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Privacy policyCERTRACKERPLATFORM & APPS PRIVACY POLICY

Last Updated: September 1, 2024

Please read the following carefully to understand our views and practices regarding your Personal Data.

CERTRACKER PROVIDES A SECURE AND EFFICIENT PLATFORM FOR HEALTHCARE PROFESSIONALS, TRAINING PROGRAMS, NURSING BOARDS, AND HEALTHCARE SYSTEMS TO UPLOAD, TRACK, AND MANAGE CERTIFICATIONS, CONTINUING EDUCATION (CE) CREDITS, AND CREDENTIALS. WE AT CERTRACKER VALUE YOUR PRIVACY AND ARE COMMITTED TO KEEPING YOUR PERSONAL DATA CONFIDENTIAL. WE USE YOUR DATA SOLELY IN THE CONTEXT OF PROVIDING AN EFFICIENT AND SECURE WAY FOR HEALTHCARE & NURSING CONTINUING PROFESSIONAL (NCPD)PROGRAMS AND HOSPITAL SYSTEMS TO UPLOAD AND REGISTER DOCUMENTS REQUIRED FOR HIRING AND CREDENTIALING TO THE PLATFORM ON BEHALF OF THEIR HEALTHCARE PROFESSIONALS. THE PLATFORM ALLOWS HEALTHCARE TRAINING PROGRAMS AND HOSPITAL SYSTEMS TO UPLOAD THE HEALTHCARE PROFESSIONAL’S DOCUMENTS AND CREATE A DIGITAL FINGERPRINT THAT IS UNIQUE FOR EACH DOCUMENT AND ALLOWS THE CREDENTIALING OFFICE OF A HIRING MEDICAL FACILITY TO ACCESS SUCH DOCUMENTS. THE PLATFORM ALLOWS FOR A QUICKER CREDENTIALING PROCESS SO THAT HEALTHCARE PROFESSIONALS DO NOT HAVE TO WAIT FOR ADMINISTRATIVE DELAYS IN THE CREDENTIALING PROCESS.

THIS PRIVACY POLICY APPLIES TO PERSONAL DATA CERTRACKER COLLECTS FROM USERS OF THE CERTRACKER PLATFORM. AND ANY RELATED SERVICES (THE “SERVICES”).“PERSONAL DATA” INCLUDES ANY INFORMATION THAT CAN BE USED ON ITS OWN OR WITH OTHER INFORMATION IN COMBINATION TO IDENTIFY OR CONTACT ONE OF OUR USERS.WE BELIEVE THAT TRANSPARENCY ABOUT THE USE OF YOUR PERSONAL DATA IS OF UTMOST IMPORTANCE. IN THIS PRIVACY POLICY, WE PROVIDE YOU DETAILED INFORMATION ABOUT OUR COLLECTION, USE, MAINTENANCE, AND DISCLOSURE OF YOUR PERSONAL DATA. THE POLICY EXPLAINS WHAT KIND OF INFORMATION WE COLLECT, WHEN AND HOW WE MIGHT USE YOUR PERSONAL DATA, HOW WE PROTECT PERSONAL DATA, AND YOUR RIGHTS REGARDING YOUR PERSONAL DATA.

BY SUBMITTING YOUR PERSONAL DATA THROUGH THE PLATFORM, YOU ARE ACKNOWLEDGING THAT YOU HAVE READ AND AGREE TO THE TERMS OF THIS PRIVACY POLICY. IF YOU DO NOT AGREE, PLEASE DO NOT SUBMIT ANY PERSONAL DATA TO US AND IMMEDIATELY CEASE USE OF THE SERVICES.

PLEASE NOTE THAT WE OCCASIONALLY UPDATE THIS PRIVACY POLICY AND THAT IT IS YOUR RESPONSIBILITY TO STAY UP TO DATE WITH ANY AMENDED VERSIONS.IF WE MODIFY THIS PRIVACY POLICY, WE WILL POST A LINK TO THE MODIFIED TERMS ON THE PLATFORM. YOU CAN STORE THIS POLICY AND/OR ANY AMENDED VERSION(S) DIGITALLY, PRINT IT, OR SAVE IT IN ANY OTHER WAY. ANY CHANGES TO THIS PRIVACY POLICY WILL BE EFFECTIVE IMMEDIATELY UPON PROVIDING NOTICE, AND SHALL APPLY TO ALL PERSONAL DATA WE MAINTAIN, USE, AND DISCLOSE. IF YOU CONTINUE TO USE THE SERVICES FOLLOWING SUCH NOTICE, YOU ARE AGREEING TO THOSE CHANGES.

If You have any questions or concerns after reading this Privacy Policy, please do not hesitate to contact Us at support@CerTracker.com We appreciate your feed back

If at any point You no longer agree to the use and disclosure of Personal Data, as described in this Privacy Policy, You can delete Your account by sending an email to support@CerTracker.com. You may request removal of your personal Data from our Services by emailing us at support@CerTracker.com

Responsible Entity

CerTracker Inc. (“We”, “Us”, “the Company”) is the controller of Your Personal Data and may process this data in accordance with this Privacy Policy. If We are processing Personal Data on behalf of a third party that is not an agent or affiliate of Company, the terms of this Privacy Policy do not apply—instead, the terms of that third party's privacy policy will apply. You can contact Us with any questions about our Privacy Policy at support@CerTracker.com

When Do We Collect Information?

We collect data when you register, update your information, use our “Contact” feature, navigate our website, or enable location-based features. We may also use cookies and similar technologies to gather information.

What personal data do we collect?

The type os personal data we collect are described below.

Demographic data

We collect demographic information, such as Your name, physical address, phone number, and email address. Primarily, the collection of Your Personal Data assists us in creating Your User Account, which You can use to securely receive the Services.

Payment Data

If You make payments via our Platform, We may require that You provide to Us Your financial and billing information, such as billing name and address, credit card number or bank account information.

Support Data

If You contact Us for support or to lodge a complaint, We may collect technical or other information from You through log files and other technologies, some of which may qualify as Personal Data. (e.g., IP address). Such information will be used for the purposes of troubleshooting, customer support, software updates, and improvement of the Services in accordance with this Privacy Policy. Calls You make to Us may be recorded or monitored for training, quality assurance, customer service, and reference purposes.

Device, Telephone, and ISP Data

We use common information-gathering tools, such as log files, cookies, web beacons, and similar technologies to automatically collect information, which may contain Personal Data, from Your computer or mobile device as you navigate our Services, or interact with emails We have sent You. The information We collect may include your Internet Protocol (IP) address (or proxy server), device and application identification numbers, location, browser type, Internet service provider and/or mobile carrier, the pages and files You viewed, Your searches, Your operating system and system configuration information, and date/time stamps associated with Your usage. This information is used to analyze overall trends, to help Us provide and improve our Services and to guarantee their security and continued proper functioning.

How will We use Your Personal Data?

We process Your Personal Data based on legitimate business interests, the fulfillment of Our Services to You, compliance with Our legal obligations, and/or Your consent. We only use or disclose Your Personal Data when it is legally mandated or where it is necessary to fulfill those purposes described herein. Where required by law, we will ask for your prior consent before doing so.

Specifically, we process Your Personal Data for the following legitimate business purposes:

To fulfill our obligations to You under the Terms of Use
To communicate with You about and manage Your User Account
To properly store and track Your data within our system
To respond to lawful requests from public and government authorities, and to comply with applicable state/federal law, including cooperation with judicial proceedings or court orders.
To protect Our rights, privacy, safety or property, and/or that of You or others by providing proper notices, pursuing available legal remedies, and acting to limit Our damages
To handle technical support and other requests from You
To enforce and ensure your compliance with Our Terms of Use or the terms of any other applicable services agreement We have with You
To manage and improve Our operations and the Platform, including the development of additional functionality
To manage payment processing
To evaluate the quality of service You receive, identify usage trends, and thereby improve Your user experience
To keep Our Platform safe and secure for You and for Us
To send You information about changes to our terms, conditions, and policies
To allow Us to pursue available remedies or limit the damages that We may sustain

Where is your Personal Data processed?

Personal Data We collect and process through the Platform will be stored on secure servers in the United States. Personal Data may be transmitted to third parties, which parties may store or maintain the data on their secure servers.

Will We share your Personal Data with anyone else?

Yes, with third parties that help us power our Services

We have a limited number of service providers and other third parties (“Business Partners”) that help Us run various aspects of Our business. These Business Partners are contractually bound to protect Your Personal Data and to use it only for the limited purpose(s) for which it is shared with Us. Business Partner's use of Personal data may include, but is not limited to, the provision of services such as data hosting, IT services, customer service, and payment processing.

Yes, with third parties and the government when legal or enforcement issues arise

We may share Your Personal Data, if reasonable and necessary, to (i) comply with legal processes or enforceable governmental requests, or as otherwise required by law; (ii) cooperate with third parties in investigating acts or omissions that violate this Privacy Policy or the Terms of Use; or (iii) bring legal action against someone who may be violating the Terms of Use or who may be causing intentional or unintentional injury or interference to the rights or property of CerTracker or any third party, including other users of Our Services.

Yes, with third parties that provide advisory services

We may share your Personal Data with third parties that provide use services, including but not limited to, Our lawyers, auditors, accountants, or banks, when we have a legitimate business interest in doing so.

Yes, with third parties in the event of a reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of CerTracker’s corporate entity, assets, or stock (including in connection with any bankruptcy or similar proceedings)

If We share Your Personal Data with a third party other than as provided above, You will be notified at the time of data collection or transfer, and You will have the option of not permitting the transfer.

How long do We retain Personal Data?

We will retain Your Personal Data for as long as You maintain a User Account and up to 30 days after the account is closed. The exact period of retention will depend on the type of Personal Data, Our contractual obligation to You, and applicable law. We keep Your Personal Data for as long as necessary to fulfill the purpose for which it was collected, unless otherwise required or necessary pursuant to a legitimate business purpose outlined in this Privacy Policy. At the end of the applicable retention period, We will remove Your Personal Data from our databases and will request that our Business Partners remove Your Personal Data from their databases. If there is any data that We are unable, for technical reasons, to delete entirely from our systems, we will put in place appropriate measures to prevent any further processing of such data.

We retain anonymized data indefinitely.

NOTE: Once we disclose your Personal Data to third parties, we may not be able to access that Personal Data any longer and cannot force the deletion or modification of any such information by the parties to whom we have made those disclosures. Written requests for deletion of Personal Data other than as described should be directed to support@CerTracker.com

How do We protect Your Personal Data?

We are committed to protecting the security and confidentiality of Your Personal Data. We use a combination of reasonable physical, technical, and administrative security controls to maintain the security and integrity of Your Personal Data, to protect against any anticipated threats or hazards to the security or integrity of such information, and to protect against unauthorized access to or use of such information in our possession or control that could result in substantial harm or inconvenience to You. However, internet data transmissions, whether wired or wireless, cannot be guaranteed to be 100% secure. As a result, We cannot ensure the security of information You transmit to Us. By using the Services, You are assuming this risk.

Safeguards

We store Your Personal Data on secure servers, and protect this data using a combination of technical, administrative, and physical security safeguards, such as authentication, encryption, backups, and access controls. If We learn of a security concern, We may attempt to notify You and provide information on protective steps to mitigate any potential harm, if available, through the email address that You have provided to Us. Depending on where You live, You may have a legal right to receive such notices in writing.

You are solely responsible for protecting information entered or generated via the CerTracker that is stored on Your device and/or removable device storage. We have no access to or control over Your device's security settings, and it is up to You to implement any device level security features and protections You feel are appropriate (e.g., password protection, encryption, remote wipe capability, etc.). We recommend that You take any and all appropriate steps to secure any device that You use to access Our Services.

NOTWITHSTANDING ANY OF THE STEPS TAKEN BY US, IT IS NOT POSSIBLE TO GUARANTEE THE SECURITY OR INTEGRITY OF DATA TRANSMITTED OVER THE INTERNET. THERE IS NO GUARANTEE THAT YOUR PERSONAL DATA WILL NOT BE ACCESSED, DISCLOSED, ALTERED, OR DESTROYED DESPITE THE IMPLEMENTATION OF OUR PHYSICAL, TECHNICAL, OR ADMINISTRATIVE SAFEGUARDS. THEREFORE, WE DO NOT AND CANNOT ENSURE OR WARRANT THE SECURITY OR INTEGRITY OF ANY PERSONAL DATA YOU TRANSMIT TO US AND YOU TRANSMIT SUCH PERSONAL DATA AT YOUR OWN RISK.

In instances where you have authorized the Company to use and disclose your Personal Data for certain purposes, you may withdraw your consent in the future. You may withdraw your consent by sending your request in writing to: support@CerTracker.com or 3306 Charles Page Blvd, Bldg 2 - 259, Tulsa, OK 74127. Please note that your withdrawal will not be effective until We receive your request, and will not apply to uses and disclosures that We have already made in reliance on your consent.

How can You Protect Your Personal Data?

In addition to securing Your device, as discussed above, We will NEVER send You an email requesting confidential information such as account numbers, usernames, passwords, or social security numbers, and You should NEVER respond to any email requesting such information. If You receive such an email that looks like it is from Us, DO NOT RESPOND to the email and DO NOT click on any links and/or open any attachments in the email, and notify CerTracker support atsupport@CerTracker.com

You are responsible for taking reasonable precautions to protect Your user ID, password, and other User Account information from disclosure to third parties, and You are not permitted to circumvent the use of required encryption technologies. You should immediately notify Us at support@CerTracker.com if You know of or suspect any unauthorized use or disclosure of Your user ID, password, and/or other User Account information, or any other security concern.

Your rights

You have certain rights relating to your Personal Data, subject to local data protection laws. These rights may include:

to access Your Personal Data held by Us

to erase/delete Your Personal Data, to the extent permitted by applicable data protection laws

to receive communications related to the processing of Your personal data that are concise, transparent, intelligible and easily accessible

to restrict the processing of Your Personal Data to the extent permitted by law (while we verify or investigate Your concerns with this information, for example);

to object to the further processing of Your Personal Data, including the right to object to marketing;

to request that Your Personal Data be transferred to a third party, if possible;

to receive Your Personal Data in a structured, commonly used and machine-readable format

to lodge a complaint with a supervisory authority

to rectify inaccurate Personal Data and, taking into account the purpose of processing the Personal Data, ensure it is complete

to not be subject to a decision based solely on automated processing, including profiling, which produces legal effects ('Automated Decision-Making'); and

Where the processing of Your Personal Data by CerTracker is based on consent, You have the right to withdraw that consent without detriment at any time or to exercise any of the rights listed above by emailing CerTracker at support@CerTracker.com

How can You update, correct, or delete Personal Data?

You can change your email address and other information by emailing us at support@CerTracker.comor, if your hospital system has a contract with CerTracker, you can contact your CerTracker Administrator. Please note that in order to comply with certain requests to limit use of Your Personal Data, We may need to terminate Your account and Your ability to access and use the Services, and You agree that We will not be liable to You for such termination or for any refunds of prepaid fees paid by You. You can deactivate your account by contacting your CerTracker Administrator at your hospital system, or by emailing us at support@CerTracker.com

Although We will use reasonable efforts to do so, You understand that it may not be technologically possible to remove from Our systems every record of Your Personal Data. The need to back up Our systems to protect information from inadvertent loss means a copy of Your Personal Data may exist in a non-erasable form that will be difficult or impossible for Us to locate or remove.

Can You “OPT OUT” of receiving communications from Us?

We pledge not to market third party services to You without Your consent. The only emails We send to You without your consent are those regarding Your account or the Services. You can choose to filter account and Services related emails using Your email client settings, but We do not provide an option for You to opt out of these account and services emails.

If you consent to Our sending you marketing or other commercial emails not related to your account and services, we will provide you with the option to opt out of such marketing emails within the applicable message.

Cookies

We respect the privacy laws of every country. In some, we may need your consent to use cookies. If that's the case, we'll ask for it. What are cookies? They're small data files stored on your computer when you visit our site. They make your experience smoother by remembering you, so you don't have to sign in every time. They also help us tailor our website to your needs. We believe this is a fair way to enhance your user experience while respecting your privacy.Don't want cookies? That's fine. Most browsers allow you to reject them. But be aware, it may affect your ability to use certain parts of our site. Non-personal data collected via cookies might be shared with our advertisers and affiliates.

Children's Privacy

In accordance with the U.S. Children’s Online Privacy Protection Act (COPPA), our website is not designed for users under 18 years of age, unless under parental or legal guardian supervision. Any personal information unknowingly collected from someone under 13 will be promptly deleted.

Changes to the Privacy Policy

We reserve the right to revise this Privacy Policy at our sole discretion. The current version is accessible at https://certracker.com/privacy-policy. We encourage you to review it periodically to stay informed about how we use your information. Any significant changes will be announced in the “What’s New in Version” section when we release the next version of the CERTRACKER mobile app.

Do Not Track

Some browsers allow users to indicate they don't want to be tracked online. However, there's no industry agreement on what 'Do Not Track' means or how to respond to it. Until there's clear guidance, we're unable to respond to these signals.

California Consumer Rights

If you're a California resident, you have specific rights regarding your personal data. You can request access to your data and details about our information practices. You can also ask us to delete your personal data unless it's required for business purposes. All these rights can be exercised by contacting us. Please note that we'll need to verify your identity to protect your information.

Information submission by minors

We do not knowingly collect Personal Data from individuals under the age of 18. Our Services are not directed to individuals under the age of 18. We request that these individuals not provide Personal Data to Us. If We learn that Personal Data from users less than 18 years of age has been collected, We will deactivate the account and take reasonable measures to promptly delete such data from our records. If You are aware of a user under the age of 18 using the Web Site, please contact Us at support@CerTracker.com

to access Your Personal Data held by Us
to erase/delete Your Personal Data
to receive communications related to the processing of Your Personal Data that are concise, transparent, intelligible and easily accessible;
to restrict the processing of Your Personal Data to the extent permitted by law (while we verify or investigate Your concerns with this information, for example);
to object to the further processing of Your Personal Data, including the right to object to marketing;
to request that Your Personal Data be transferred to a third party, if possible;
to receive Your Personal Data in a structured, commonly used and machine-readable format
to lodge a complaint with a supervisory authority
to correct inaccurate Personal Data and, taking into account the purpose of processing the Personal Data, ensure it is complete
to not be subject to a decision based solely on automated processing, including profiling, which produces legal effects ('Automated Decision-Making'); and

Contact us

If You have any questions about this Privacy Policy, please contact Us by email at support@CerTracker.com or please write to: info@CerTracker.com or 3306 Charles Page Blvd, Bldg 2 - 259 Tulsa, OK 74127. Please note that email communications are not always secure; so please do not include sensitive information in Your emails to Us.