Last Updated: August 15, 2023
Collection of Personal Information
Our primary purpose in collecting Personal Information from you is to provide you with a safe, smooth, efficient, and customized experience. We strive to provide useful features and services that most likely meet your needs, and to customize our Website to make your experience safer and easier. We only collect Personal Information about you that we consider necessary for achieving this purpose.
You can browse the public areas of the Website without telling us who you are or revealing Personal Information about yourself. However, some Personal Information is necessary for you to be able to sign in and use the main services provided by the Website.
When you create an account on the Website, we receive and store any information you knowingly provide to us. This includes your name, email address and basic information about your company/organization. You must also provide billing and credit card information via our payment processor but this information is not shared with SkillRecord. (See “Purchases” below.)
The Website allows our paying customers (“Subscribers”) to create customized passports and logbooks and to then invite other people (“Invitees”) to use them. In creating these invitations, the Subscriber imports or manually enters the name, email address and optionally an official identifier (e.g. a student/employee identification number) for each Invitee. As the Subscriber directs, we then send the invitations to the Invitees on the Subscriber’s behalf. If an Invitee accepts such an invitation, the Invitee activates an account that has access to the customized passports and logbooks within the Subscriber’s account. If such an invitation expires unaccepted and expires, the Personal Information associated used to create the invitation is automatically deleted.
Collection of non-personal information
We collect other information that may be classified as personal data but is not personally identifiable. For instance, this includes any information you provide when making logbook entries or reviewing passport tasks.
Additionally, when you visit the Website, our servers automatically record information that your browser sends. This data may include information such as your device’s IP address, browser type and version, operating system type and version, language preferences or the webpage you were visiting before you came to our Website, pages of our Website that you visit, the time spent on those pages, information you search for on our Website, access times and dates, and other statistics.
Stripe provides us with certain non-personal information relating to purchases made by visitors to the Website. The non-personal information may include details of the purchase such as the date, amount paid, and product purchased. The non-personal purchase information may be linked to the Personal Information you provide to us (typically the email address associated with your account). Stripe does not supply us with any of your other Personal Information such as your billing address or credit card details.
Use and processing of collected information
Any of the information we collect from you may be used to personalize your experience; provide customer service; process transactions; send emails and notifications (such as password reminders, updates, etc…); and operate our Website.
We do not sell, trade, or otherwise transfer your Personal Information to outside parties. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential.
The Website exists to improve the effectiveness of on-the-job training by capturing and sharing relevant trainee accomplishments with relevant parties (e.g. trainers, technical reviewers, employer representatives, etc…). In other words, information that an Invitee enters on the Website (i.e. passport task reviews, logbook entries, etc…) may be shared with the Subscriber and other people Invitees of that Subscriber. More specifically, Subscribers can authorize certain Invitees to review/comment on another Invitee’s passport. This allows trainers and technical reviewers to monitor progress and provide feedback to trainees.
Other non-personal information collected is used only to identify potential cases of abuse and establish statistical information regarding Website usage. This statistical information is not aggregated in such a way that would identify any particular user of the system.
Your use of other persons’ information
As mentioned above, Subscribers can invite other people to participate under the Subscriber’s account and give certain users access to the Personal Information of others.
Managing Personal Information
You are able to update your Personal Information in your “Account Settings” on the Website. When you update information, we may maintain a copy of the unrevised information in our records. Some information may remain in our private records after deletion of such information from your account for a retention period. Once the retention period expires, the Personal Information shall be deleted.
We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. We may use any aggregated data derived from or incorporating your Personal Information after you update or delete it, but not in a manner that would identify you personally.
When a Subscriber chooses to close an account we will remove the Subscriber’s information from our marketing and billing systems. This ensures that no further mailings or billings are directed to the canceled Subscriber. We will also delete all User Data associated with the Subscriber including the accounts and User Data of all Invitees associated with the Subscriber’s account.
In effect, Invitee accounts are subordinate to a Subscriber accounts. Subscribers may also delete an Invitee account within their Subscriber account at any time (e.g. at the end of a training program or when an employee leaves a company).
Invitees cannot delete their own accounts. Instead, Invitees must ask the inviting Subscriber to delete their account.
When an Invitee account is deleted, the Invitee’s User Data may remain in SkillRecord past the point at which such account is closed. SkillRecord is a complex network that connects many users. This network relies on the exchange and sharing of information that is important to others in your network. The connected nature of the system requires that this history exists for as long a time as necessary to accommodate proper function of the Website.
SkillRecord will reasonably assure that information, where it is no longer required for the proper functioning of the Website, will deleted the account data a compliant manner and will consider any deletion request within the requirements of applicable law.
User data (including Personal Information) in system backups is not deleted when an account is closed. These backups are securely archived for a retention period and are not accessible to anyone except authorized SkillRecord staff.
The Website uses “cookies” to help personalize your online experience. A cookie is a text file that is placed on your hard disk by a web server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
Links to other websites
Our Website may contain links to other websites that are not owned or controlled by us. Please be aware that we are not responsible for the privacy practices of such other websites or third parties. We encourage you to be aware when you leave our Website and to read the privacy statements of third-party websites.
If you post on the support forum on the Website, your username and other information you include is displayed in your postings or comments, and is therefore available to the public. All of your activities in the public areas of the forum will be identifiable to your username, and other people can see your published content.
If you choose to our referral service to tell a friend about our Website, we will ask you for your friend’s name and email address. We will automatically send your friend a one-time email inviting him or her to visit the site. SkillRecord stores this information for the sole purpose of sending this one-time email, tracking the success of our referral program, and compliance with laws. Your friend may contact us at email@example.com to request that we remove this information from our database.
We may offer electronic newsletters which you may voluntarily subscribe to. You may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instructions included in these emails or by contacting us. However, you will continue to receive essential transactional emails.
Privacy of children
We do not knowingly collect any Personal Information from children under the age of 13. If you are under the age of 13, please do not submit any Personal Information through our Website. If you have reason to believe that a child under the age of 13 has provided Personal Information to us through our Website, please contact us.
We maintain reasonable administrative, technical, and physical safeguards in an effort to protect against unauthorized access, use, modification, and disclosure of Personal Information.
However, no data transmission over the Internet or wireless network can be guaranteed. Therefore, while we strive to protect your Personal Information, you acknowledge that (i) there are security and privacy limitations of the Internet which are beyond our control; (ii) the security, integrity, and privacy of any and all information and data exchanged between you and our Website cannot be guaranteed; and (iii) any such information and data may be viewed or tampered with in transit by a third-party, despite best efforts.
In the event we become aware that the security of the Website has been compromised or users’ Personal Information has been disclosed to unrelated third-parties as a result of external activity, including, but not limited to, security attacks or fraud, we reserve the right to take reasonably appropriate measures, including, but not limited to, investigation and reporting, as well as notification to and cooperation with law enforcement authorities. In the event of a data breach, we will make reasonable efforts to notify affected individuals if we believe that there is a reasonable risk of harm to the user as a result of the breach or if notice is otherwise required by law. When we do we will send you an email.
We will disclose any information we collect, use or receive if required or permitted by law, such as to comply with a subpoena, or similar legal process, and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
In the event we go through a business transition, such as a merger or acquisition by another company, or sale of all or a portion of its assets, your user account and personal data will likely be among the assets transferred.
Changes and amendments
We reserve the right to modify this Policy at any time, effective upon posting of an updated version of this Policy on the Website. When we do we will revise the updated date at the top of this page. Continued use of the Website after any such changes shall constitute your consent to such changes.
Acceptance of this policy
You acknowledge that you have read this Policy and agree to all its terms and conditions. By using the Website you agree to be bound by this Policy. If you do not agree to abide by the terms of this Policy, you are not authorized to use or access the Website.
If you have any questions regarding this Policy, please contact us via email at firstname.lastname@example.org.