Headwaters Privacy Notice

Onboarding Privacy Notice

For the Headwaters customer onboarding process.

This notice explains what personal information we collect during onboarding, why we collect it, and how it is processed. It supplements any other privacy notice Headwaters provides to you.

What we collect

  • A copy of the government-issued ID of the person completing this onboarding (and, if you substitute one, a company owner's ID).
  • Your California seller's permit and cannabis license details.
  • The business and contact information you enter, and the documents you sign.

Why we collect it

We use this information to verify your identity and your business, to prepare and execute your onboarding documents, and to meet our legal and regulatory obligations (including IRS Form 8300 reporting where cash payments exceed the federal threshold).

Automated processing by a third party

To read the details from your uploaded ID and seller's permit, we use an automated third-party service provided by Anthropic. Your document is sent to that service, which returns the extracted text (such as name, ID number, and dates). Anthropic acts as our service provider and processes your document only to perform this task for us.

  • Anthropic does not use your document to train its AI models.
  • Anthropic deletes the document images and extracted text within 30 days, unless a longer period is required by law.
  • A member of our team reviews every submission. The automated step only assists that review; it does not make the final decision on your onboarding.

How we store it

The ID images you upload are stored in access-controlled storage and are automatically deleted 30 days after upload. Other onboarding records are retained as needed to administer your account and to comply with recordkeeping requirements.

Your choices

Providing this information is necessary to complete onboarding; if you prefer not to have your ID processed as described, contact us and we will arrange an alternative. For questions about this notice or to exercise privacy rights available to you under California law, contact Headwaters at legal@goheadwaters.com.

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