Who we are and what this covers
CertlyPro LLC (“CertlyPro,” “we,” “us”) runs the CertlyPro website at certlypro.com and the CertlyPro app. Fire departments, EMS agencies and similar organizations (“agencies”) use CertlyPro to track their members' certifications and send them reminders before a certification expires.
This policy covers three groups of people:
- Members: the firefighters, paramedics, EMTs and other personnel an agency adds to CertlyPro. Members don't sign up themselves. Their agency adds them.
- Agency users: the owners, coordinators and viewers who sign in to manage their agency's records.
- Website visitors, including people who request a demo.
We handle member information on behalf of the agency that added it, under our agreement with that agency. The agency decides what to collect and how it is used. If you are a member, your agency's own policies also apply, and your agency is the best place to start with questions about your records.
What we collect
From agencies, about their members: name, employee number, role or position, status (for example, on leave), preferred language (English or Spanish), work or personal email address, mobile phone number, state EMS certification number, National EMS ID, and the member's certifications: their type, level, number, issue and expiration dates, and copies of the card or certificate.
From members: photos or PDF copies of cards and certificates they send through a reminder link, the dates they enter, and their replies to our texts (such as STOP, START or HELP).
From public sources: CertlyPro keeps a copy of public state EMS certification registries, such as the Arizona Department of Health Services (ADHS) public certification lookup, to match members to their state certification and check its status and dates. A registry record includes a name, certification level, certification number, status and dates. We use it only to keep agencies' member records accurate. We never contact anyone in a registry unless an agency has added them as a member. We may also check American Heart Association (AHA) eCard details against AHA's public eCard verification page.
From agency users: name, work email address, role, and records of sign-ins and of the changes each user makes (our audit log).
From website visitors: what you type into the demo request form (name, department, email and approximate member count), and the technical details any website receives, such as IP address, browser type and the pages requested, which our hosting provider keeps in its logs.
Cookies: we use only the cookies needed to keep agency users signed in and to protect forms. We don't use advertising or tracking cookies.
Message records: when we send a text or email, we keep what was sent, when, and whether it was delivered, and we receive the same delivery details from our text and email providers.
How we use it
- To provide CertlyPro to agencies: show who is current, expiring or expired; send reminder texts and emails; collect new cards; and keep an audit log.
- To check certification details against public registries and issuers.
- To sign agency users in and keep accounts and records secure.
- To answer support questions and demo requests.
- To find and fix problems, and to meet our legal obligations.
We don't sell personal information, we don't use it for advertising, and we don't send marketing or promotional texts to members.
Text messages
Agencies use CertlyPro to text their members reminders about expiring or missing certifications, with a link to send a photo of the new card. A member's agency adds their mobile number; see how members start getting texts and the text message terms. Reply STOP to any text to opt out, or HELP for help.
We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
We never sell mobile numbers or text message opt-in data. We share a mobile number only with the agency that provided it and with Twilio, the provider that delivers our texts, so it can send them.
Public agencies and public records
Many of our customers are cities, fire districts and other public bodies. The records we keep for a public agency belong to that agency and may be subject to public records laws (in Arizona, A.R.S. § 39-121 and following). The agency, not CertlyPro, decides how to answer a public records request. If we receive one for an agency's records, we send it to the agency.
How long we keep it
- Member and certification records stay as long as the agency keeps them in CertlyPro. An agency can remove a member or a document at any time.
- When an agency stops using CertlyPro, we give it a copy of its records on request and then delete them within a period set in our agreement with the agency. Backups age out on our providers' schedule.
- Records of text message opt-ins and opt-outs are kept for up to five years, even after a member is removed, so we can keep honoring an opt-out and show it was honored.
- Demo requests are kept as long as they are useful for following up.
How we protect it
- Everything travels over encrypted connections (HTTPS).
- Records and card copies are stored encrypted. Our database is in the United States.
- Card copies are kept in private storage and shown only to signed-in users of the member's own agency.
- Each agency's records are kept apart from every other agency's, enforced in the database itself.
- Reminder links work for one member and expire after 7 days. Every change to a member's records is written to an audit log.
No system is perfectly secure. If a breach affects personal information, we will tell the affected agencies promptly and give the notices the law requires.
Your choices
- Stop texts: reply STOP to any CertlyPro text, or ask your agency's coordinator. Reply START to get them again.
- See, correct or delete your records: members, please ask your agency, which controls your records. If you ask us, we will pass your request to your agency. Agency users and website visitors can ask us directly.
- If a privacy law where you live gives you other rights, email us and we will respond as that law requires.
Health information
CertlyPro tracks professional certifications, which are employment records, not patient health records. We are not a HIPAA business associate. Agencies agree not to upload patient care records or other medical information to CertlyPro.
Children
CertlyPro is a work tool for agencies and their personnel. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe we have, email us and we will delete it.
Changes to this policy
When we change this policy, we update the effective date at the top. If a change is significant, we tell agencies by email before it takes effect.
Contact us
Questions or requests: privacy@certlypro.com
CertlyPro LLC, 29 Calle La Espalda, San Clemente, CA 92673