Privacy Policy

Last updated: September 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 use Google Analytics 4 to collect information about how you interact with our marketing site and platform, including page paths and funnel-stage events (for example, which pricing tier you selected, that a signup form was started, or that a free tool was used). We do not send document contents or employee personal data to analytics.
  • Free Tools & Tool Reports: Our free tools (cost calculator, readiness scorecard, and the rest) work with no account and store nothing on their own. If you choose to have a result emailed to you, we store your email address and the figures or answers you entered into that tool so we can send the report and, only if you opt in, occasional follow-up. See "Data Retention" below for how long this is kept and how to have it deleted.
  • Access Requests: If you use the "request access" option on the signup page, we email an administrator at your organization so they can invite you; we do not create an account or share your request more broadly.

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 personal data. We share information with third-party sub-processors only to the extent each one needs it to perform its function for us. The sub-processors we use are:

  • Paycor — HR/payroll sync; receives and returns employee records for organizations on an HR-integrated plan.
  • Zenput — field-operations and inspection data used for compliance tracking.
  • Microsoft Azure — storage of uploaded documents and optical-character-recognition (OCR) text extraction.
  • Neon — hosting of the application database.
  • Railway — hosting of the application backend.
  • Vercel — hosting and delivery of the web application.
  • Stripe — subscription billing (we do not store full card numbers ourselves).
  • Resend — delivery of transactional email and, if you request one, free-tool report email.
  • Sentry — application error monitoring; error reports are scrubbed of personal data before they are sent.
  • Google Analytics 4 — traffic and funnel analytics on our public marketing pages only; no employee or compliance data is sent to it.
  • Cloudflare — authoritative DNS for our domain.

We share only what each provider needs to do its job, and we work to ensure each sub-processor is bound by appropriate confidentiality and data-protection obligations. We may also disclose information where required by law or to protect our rights, and we will update this list as our sub-processors change.

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 keep different categories of data for different periods, set by our Data Retention Policy:

  • Account information (your login, name, email, job title) — kept while your account is active, and removed when a verified deletion request is completed (see Section 7).
  • Employee compliance records (certifications, uploaded documents, employment status) — retained for at least 4 years after an employee leaves the organization, to meet personnel-record retention requirements (California Government Code §12946). If a related complaint or legal matter is open, retention is extended until it is finally resolved. These records are held on behalf of the employer and are not removed by an individual deleting their own login.
  • Security audit logs (sign-in events, multi-factor events, permission changes) — kept for at least 1 year as tamper-evident evidence that security controls are operating. Entries referencing a deleted account keep a non-reversible snapshot of the email address recorded at the time of the original event.
  • Operational and error logs — kept for about 90 days.
  • Marketing leads / free-tool reports (your email plus the figures you entered) — kept for up to 12 months, then deleted automatically. You can have yours removed sooner using the unsubscribe link in any email we send you, or by contacting us at the address below.

We also keep information as needed 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

If you have a CertiFlow account, you can export or delete your own account-level data (your login and account information) yourself from the My Account page once you are signed in. 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

CertiFlow is a workplace tool. Accounts are for our customers' administrators, managers, and staff, who must be 18 or older; CertiFlow is not directed to children and we do not knowingly allow anyone under 18 to create an account.

Separately, the employee records our customers manage in CertiFlow (certifications, documents, employment details) may relate to workers who are under 18, since many of our customers employ minors. We process those records only on the employer's instructions, under the legal basis the employer relies on as that worker's employer, and we retain and delete them under our Data Retention Policy. Questions about a specific worker's record should be directed to that person's employer; you can also contact us at privacy@usecertiflow.com.

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