Privacy Policy

Personal Information You Provide

• Account Information: Name, email address, password
• Company Information: Company name, address, logo, certifying document number
• Employee Data: Employee names, positions, certification details, examination records, work history, education, skills
• Contact Information: Email addresses, phone numbers
• Communication Data: Messages sent through our support system
• Payment Information: Billing details (processed by third-party payment processors)

Automatically Collected Information

• Usage Data: Pages visited, features used, time spent on the Service
• Device Information: Browser type, operating system, IP address
• Log Data: Access times, errors, performance metrics
• Cookies and Tracking Technologies: Session data, preferences

Information About Employees

• When you use our Service to manage employee certifications, you may enter:
• Personal identifiers (names, employee IDs)
• Professional certifications and qualifications
• Examination results and test scores
• Work history and employment records
• Education and training records
• Photographs
• Certification expiration dates

Service Delivery

• Provide, maintain, and improve our Service
• Create and manage user accounts
• Process and store employee certification data
• Generate certification documents and examination materials
• Track certification expiration dates
• Send compliance notifications and reminders

Communication

• Respond to your inquiries and support requests
• Send service-related announcements and updates
• Provide technical support and troubleshooting
• Send notifications about certification expirations (if enabled)

Analytics and Improvement

• Analyze usage patterns to improve our Service
• Identify and fix technical issues
• Develop new features and functionality
• Conduct research and analysis

Legal and Security

• Comply with legal obligations and regulations
• Enforce our Terms of Service
• Protect against fraud and unauthorized access
• Respond to law enforcement requests
• Protect our rights and property

Marketing (with your consent where required)

• Send promotional materials about new features
• Provide information about related services

Security Measures

• Encryption in transit using SSL/TLS protocols
• Secure authentication mechanisms
• Access controls and user permission management
• Regular security audits and updates
• Multi-tenant data isolation by Company UUID
• Secure server infrastructure
• Regular backups of critical data

Data Storage

• Data is stored on secure cloud servers
• Each company's data is isolated by unique Company UUID
• Users can only access data from their own company
• Regular backups are maintained
• Data retention follows our retention policy

Your Responsibilities

• Maintain the confidentiality of your login credentials
• Use strong, unique passwords
• Enable multi-factor authentication if available
• Report any suspected security breaches immediately
• Regularly backup your data using our export features

Service Providers

• We may share data with third-party service providers who assist us in operating our Service:
• Cloud hosting providers
• Authentication services (Base44 platform)
• Email service providers
• Payment processors
• Analytics providers

Legal Requirements

• We may disclose your information if required by law or in response to:
• Valid legal requests from authorities
• Court orders or subpoenas
• Legal processes or government investigations
• Protection of our legal rights
• Prevention of fraud or illegal activities
• Protection of user safety

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you before your information is transferred and becomes subject to a different privacy policy.

With Your Consent

We may share your information with your explicit consent for purposes not covered by this policy.

Company Team Members

Users within your company who have been granted access via your Company UUID can view and access your company's data according to their assigned role (Admin or User).

Retention Periods

• Active Accounts: Data retained while your account is active
• Employee Records: Retained for the duration of employment management needs
• Certification Records: Retained for compliance and regulatory requirements
• Communication Logs: Typically retained for 12-24 months
• Backup Data: Retained according to our backup schedule

Account Deletion

• When you delete your account or when we close your account:
• We will delete or anonymize your personal information within 90 days
• Some information may be retained longer if required by law or for legitimate business purposes
• Backup copies may persist for a limited time in our backup systems

Your Rights

• You have the right to:
• Request deletion of your personal information
• Export your data before deletion
• Request information about our retention practices

Access and Portability

• Request a copy of your personal information
• Export your data in a structured, machine-readable format (Excel)
• Request information about how we process your data

Correction and Updating

• Update your account information at any time
• Correct inaccurate or incomplete data
• Request that we update your information

Deletion

• Request deletion of your personal information ("right to be forgotten")
• Close your account and request data removal
• Note: Some information may be retained for legal compliance

Restriction and Objection

• Restrict how we process your data
• Object to processing for certain purposes
• Opt out of marketing communications

Withdrawal of Consent

• Withdraw consent for data processing where consent was the legal basis
• Disable specific features like compliance notifications

How to Exercise Your Rights

• Contact us at info@assistandt.com with:
• Your full name and email address
• Description of your request
• Any relevant account information
• Verification of your identity

Right to Complain

If you believe we have not addressed your concerns adequately, you have the right to lodge a complaint with your local data protection authority.

Managing Cookies

• You can control and manage cookies through your browser settings:
• Block all cookies
• Accept only certain cookies
• Delete existing cookies
• Set preferences for cookie acceptance

Third-Party Services We Use

• Base44 Platform: Authentication and backend services
• Cloud hosting providers: Data storage and infrastructure
• Email service providers: Communication services

Your Responsibility

• When you access third-party services:
• Review their privacy policies before providing information
• Understand how they collect and use your data
• Make informed decisions about sharing your information

No Endorsement

The inclusion of any link does not imply our endorsement of the third-party service or its privacy practices.

Cross-Border Transfers

• Data may be processed in countries other than your own
• We ensure appropriate safeguards are in place for international transfers
• We comply with applicable data transfer regulations

Safeguards for International Transfers

• Standard contractual clauses approved by regulatory authorities
• Adequate protection mechanisms as required by law
• Compliance with Privacy Shield frameworks (where applicable)
• Other legally approved transfer mechanisms

Your Consent

By using our Service and providing your information, you consent to the transfer of your information to countries outside your country of residence.

No Collection from Children

• We do not knowingly collect personal information from anyone under 18
• Our Service is designed for professional use by adults in employment contexts
• We do not target or market to children

If We Learn of Collection

• If we become aware that we have collected personal information from a child under 18:
• We will take steps to remove that information from our servers
• We will delete or anonymize the data
• We will notify relevant authorities if required by law

Parental Rights

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at info@assistandt.com.

Age Verification

We may implement age verification measures to ensure compliance with this policy.

Your Responsibilities as Data Controller

• Obtain necessary consents from employees
• Ensure lawful basis for processing employee data
• Comply with applicable employment and privacy laws
• Inform employees about data collection and use
• Respond to employee data requests
• Maintain records of processing activities

Our Responsibilities as Data Processor

• Process employee data only on your instructions
• Implement appropriate security measures
• Assist with data subject requests
• Notify you of any data breaches
• Delete or return data upon termination

Employee Rights

• Employees whose data is stored in our Service have rights under data protection laws:
• Right to access their data
• Right to correction
• Right to deletion
• Right to data portability
• Right to object to processing

Data Processing Agreement

For enterprise customers, we can provide a Data Processing Agreement (DPA) that outlines our respective responsibilities. Contact us at info@assistandt.com for more information.

Right to Know

• You have the right to request:
• Categories of personal information we collect
• Specific pieces of personal information we hold
• Sources from which we collect information
• Purposes for collecting or selling information
• Categories of third parties with whom we share information

Right to Delete

• Request deletion of your personal information
• Subject to certain exceptions for legal compliance

Right to Opt-Out

• We do not sell personal information
• If our practices change, we will provide an opt-out mechanism

Right to Non-Discrimination

• We will not discriminate against you for exercising your CCPA rights
• You will receive the same service and pricing

Shine the Light Law

California residents may request information about our disclosure of personal information to third parties for direct marketing purposes.

How to Exercise CCPA Rights

• Submit a verifiable consumer request to:
• Email: info@assistandt.com
• Subject: "CCPA Request"
• Include: Your name, email, and description of your request

Legal Basis for Processing

• We process your data based on:
• Contractual necessity (to provide our Service)
• Legitimate interests (to improve and secure our Service)
• Legal obligations (to comply with laws)
• Your consent (for optional features)

Your GDPR Rights

• Right of access to your data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restriction of processing
• Right to data portability
• Right to object to processing
• Rights related to automated decision-making

Data Protection Officer

For GDPR-related inquiries, contact: Email: info@assistandt.com Subject: "GDPR Inquiry"

Supervisory Authority

You have the right to lodge a complaint with your local supervisory authority if you believe we have violated your data protection rights.

Data Transfers

• We ensure appropriate safeguards for transfers of your data outside the EEA, including:
• Standard contractual clauses
• Adequacy decisions
• Other approved transfer mechanisms

Notification of Changes

• When we make changes to this Privacy Policy:
• We will update the "Last Updated" date at the top of this page
• For material changes, we will provide prominent notice through:
• - Email notification to registered users
• - Notice on our Service
• - Announcement on our website

Your Responsibility

• Review this Privacy Policy periodically for changes
• Check the "Last Updated" date to see when the policy was last revised
• Your continued use of the Service after changes constitutes acceptance

Material Changes

• For significant changes that affect your rights:
• We will provide at least 30 days' notice before changes take effect
• You may need to accept updated terms to continue using the Service
• You can choose to discontinue use if you disagree with changes

Historical Versions

Previous versions of this Privacy Policy may be available upon request.

General Inquiries

Email: info@assistandt.com Subject: "Privacy Policy Inquiry"

Data Protection Requests

For requests related to your personal data (access, deletion, correction): Email: info@assistandt.com Subject: "Data Protection Request"

Security Concerns

For security-related issues or to report a data breach: Email: info@assistandt.com Subject: "Security Issue"

Response Time

• We strive to respond to all inquiries within:
• General inquiries: 5 business days
• Data protection requests: 30 days (or as required by law)
• Security concerns: 24-48 hours

Mailing Address (if required for legal notices)

assistaNDT [Physical address to be provided]

Verification

For security purposes, we may need to verify your identity before responding to certain requests. We will request only the minimum information necessary for verification.