Privacy Policy

1. Purpose and Scope

This Privacy Policy discloses how the Council for Certification in Volunteer Administration (CCVA) collects, uses, stores, discloses, and protects the personal information of visitors and users of our website (https://cvacert.org). CCVA is committed to maintaining the confidentiality, integrity, and availability of all personal information entrusted to us, adhering strictly to our internal Data Protection Policy and applicable legal requirements.

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2. Personal Information We Collect

We collect personal information that you voluntarily provide to us, as well as technical data gathered automatically when you interact with our website:

• Personal Identification & Contact Data: Full names, physical mailing addresses, email addresses, phone numbers, and professional details.

• Payment & Financial Information: Credit card details, billing addresses, and payment transaction histories required to process fees or orders.

• Account Credentials: Passwords, usernames, and profile information for registered site accounts.

• Technical & Session Data: Internet Protocol (IP) addresses, browser and connection details, login information, page response times, length of page visits, and site navigation paths.

• User Content & Correspondence: Contact form submissions, survey answers, feedback, product reviews, recommendations, and direct support inquiries.

 

3. How We Collect Personal Information

Personal information is gathered through standard website operational processes:

• Direct Submissions: When you complete forms on our site, apply for or renew certifications, register for an account, subscribe to newsletters, or make payments.

• Automated Technologies: Through cookies, log files, and monitoring tools that measure site interaction and user sessions.

 

4. Why We Collect Personal Information

CCVA collects personal information strictly for purposes necessary to fulfill our organizational mission:

• To deliver, maintain, and manage our certification programs, credentialing services, and website functionality.

• To provide customer assistance and technical support.

• To send administrative notices, service updates, certification notifications, and promotional messages.

• To create aggregated, non-identifying statistical data to analyze and improve our services.

• To comply with applicable federal, state, and local laws and regulations.

 

5. Data Storage, Security, and Approved Platforms

CCVA maintains technical and organizational safeguards to ensure data security:

• Hosting Platform: Our website is hosted on secure web platforms behind active firewalls.

• Approved Cloud Software Tools: Personal information is processed and stored exclusively using CCVA-approved cloud infrastructure:

  • Accredible: Digital credentialing and certification management.

  • Better Impact: Volunteer management and administration.

  • Capsule CRM: Contact and customer relationship management.

  • Google Workspace (Google Drive): Document storage and collaboration.

  • Intuit: Financial accounting and payment processing.

  • MailChimp: Email communications and subscriber distribution lists.

  • PayPal: Online payment processing adhering to PCI-DSS payment security standards.

• Prohibition of Local Storage: Personal information is never stored on local desktop or laptop drives.

• Encryption & Access Control: External email communications containing sensitive data are encrypted or transmitted via secure file links. Multi-Factor Authentication (MFA) is mandatory for organizational accounts.

 

6. Communications with Visitors

CCVA may contact visitors via email, telephone, text message, or postal mail for account administration, troubleshooting, fee collection, certification updates, or survey polls. Visitors may opt out of promotional or non-essential communications at any time.

 

7. Cookies and Tracking Tools

Our website utilizes cookies and performance tracking tools to measure user sessions and enhance browsing experiences. Third-party applications integrated into the website (e.g., Google Analytics) may deploy their own tracking mechanisms governed by their respective independent privacy policies.

 

8. Data Retention and Disposal

Personal data is retained only for as long as necessary to complete the specific purpose for which it was collected. Once the collection purpose has ended, personal identifying information is securely scrubbed or deleted in compliance with United States laws.

 

9. User Privacy Rights and Withdrawing Consent

Visitors and clients have the right to access, correct, update, or request the deletion of their personal data. You may also withdraw your consent for future data processing at any time by contacting CCVA.

 

10. Policy Updates

CCVA reserves the right to modify this Privacy Policy at any time. Revisions take effect immediately upon posting to the website. Material changes will be highlighted on this page.

 

11. Contact Us

For questions regarding this policy, to exercise your privacy rights, or to report a data concern, please contact:

Council for Certification in Volunteer Administration

 

Address:

4784 N Lombard St.

Suite B PMB 1023

Portland, OR 97203

 

Email: info@cvacert.org