Privacy Policy
Last updated: November 3, 2025
The National Healthcare Workers Certification Association (NHWCA®) respects your privacy. This Policy explains how we collect, use, disclose, and safeguard information when you visit nhwca.org, apply for certification, sit for an examination, request verification, or participate as an Approved Training Partner or employer.
1) Scope
This Policy applies to information processed by NHWCA® in connection with our certifications, registry and verification services, training-partner program, events, support, and our public websites and portals. This Policy does not replace employer or school policies or any laws that may also apply.
2) Information We Collect
- Identity & Contact: name, address, email, phone, date of birth, last four of SSN or other ID (if required for identity verification).
- Professional & Education: program enrollment/completion, transcripts or attestations, employment and supervisor attestations, licensure numbers (if applicable).
- Certification Data: applications, eligibility materials, exam scheduling, accommodations requests, results, credential status, renewal records, CEU attestations.
- Payment Details: billing name, contact, limited transaction data from our payment processor (we do not store full card numbers).
- Communications: messages, forms, support tickets, surveys, testimonials (with consent).
- Website/Technical: device/browser info, IP address, pages viewed, referral/UTM, cookies and similar technologies.
3) Sources of Information
- Directly from you (applications, forms, emails).
- Training providers & schools (enrollment/competency attestations) with your authorization or as part of approval/verification.
- Employers & supervisors (experience/skills attestations) with appropriate authorization.
- Proctors/testing vendors (exam delivery data, proctoring and security logs).
- Service providers & analytics (site usage, performance metrics).
4) How We Use Information
- Operate and improve certification programs, including eligibility, scheduling, delivery, scoring, equating, and renewal.
- Maintain the NHWCA® National Registry and provide employer verification services.
- Administer the Approved Training Partner program and quality assurance.
- Provide support, respond to inquiries, and communicate policy updates or exam information.
- Protect exam integrity and safety (security monitoring, irregularity investigations).
- Comply with legal obligations and enforce policies (e.g., Code of Ethics, Appeals/Complaints & Discipline Policy).
- Improve our websites, services, and user experience (including analytics and troubleshooting).
- Conduct research and statistical reporting in aggregated/de-identified form.
5) Legal Bases (Where Applicable)
Depending on jurisdiction, we may process information based on: (i) performance of a contract (exam/credential services), (ii) legitimate interests (program integrity, security, registry), (iii) consent (where required), and (iv) legal obligations.
6) Cookies & Similar Technologies
We may use cookies, pixels, and local storage to operate the site, remember preferences, measure performance, and secure sessions. You can manage cookies via your browser settings; some features may not function without them.
7) Analytics & Third-Party Tools
We may use analytics services to understand usage trends and improve the site. These providers collect information as described in their own policies. We avoid sharing personally identifying certification records for advertising purposes.
8) How We Share Information
- Verification & Registry: We disclose credential title/status via our employer verification tools. Some registry fields may be visible to the public or to verified employer partners (e.g., name, credential, status, expiration window).
- Service Providers: Exam delivery, proctoring, ID verification, payment processing, email, CRM, and IT providers under contract and confidentiality.
- Schools/Employers: With authorization or as part of partner programs (e.g., eligibility, outcome reporting).
- Legal & Safety: If required by law or to protect rights, safety, exam integrity, or investigate suspected misconduct.
- Business Continuity: In a reorganization or similar event, consistent with this Policy and applicable law.
9) Payments
Payments are processed by third-party processors. We receive limited transaction metadata (e.g., amount, status). Full card details are handled by the processor and not stored by NHWCA®.
10) Security
We implement administrative, technical, and physical safeguards appropriate to the nature of the information. No method of transmission or storage is 100% secure; we continuously improve our controls and require vendors to protect data they process for us.
11) Data Retention
We retain information for as long as needed to provide services (including maintaining accurate credential histories), comply with legal obligations, resolve disputes, and enforce agreements.
12) Children’s Privacy
Our services are not directed to children under 13. We do not knowingly collect personal information from children under 13 without appropriate parental consent where required.
13) International Transfers
If you access our services from outside the U.S., your information may be processed in the U.S. and other countries with different data protection laws. We take steps to protect information in accordance with this Policy.
14) Your Choices & Rights
- Access/Update: Request access to or correction of your information (subject to authentication and program integrity).
- Communications: Opt out of non-essential emails; you will still receive transactional messages (exam, results, renewal, security).
- Verification Listings: Registry displays credential status for employer trust. Contact us if you believe a listing is inaccurate.
- Jurisdictional Rights: Depending on your location, you may have additional rights (e.g., request deletion, portability, restriction). We will honor applicable laws and verify identity before fulfilling requests.
- Do Not Track: We do not respond to DNT signals at this time.
15) Links to Other Sites
Our site may contain links to third-party websites or services. Their privacy practices are governed by their own policies. We encourage you to review those policies when you visit third-party sites.
16) Changes to This Policy
We may update this Policy from time to time. The “Last updated” date reflects the most recent revision. Material changes will be communicated as appropriate.
17) Contact NHWCA®
For privacy questions or to exercise rights, contact us: