Privacy Policy
Last updated: March 2026
1. Introduction
At CertiFlow, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the platform.
2. Information We Collect
We collect information to provide better services to all our users. This includes:
- Account Information: When you create an account, we collect your name, email address, company name, and role.
- Employee Data: To provide our certification tracking services, we process employee information including names, email addresses, job titles, department assignments, and certification documents.
- Document Data: We store and process certification documents you upload, including any data extracted from those documents.
- Usage Data: We collect information about how you interact with our platform, including logs and analytics data.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process transactions and send related information
- Send administrative information, such as updates, security alerts, and support messages
- Respond to your comments, questions, and provide customer service
- Communicate about products, services, offers, and events
- Monitor and analyze trends, usage, and activities
- Detect, investigate, and prevent fraudulent transactions and other illegal activities
4. Data Sharing and Disclosure
We do not sell your data. We may share your information with third-party service providers who assist us in operating our platform and providing services to you. These providers are obligated to maintain the confidentiality of your information and are restricted from using it for any other purpose.
5. Data Security
We use appropriate technical and organizational measures to protect the security of your personal information. Your data is encrypted at rest and in transit. We implement access controls, regular security assessments, and follow industry best practices to safeguard your information.
6. Data Retention
We retain your personal information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
7. Your Rights
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate personal information
- Request deletion of your personal information
- Object to processing of your personal information
- Request restriction of processing your personal information
- Request transfer of your personal information
- Withdraw consent at any time
Today, our self-service tools cover account-level data (your login and account information). Deletion and portability of your full record—including uploaded documents and certain identifying details captured through the certification process—are handled manually while we finish building out full self-service support for these rights. Contact privacy@usecertiflow.com for help exercising any of the rights above.
8. Children's Privacy
Our services are not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18.
9. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and updating the "last updated" date.
10. Contact Us
If you have any questions about this Privacy Policy, please contact us at privacy@usecertiflow.com