including immigration DNA cases

The lab you work with will be identified on the paperwork you sign at the time of collection. The lab is responsible for testing your specimen, storing your results, and delivering your results to you or the requesting party.

7.2 Third-Party Background Screening Partner

For background screening services, we facilitate report requests through a third-party, FCRA-compliant consumer reporting agency. When you request a background check through Synergy:

1. We submit the order to our screening partner on your (or your employer's) behalf
2. Our partner sends a secure email directly to the applicant with instructions to complete the FCRA-required consent, authorization, and personal information forms online
3. Our partner collects that information directly and produces the consumer report
4. Our partner delivers the report to the requesting party under its own FCRA process

Synergy does not access, store, or resell the consumer reports our screening partner generates. We may receive limited order-status information (submitted, in progress, completed) so we can service your account. Our screening partner's own privacy policy and FCRA disclosures govern its collection and use of your information. If you need the name and contact details of our current screening partner to exercise your rights under the FCRA (including your right to a copy of your file, to dispute information, or to request the sources of information), contact us at privacy@synergyscreening.com or (713) 832-5200 and we will provide them promptly.

7.3 Government Agencies and Regulated Recipients

• I-9 Section 2 documentation is delivered to the employer that requested the verification
• Notary journals and records are maintained as required by Texas Government Code §406.014
• Fingerprint cards are handed to you at the appointment; you are responsible for submission to the requesting agency
• We may disclose information as required by court order, subpoena, or other lawful process

7.4 Service Providers Who Support Our Operations

We use trusted vendors to run our business. These vendors are contractually required to protect your information and use it only for the purposes we authorize:

• Zoho Bookings — appointment scheduling
• Zoho CRM — customer relationship management, appointment history, and follow-up communications
• Zoho Checkout / Stripe — payment processing
• Microsoft 365 (Outlook and Microsoft Forms) — email and contact form submissions
• Hostinger — website hosting
• Sender — email marketing platform (newsletter delivery, list management, unsubscribe processing)
• Google Analytics 4 — website analytics (loads only after you consent via our cookie banner)
• Meta Pixel — advertising analytics (loads only after you consent via our cookie banner)
• Google Ads and Meta Ads — advertising (consent-gated in the same way)

7.5 Legal, Safety, and Business Transfers

• We may disclose information when we believe it is necessary to comply with the law, protect our rights or the rights of others, respond to emergencies, or investigate suspected fraud or violations of our terms.
• If Synergy Screening Solutions is acquired, merged, or transfers substantially all of its business or assets, your information may be transferred to the successor entity, subject to this Policy.

7.6 With Your Direction

We share information with any other party you specifically direct us to (for example, delivering a report to an attorney or family member you designate).

8. Data Retention

We keep information only as long as needed for the purposes described in this Policy, or as required by law. Below are the general retention periods for the records we maintain as a specimen collector and service provider. Third-party labs, CRAs, and agencies keep their own copies of the underlying results and reports under their own retention schedules.

Record type	Retention period
Chain-of-custody forms (drug and alcohol testing)	5 years (aligns with DOT 49 CFR §40.333 where applicable)
DNA collection paperwork	3 years after the collection date
Background screening consent and authorization forms handled by us	5 years after the last customer activity
I-9 verification records (we act only as the employer's authorized representative under 8 CFR §274a.2 and deliver the completed Form I-9 back to the employer; the employer is the retention custodian under IRCA and must retain the I-9 for 3 years after date of hire or 1 year after date of termination, whichever is later)	We retain a service log entry (date, employer, service completed) for 3 years; we do not retain a copy of the Form I-9 itself unless the employer specifically requests we hold one on their behalf
Fingerprint appointment log entries (we do NOT retain the FD-258 cards or fingerprint images themselves — you keep your cards)	3 years (appointment record only)
CPR / First Aid / AED training records	3 years
Notary journal entries	10 years (per Texas Government Code §406.014)
Customer contact form submissions and inquiry records	3 years
Newsletter / marketing lists	Until you unsubscribe, plus 30 days to process your request
Payment and billing records	7 years (IRS recordkeeping)
Website analytics data (Google Analytics 4)	14 months (default GA4 retention)
Cookie consent records (your banner choice)	12 months, after which we ask for your consent again
Website server logs	90 days

When a retention period ends, we delete, destroy, anonymize, or securely dispose of the record.

9. How We Protect Your Information

We use reasonable administrative, technical, and physical safeguards to protect the information we collect, including:

• Encrypted connections to our Site (HTTPS / TLS)
• Access controls limiting who can view customer information (role-based access)
• Password protection and multi-factor authentication on business email and vendor accounts
• Secure physical handling of specimens and paperwork during transport
• Vendor selection focused on providers that maintain SOC 2, PCI-DSS, HIPAA-aligned, or equivalent security programs
• Prompt investigation of any suspected security incident

No system is perfectly secure. Email is not a fully secure communication method — please avoid sending highly sensitive information (Social Security numbers, medical details, government ID copies) by unencrypted email. If a data breach affects your personal information, we will notify you in accordance with applicable state and federal breach-notification laws.

10. Cookies and Similar Technologies

Our Site uses cookies and similar technologies to operate the Site, understand how visitors use it, and (with your permission) serve relevant advertising.

Types of cookies we use:

• Strictly necessary cookies — required for the Site to function (e.g., basic session handling). These are always active.
• Analytics cookies — Google Analytics 4, to understand aggregate Site usage
• Advertising cookies — the Meta Pixel and Google Ads tags, for advertising performance measurement and retargeting

Consent-based loading. Neither Google Analytics 4 nor the Meta Pixel is loaded when you first arrive. Both tags — and every other non-essential analytics or advertising technology — load only after you affirmatively accept them through our cookie banner. If you reject or ignore the banner, they never run. We record your choice in a consent cookie and store your consent for 12 months, after which the banner reappears so you can confirm or change your decision. You can withdraw or change your consent at any time by reopening the cookie banner controls, and we also honor Global Privacy Control (GPC) signals as an opt-out of sale/sharing.

Your choices:

• Browser controls: most browsers let you block or delete cookies. Doing so may affect Site functionality.
• Google Analytics opt-out: https://tools.google.com/dlpage/gaoptout
• Meta ad preferences: https://www.facebook.com/adpreferences/ad_settings
• Cookie banner: every visitor sees a cookie banner allowing you to accept or reject non-essential cookies before any analytics or advertising tag is set, including in states and regions that require opt-in consent (like the EU, UK, or California under CPRA).
• Global Privacy Control (GPC): we honor GPC signals as an opt-out of sale/sharing under the CCPA/CPRA.

Do Not Track (DNT): browsers may send a "Do Not Track" signal. Because there is no industry-standard response to DNT signals, we do not currently respond to DNT signals — but we do honor GPC signals as described above.

11. Your Privacy Rights

We extend California and EU-style consumer rights to all of our customers, regardless of where you live. You may:

• Access — request a copy of the personal information we hold about you
• Correct — request that we correct inaccurate information
• Delete — request that we delete your information, subject to legal retention requirements listed in Section 8
• Portability — request a copy of your information in a portable, machine-readable format
• Opt out of sale/sharing for advertising — direct us to stop using your information for cross-context behavioral advertising
• Opt out of marketing — unsubscribe from emails or texts at any time (see Section 12)
• Limit use of sensitive information — direct us to limit our use of sensitive personal information to what is necessary to perform our services
• Non-discrimination — we will not deny service, charge different prices, or provide a different quality of service because you exercise these rights
• Appeal — if we deny your request, you may appeal by replying to our decision or emailing us at privacy@synergyscreening.com

How to submit a request

Email us at privacy@synergyscreening.com or call (713) 832-5200. Please include:

• Your full name
• The email or phone number associated with your service(s)
• The right you wish to exercise
• Enough detail for us to verify your identity

We will respond within 45 days (extendable by 45 additional days where allowed by law and with notice to you). If you are submitting a request on behalf of someone else, we will need proof of your authorization.

Additional rights for specific states and regions

• California residents: you have additional rights under the California Consumer Privacy Act ("CCPA") as amended by the California Privacy Rights Act ("CPRA"), including the right to know the categories of personal information collected, sold, or shared in the past 12 months. See Section 14 for a summary.
• Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws — you have equivalent rights, which we honor through the same request process described above.
• EU/UK residents — you also have the right to lodge a complaint with your local data protection authority.

12. Marketing Communications and Your Choices

Email marketing: you can unsubscribe from marketing emails at any time by clicking the unsubscribe link at the bottom of any marketing email or by emailing privacy@synergyscreening.com. We will still send you transactional messages (appointment confirmations, receipts, service updates).

SMS/text marketing: if you opt in to SMS marketing, you can opt out at any time by replying STOP to any message. Message and data rates may apply. Message frequency varies. Reply HELP for help. Your carrier is not responsible for delayed or undelivered messages. By opting in, you consent to receive automated marketing messages from Synergy Screening Solutions at the number you provided; consent is not a condition of purchase.

Ad retargeting: you can opt out of interest-based advertising through the industry tools:

• DAA WebChoices opt-out tool: https://optout.aboutads.info
• Network Advertising Initiative: https://optout.networkadvertising.org
• Or by enabling Global Privacy Control in your browser

13. Children's Privacy

Our Site and services are not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Site.

Testing services involving minors (for example, paternity testing that includes a child, adoption fingerprints, or foster-care background checks) are handled only when a parent, legal guardian, or court-authorized representative provides written consent and identification. In those cases, information about the minor is collected in-person during a scheduled service, not through the Site.

If you believe a child under 13 has provided information to us through the Site, please contact us at privacy@synergyscreening.com and we will delete it promptly.

14. California Privacy Notice (CCPA / CPRA)

If you are a California resident, this section describes the categories of personal information we have collected, used, disclosed, and (as defined under the CCPA/CPRA) "shared" in the preceding 12 months.

Categories of personal information collected:

• Identifiers (name, email, phone, mailing address, IP address, government-issued ID number during service)
• Customer records (as covered by California Civil Code §1798.80)
• Protected classifications (age, where relevant to a service)
• Commercial information (services booked, purchase history)
• Internet or network activity (Site usage, cookies, analytics)
• Geolocation (approximate, from IP)
• Professional or employment-related information (job title, employer)
• Sensitive personal information (government ID, health/biometric-adjacent information related to specimen collection, precise geolocation only if you provide it)

Sources: you directly, referral parties who book on your behalf, Zoho Bookings, and cookies on our Site.

Business purposes for collection: as described in Section 5.

Categories disclosed for a business purpose: as described in Section 7.

Categories "sold" or "shared" for cross-context behavioral advertising: we do not sell personal information for money. When advertising cookies (the Meta Pixel, Google Ads) are active because you consented through the cookie banner and you have not opted out, some identifiers and internet activity information may be "shared" for cross-context behavioral advertising as defined in the CPRA. You can opt out at any time by enabling Global Privacy Control, using the cookie banner controls, or emailing privacy@synergyscreening.com.

"Sensitive personal information" uses: we do not use sensitive personal information for any purpose beyond what is necessary to perform the services you request and to comply with law.

Retention: see Section 8.

Your rights and how to submit a request: see Section 11.

15. Chain-of-Custody and Regulated Data Handling

Because a significant portion of our work involves collecting specimens under chain-of-custody rules, please note:

• We follow chain-of-custody procedures on every applicable collection, including specimen labeling, tamper-evident sealing, custodian signatures, and secure transport to the laboratory.
• For DOT drug and alcohol testing, we follow the collection procedures of 49 CFR Part 40.
• For AABB immigration DNA collections, we follow the protocols of our AABB-accredited partner lab, Endeavor Laboratories.
• For I-9 verification, we act as the employer's authorized representative under 8 CFR §274a.2 and follow USCIS Form I-9 Section 2 procedures. The completed form is returned to the employer, who is the retention custodian.
• For notarizations, we follow Texas Government Code Chapter 406.
• For fingerprinting, we complete FD-258 cards to the specifications of the receiving agency (FBI, state licensing board, employer) and hand them to you. You are responsible for submitting the cards to the receiving agency.

If a chain-of-custody discrepancy arises, we may need to disclose customer information to the requesting party, the laboratory, or a governing agency to resolve it.

16. Links to Other Sites

Our Site contains links to third-party websites, including our booking portal (Zoho Bookings), payment page (Stripe / Zoho Checkout), and social media profiles. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing information.

17. Changes to This Policy

We may update this Policy from time to time. When we do, we will change the "Last Updated" date at the top of this page. If we make material changes (for example, changes to the categories of information we collect, how we share information, or your rights), we will notify you by:

• Posting a prominent notice on the Site for at least 30 days
• Emailing you if you are a subscriber to our newsletter or a recent customer
• Where legally required, obtaining your fresh consent before applying the change

Please review this Policy periodically to stay informed.