Privacy Policy

1) Who This Policy Applies To

This policy applies to:

• Website visitors
• Users who create, administer, or manage exams (e.g., supervisors, coordinators, Level III professionals)
• Individuals who take exams through the platform (e.g., technicians)

If you use NDTCertify through an employer or another organization (a "Customer"), that Customer may control certain settings and access to information (see Section 6).

2) Information We Collect

We collect information in three main ways: (a) information you provide, (b) information generated through use of the Services, and (c) information collected automatically.

A. Information you provide: Depending on how you use the Services, we may collect:

• Account information: name, email address, username, password (stored in hashed form), role/title.
• Organization information: company name, team identifiers, billing contact details.
• Exam and certification workflow information (as applicable): exam assignments, attempts, scores/results, pass/fail status, timestamps, certification status, qualification history, and related records that Customers choose to track.
• Uploaded content: procedures, training records, attachments, documents, and other materials uploaded by or on behalf of a Customer.
• Support and communications: messages you send us (including support tickets), feedback, and other communications.

B. Information generated when you use the Services: The Services may generate:

• Audit and activity logs: actions taken in the platform (e.g., exam creation/updates, scoring actions, record changes), associated user IDs, and timestamps.
• Security-related events: login events, access attempts, and signals used to help protect accounts and exam integrity.

C. Information collected automatically (cookies and similar technologies): When you visit the website or use the Services, we may collect device and usage data such as IP address, browser type, device type, operating system, language, referring/exit pages, and usage activity, along with cookies and similar technologies used for essential functionality, security, preferences, and analytics. D. Payment information (if applicable): If paid features are offered, payment processing is typically handled by third-party payment processors. We generally receive billing metadata (e.g., plan level, invoice details, payment status), but not full payment card details.

3) How We Use Information

• Provide and operate the Services, including account access, exam delivery, standardized scoring workflows, recordkeeping, and reporting.
• Support audit readiness and traceability through centralized tracking, reporting, and logs.
• Secure the Services, including authentication, access control, abuse prevention, and protection of exam content and results.
• Provide customer support and respond to requests.
• Communicate with you, including service notices, security notices, and administrative messages.
• Improve and develop the Services (e.g., troubleshooting, performance monitoring, analytics, and feature improvements).
• Comply with legal obligations and enforce our agreements.

4) Legal Bases for Processing (where applicable)

Where required by law (e.g., EEA/UK), we rely on one or more legal bases such as:

• Contract (to provide the Services)
• Legitimate interests (security, fraud prevention, improvement of Services)
• Consent (for certain cookies/communications where required)
• Legal obligation

5) How We Disclose Information

A. Service providers: We use service providers to help operate the Services (e.g., hosting, analytics, support tooling, email delivery, payment processing). They are authorized to use information only as needed to provide services to us and are required to protect it.

B. The Customer (your organization): If you use NDTCertify under a Customer account, Customer administrators may access and manage information in the Services, including exam assignments, results, certification tracking data, and reports. Customers may export records for internal compliance and audit purposes.

C. Legal, safety, and enforcement: We may disclose information if we believe it is reasonably necessary to comply with law, regulation, subpoena, or legal request; protect the security or integrity of the Services; investigate suspected violations and enforce our Terms; or protect rights, property, or safety of NDTCertify, Customers, users, or the public.

D. Business transfers: If we are involved in a merger, acquisition, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction, subject to reasonable safeguards.

E. With your direction or consent: We may disclose information when you request it, authorize it, or otherwise consent.

6) Customer Data Roles (Customer Control)

When a Customer uses NDTCertify to manage exams and certification workflows, the Customer typically determines:

• what data is entered and tracked,
• who can access it,
• how long it is retained,
• and how it is used for compliance and audit readiness.

In many cases, the Customer is the data controller (or "business"), and NDTCertify acts as a processor (or "service provider") for Customer Data. If you are a Customer and need a data processing addendum (DPA), contact us at support@ndtcertify.com.

7) Data Retention

We retain information as long as necessary to provide the Services, maintain audit trails and security logs, fulfill contractual obligations, and comply with legal requirements.

Retention periods may vary based on Customer settings, the type of data, and applicable law. After account closure or termination, we may retain certain information for legitimate business purposes (e.g., security, compliance, dispute resolution), unless prohibited by law.

8) Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction. No system is perfectly secure. You are responsible for maintaining the confidentiality of your credentials and notifying us promptly of suspected unauthorized access.

9) Cookies and Analytics

We may use cookies and similar technologies for:

• Essential functions (sessions, authentication, security)
• Preferences (remembering settings)
• Analytics (understanding usage to improve the Services)

You can control cookies through your browser settings. If you disable certain cookies, parts of the Services may not function properly.

10) Your Choices and Rights

Depending on where you live and how you use the Services, you may have rights to:

• access your personal information,
• correct inaccurate information,
• delete personal information (subject to exceptions, including security and compliance),
• object to or restrict certain processing, and/or
• obtain a portable copy of your information.

If you use NDTCertify through a Customer (e.g., your employer), some requests may need to be handled through that Customer because they may control the relevant data. To submit a request, contact support@ndtcertify.com.

11) U.S. State Privacy Notices (if applicable)

Certain U.S. state laws may provide additional rights (such as access, deletion, correction, or opting out of certain processing). Where those laws apply, NDTCertify will honor applicable requirements.

12) International Transfers

We may process and store information in the United States and other countries where we or our service providers operate. Where required, we implement appropriate safeguards for cross-border transfers.

13) Children's Privacy

The Services are not directed to children, and we do not knowingly collect personal information from children under 13 (or the minimum age required by local law). If you believe a child has provided personal information to us, contact support@ndtcertify.com.

14) Third-Party Links

The Services may contain links to third-party websites or services. This policy does not apply to third parties. Review their privacy practices before providing information.

15) Changes to This Policy

We may update this Privacy Policy from time to time. The "Effective Date" will reflect the latest revision. If changes are material, we may provide notice through the Services or by other reasonable means.

16) Contact Us