CERT System, Inc.
Comprehensive Employment Record Tracking System
C.E.R.T.S.™ Program Privacy Policy
Effective Date: May 15, 2025
Last Updated: January 16, 2026
1. Introduction
At C.E.R.T.S.™ , we are committed to protecting the privacy and security of your personal, professional, and organizational data. Our services offer secure record-keeping, certificate tracking, and expiration reminders tailored for individuals, employers, enterprises, and local government agencies.
This Privacy Policy outlines how we collect, use, store, and protect the information entrusted to us, and your rights related to that information.
2. Information We Collect
We collect only the data necessary to provide our services, including but not limited to;
a. Personal Identifiable Information (PII):
- Full name
- Contact information (email, phone number, address)
- Date of birth
- Identification numbers (e.g., employee ID, license number etc.)
b. Certificate and Record Information:
- Certificate titles, types, and issuing organizations
- Issue and expiration dates
- Compliance documents
- Supporting documents (e.g., PDFs, images)
c. Business and Government Client Data:
- Organization name and contact details
- Employee certification records
- Compliance logs
- User roles and access logs
d. Technical Data:
- Device information
- IP address
- Browser type and version
- Usage logs (for analytics and security)
3. How We Use Your Information
We use your information solely to provide and improve our services. This includes:
- Managing certification and record-keeping
- Sending expiration reminders and compliance alerts
- Enabling secure access to digital records
- Providing customer support
- Analyzing usage to improve user experience
- Fulfilling legal or regulatory obligations
4. How We Share Your Information
C.E.R.T.S.™ does not sell or rent your information. We may share your information only in the following cases:
- With Your Consent: When you authorize us to share information.
- With Service Providers: Who support our infrastructure (e.g., cloud hosting, email delivery) under strict confidentiality agreements.
- With Regulatory Agencies: When required by law or government request.
- With Employers/Agencies: When authorized by users or as required by contracts with organizational clients.
5. Data Security
We apply the highest standards of security to protect your data, including:
- Encryption: All data is encrypted in transit (SSL/TLS) and at rest (AES-256).
- Access Control: Role-based permissions and two-factor authentication (2FA) for users.
- Auditing & Monitoring: Continuous monitoring for unauthorized access or anomalies.
- Data Backups: Daily backups and disaster recovery procedures in place.
6. Data Retention
We retain records for as long as necessary to fulfill the purposes outlined in this policy or as required by law, regulation, or contractual agreement.
Users can request data deletion or export of their data at any time, subject to applicable legal and compliance obligations.
7. Your Rights
Depending on your jurisdiction, you may have rights to:
- Access, review, and correct your information
- Request deletion of your data
- Opt out of certain communications
- Limit how your information is used or shared
To exercise your rights, contact us at [Insert contact email].
8. Children’s Privacy
Our services are not intended for use by individuals under the age of 13 (or 16 where applicable). We do not knowingly collect information from children.
9. Third-Party Links
Our platform may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage users to review their policies separately.
10. International Data Transfers
If you access our services outside the United States, be aware your information may be transferred to and processed in the U.S., where our servers are located.
11. Policy Updates
We may update this Privacy Policy periodically. Changes will be posted on this page with the revised “Last Updated” date. Continued use of our services after changes indicates acceptance of the new policy.