Privacy Policy

1. Who this policy covers

This policy applies to participants (students and instructors), course administrators, portal administrators, vendor contacts, sponsoring agencies, and other users who access the Services. If your organization enrolls you or provides your information to us, that organization may also have its own privacy practices that govern how it shares data with the Portal.

2. Information we collect

Depending on how you use the Services, we may collect:

• Identity and contact data — name, email address, phone number, mailing address, agency or task-force affiliation, position/title, and similar roster fields.
• Account and access data — portal session credentials, email verification codes, magic-link or QR access tokens, password and multi-factor authentication data for admin accounts, and profile photos or Gravatar-related identifiers.
• Training and course data — course enrollments and roles, squad assignments, task and requirement completions, attendance records, CBT and form submissions, waivers, uploaded documents, certificates, and related progress information.
• Communications data — course announcements, direct and group messages, attachments you send or receive in the Portal, and notification records.
• Vendor and logistics data — vendor company and contact details, engagement assignments, and logistics or inventory records when those features are used.
• Technical data — IP address, browser and device information, approximate timestamps, and diagnostic logs needed to operate and secure the Services.
• Integration data — information received from connected systems (for example WordPress or e-commerce/order platforms) when your organization enables those integrations, such as enrollment or purchase identifiers needed to open your courses.

3. How we use information

We use personal information to:

• Provide training portals, scheduling, roster, and course workflows
• Authenticate users and protect accounts and course content
• Send transactional email (access links, verification codes, notices)
• Enable messaging, announcements, and in-portal notifications
• Issue, display, and verify certificates where that feature is used
• Support vendors, sponsors, and logistics operations as configured
• Maintain security, prevent abuse, troubleshoot issues, and improve the Services
• Comply with legal obligations and enforce our terms and policies

4. How we share information

We do not sell your personal information. We may share information with:

• Course staff and administrators — people authorized for your course or organization (such as course leads, instructors, medical team managers, and portal admins) so they can run training and support participants.
• Other participants — limited profile details as needed for messaging, attendance, roster views, or collaborative course features you use.
• Service providers — hosting, email delivery, storage, and similar processors that help us operate the Services under contractual confidentiality and security obligations.
• Connected platforms — systems your organization links to the Portal (such as a WordPress site or commerce platform), only as needed for those integrations.
• Legal and safety — when required by law, to protect rights and safety, or in connection with a business transfer involving the Services.

5. Cookies and similar technologies

We use cookies and similar technologies that are necessary to keep you signed in, remember selected courses, and protect sessions (including httpOnly session cookies for portal and admin access). These technologies are used to operate the Services rather than for third-party advertising.

6. Data security

We use administrative, technical, and organizational measures designed to protect personal information, including access controls, signed or tokenized session mechanisms where applicable, and permission checks for files and messages. No method of transmission or storage is completely secure; please protect your access links, codes, and devices.

7. Retention

We retain personal information for as long as needed to provide the Services, meet operational and training records needs, resolve disputes, and comply with legal obligations. Course messaging and related attachments may be deleted when a course ends, is archived, or is removed, and temporary sync records may be pruned on a schedule. Retention for certificates, attendance, and other training records may be longer when required by your organization or applicable rules.

8. Your choices and rights

Depending on your role and applicable law, you may be able to:

• Review and update certain profile information in the Portal
• Request access to or correction of personal information we hold
• Request deletion where legally permitted and operationally feasible
• Ask questions about how your organization uses the Portal with your data

Some requests may need to be handled by your training organization or a portal administrator, especially when they are the primary controller of roster or enrollment data.

9. Children

The Services are intended for adult training and professional use. We do not knowingly collect personal information from children under 13 (or the equivalent minimum age in your jurisdiction). If you believe a child has provided information to us, contact us so we can take appropriate action.

10. International users

The Services may be hosted or administered in the United States or other locations chosen by the operating organization. If you access the Services from another country, your information may be processed in a country with different data-protection laws than your own.

11. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we post revisions. Continued use of the Services after an update means you acknowledge the revised policy.

12. Contact us

For privacy questions or requests, contact your course administrator or the organization that operates this Portal instance. You may also use the contact channels published by that organization for training support.

If you reached this page from a branded Solid Responder Training deployment, the operator of that deployment is responsible for responding to privacy inquiries for that instance.