Effective Date: August 11, 2026

Last Updated: August 11, 2026

1.  Introduction

The Professional Training & Certificate Program (“we,” “us,” or “our”) is committed to protecting the privacy and security of individuals who apply for, enroll in, participate in, or complete our training and certificate programs (“Trainees” or “you”).

This Privacy Policy explains how we collect, use, store, protect, share, and retain personal information obtained through our training programs, websites, applications, enrollment processes, learning platforms, and related services.

By applying for or participating in our program, you acknowledge that your personal information may be collected and used as described in this Privacy Policy.

2.  Information We Collect

Depending on your relationship with the program and the requirements of a particular training, certification, funding source, employer, licensing authority, or regulatory body, we may collect the following categories of information.

Personal Identification Information This may include:

• Full name, including former or alternate names
• Date of birth
• Home and mailing address
• Email address
• Telephone number
• Partial Social Security number, such as the last four digits
• Government-issued identification information, when required
• Program or student identification numbers Education and Credential Information This may include:

Proof of education or educational attainment

Diplomas, degrees, certificates, or transcripts

School or institution attended

Dates of attendance

• Licenses, certifications, credentials, or qualifications
• Course enrollment and completion information
• Examination, assessment, and certification results Employment and Professional Information This may include:
• Current employer and position
• Employment history
• Work experience
• Job title and responsibilities
• Professional references, when required
• Employment eligibility or qualification information
• Employer contact information
• Information necessary to verify employment or eligibility for training

Background and Eligibility Information

When required by law, regulation, contractual obligations, program requirements, placement opportunities, or employer requirements, we may collect or receive information relating to:

• Criminal or background checks
• Eligibility screenings
• Professional licensing or credential verification
• Identity verification
• Other information necessary to determine eligibility for participation, certification, employment, placement, or related opportunities

Background-check information will only be collected, used, or disclosed as permitted or required by applicable law and program requirements.

Training and Program Participation Information

We may collect information about your participation in the program, including:

• Application and enrollment information
• Attendance and participation records
• Course progress
• Assignments and assessments
• Examination or test results
• Certificates earned
• Course completion status
• Communications with instructors, staff, or program representatives
• Accommodations or support requests, where applicable and authorized
• Surveys, evaluations, and feedback

Technical and Website Information

When you use our website or online learning systems, we may automatically collect certain information, such as:

• Internet Protocol (IP) address
• Device and browser information
• Login information
• Pages or content accessed
• Dates and times of access
• Cookies and similar technologies
• System activity and security logs

3.  How We Use Your Information

We may use personal information for the following purposes:

• To process applications and determine program eligibility

To enroll and register Trainees

To provide training, education, and related services

To administer courses, assessments, and examinations

To monitor attendance, progress, and course completion

• To issue and verify certificates or credentials
• To confirm identity and prevent fraud
• To conduct or facilitate required background or eligibility checks
• To communicate with Trainees about enrollment, coursework, schedules, requirements, opportunities, and program updates
• To respond to questions and provide support
• To verify educational or professional qualifications
• To meet requirements established by employers, funders, government agencies, licensing authorities, or other authorized partners
• To maintain accurate program records
• To evaluate and improve our programs and services
• To prepare aggregated or de-identified reports and statistics
• To comply with legal, regulatory, contractual, reporting, audit, and recordkeeping obligations
• To protect the security and integrity of our systems, programs, staff, and Trainees

We will not use your personal information for purposes that are materially inconsistent with this Privacy Policy unless permitted or required by law or you have otherwise been provided appropriate notice.

4.  How We Share Information

We may share personal information when necessary to operate and administer our program or when required or permitted by law.

Depending on the circumstances, information may be shared with:

Authorized Staff and Representatives

Personal information may be accessed by employees, instructors, administrators, contractors, and other authorized representatives who have a legitimate business or program-related need to access the information. Service Providers

We may use carefully selected third-party service providers to assist with services such as:

• Learning management systems
• Application and enrollment systems
• Data storage and hosting
• Background-check services
• Identity verification
• Assessment and testing
• Certificate issuance
• Information technology and security
• Communications and customer support

Service providers may receive access to personal information only as necessary to perform services on our behalf and subject to applicable contractual, confidentiality, and security requirements.

Employers and Placement Partners

When appropriate and consistent with the purpose for which information was collected, we may share information with an employer, prospective employer, internship or placement organization, or other authorized partner. This may include information about enrollment, training completion, credentials, or qualifications.

Where required, we will obtain consent or provide additional notice before sharing information beyond what is necessary for the applicable program, employment, placement, or contractual requirement.

Government Agencies, Funders, and Regulatory Authorities

We may share information with government agencies, funding organizations, licensing bodies, accrediting organizations, auditors, or other entities when required to:

• Demonstrate program eligibility or compliance

Meet grant or funding requirements

Complete required reporting

Respond to audits or investigations

Comply with applicable laws and regulations

Legal and Safety Reasons

We may disclose information when we believe disclosure is necessary or appropriate to:

• Comply with a law, regulation, subpoena, court order, or other legal process
• Protect the rights, property, safety, or security of the program, our Trainees, or others
• Detect, investigate, or prevent fraud, security incidents, or other unlawful activity
• Enforce applicable agreements or program requirements We do not sell personal information in exchange for money.

5.  Sensitive and Confidential Information

We recognize that some of the information collected through our program is sensitive or confidential. This may include dates of birth, partial Social Security numbers, educational records, background-check information, and other information used to verify identity or eligibility.

We take reasonable administrative, technical, and physical measures designed to protect this information from unauthorized access, use, disclosure, alteration, or destruction.

Access to sensitive information is limited to individuals and service providers with a legitimate need to know the information for authorized program, legal, compliance, or administrative purposes.

6.  Security Measures

We use reasonable safeguards designed to protect personal information. These safeguards may include, as appropriate:

• Role-based or limited access to sensitive information
• Password and authentication controls
• Encryption or secure transmission of sensitive information
• Secure data storage
• Employee and contractor confidentiality obligations
• Security monitoring and system logging
• Training regarding privacy and information security
• Procedures for responding to suspected security incidents

No method of electronic transmission or data storage is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee absolute security.

7.  Data Retention

We retain personal information for as long as reasonably necessary to:

• Provide training and certificate services
• Maintain records of enrollment and completion
• Verify credentials
• Meet legal, regulatory, contractual, funding, licensing, and audit requirements
• Resolve disputes
• Enforce our agreements
• Maintain appropriate business and program records

Retention periods may vary based on the type of information and applicable requirements. When information is no longer needed, we will securely delete, destroy, anonymize, or otherwise dispose of it in accordance with our applicable records-retention procedures and legal obligations.

8.  Background Checks

If a background check is required for program participation, certification, employment, placement, or another authorized purpose, you may be asked to provide additional information or authorization.

Background checks may be conducted directly by us or by an authorized third-party provider. Information obtained through a background check will be handled in accordance with applicable laws, contractual requirements, and the terms of any applicable authorization or disclosure provided to you.

 

Where a separate authorization, disclosure, or consent is required for a background check, that document will govern the collection and use of information for that process in addition to this Privacy Policy.

9.  Educational Records and Course Information

We may maintain records related to your educational and training experience, including enrollment, attendance, progress, assessments, transcripts, and certificates.

We will take reasonable steps to limit access to these records to authorized individuals and organizations with a legitimate need or legal authority to access them.

10.  Your Choices and Rights

Depending on applicable law and the circumstances, you may have the right to request:

• Access to certain personal information we maintain about you
• Correction of inaccurate or incomplete information
• Information about how your personal information is used
• Deletion of certain information, subject to legal and operational limitations
• Withdrawal of consent where processing is based on consent

Some requests may be limited because we are required to retain certain records for legal, regulatory, certification, funding, contractual, or audit purposes.

To make a privacy-related request, contact us using the information provided in the Contact Us section below. We may need to verify your identity before processing certain requests.

11.  Children and Minors

Our training and certificate programs are not intended for individuals under the age of [18] unless a specific program expressly permits participation by minors.

If we collect personal information from a minor, we will do so in accordance with applicable laws and program requirements, including any required parent or guardian consent.

12.  Third-Party Websites and Services

Our website, learning platform, or communications may contain links to third-party websites or services. We are not responsible for the privacy practices, content, or security of third parties.

We encourage you to review the privacy policies of any third-party website or service before providing personal information.

13.  Cookies and Online Technologies

Our website and online systems may use cookies and similar technologies to support functionality, security, analytics, and user experience.

You may be able to control certain cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website or learning systems.

14.  Data Breach and Security Incident Response

If we become aware of a suspected or confirmed security incident involving personal information, we will investigate and take appropriate steps to contain, assess, and address the incident.

Where required by applicable law, we will provide notice to affected individuals, government agencies, or other appropriate parties.

15.  Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, technology, or program operations.

When we make material changes, we will update the “Last Updated” date and, when appropriate, provide additional notice through our website, learning platform, email, or other reasonable means.

16.  Contact Us

If you have questions about this Privacy Policy, our privacy practices, or the personal information we collect, please contact:

Professional Training & Certificate Program  Administered by Woodfords Family Services 

15 Saunders Way, Ste 700  Westbrook, ME 04092 ptc@woodfords.org 207-856-8288

Privacy Contact: Renée Freudenberger, Director of Training & Professional Development

 

Acknowledgment

By participating in the Professional Training & Certificate Program you acknowledge that you have received or been provided access to this Privacy Policy and understand how your personal information may be collected, used, stored, and disclosed in connection with the program.

This acknowledgment does not replace any separate consent, authorization, release, background-check disclosure, educational-record release, or other agreement that may be required for specific program activities.