Effective Date: October 1, 2025
Provider Name: The Wellness Collaborative
1. Purpose and Scope
This Privacy Policy describes how The Wellness Collaborative (“we,” “our,” or “the Provider”) collects, uses, maintains, and protects personal and educational information obtained from participants in our continuing education (CE) programs.
Our policies are designed to ensure compliance with:
- ASWB ACE Standards (Sections 3.8, 3.9, 5.0–5.4) regarding confidentiality, record retention, and participant rights; and
- NBCC ACEP Policy Guidelines regarding the privacy and protection of participant data, program records, and assessment information.
This policy applies to all CE programs offered by The Wellness Collaborative, whether delivered online, in person, or in hybrid format.
2. Information We Collect
We collect only the information necessary to deliver educational programs, verify attendance, award CE credit, and maintain accurate records for compliance. This may include:
- Full name
- Professional credentials or license type/number
- Email address and phone number
- Mailing address (for certificates, if applicable)
- Payment information (processed securely through third-party payment processors)
- Course participation records (attendance, completion status, evaluation responses, and CE certificate issuance date)
We do not collect clinical data, therapeutic records, or personally identifying information about clients of participants.
3. How We Use Collected Information
Participant information is used only for legitimate educational and administrative purposes, including:
- Enrollment and participation in CE programs
- Verification of completion and issuance of CE certificates
- Compliance reporting for ASWB ACE and NBCC ACEP audits
- Program evaluation and quality improvement
- Communication about upcoming CE opportunities (only with participant consent)
We do not sell, lease, or share participant information with any third party for marketing purposes.
4. Data Storage and Retention
All records of attendance, course completion, and CE certificates are securely stored in our password-protected learning management system (LMS) and/or cloud storage environment with restricted access.
In accordance with ASWB ACE and NBCC ACEP standards:
- Records are retained for a minimum of five (5) years following program completion.
- Retained records include participant name, course title, date of completion, number of CE credits awarded, and evaluation data.
- After the retention period, data are securely destroyed or anonymized.
5. Data Security Measures
We implement reasonable and appropriate safeguards to protect personal and educational data, including:
- Encrypted website and payment processing (SSL/TLS protocols)
- Role-based access controls for staff
- Routine data backup and monitoring
- Secure password and authentication requirements
- Limited access to personal data on a need-to-know basis
6. Participant Access and Correction
Participants have the right to:
- Request a copy of their attendance or completion records
- Correct or update inaccurate personal information
- Withdraw consent for future communications at any time
Requests can be submitted to hell@wellnesscollaborative.io We will respond within 30 days.
7. Confidentiality in Program Evaluation and Supervision
All participant evaluation forms and written feedback are stored anonymously unless identifying information is voluntarily provided.
When CE programs involve case material, supervision, or discussion of client scenarios, participants are reminded not to disclose protected client information.
8. Disclosure of Information
We will disclose participant information only if required by law, court order, or regulatory audit (e.g., ASWB ACE or NBCC ACEP compliance review).
In such cases, only the minimum necessary information will be shared.
9. Third-Party Service Providers
We may use secure third-party platforms (e.g., Zoom, LearnDash, MemberPress, Stripe, PayPal) for course delivery and payment. Each third party is independently responsible for its own data protection practices, but we ensure that all selected vendors comply with applicable privacy and security standards.
10. Participant Communication and Consen
By registering for a course, participants consent to the collection and use of information as outlined in this policy. Participants may opt out of marketing or informational communications at any time by clicking “unsubscribe” in email communications or contacting us directly.
11. Policy Review and Updates
This Privacy Policy is reviewed annually as part of our ASWB ACE and NBCC ACEP compliance process and updated as needed to reflect changes in regulation, technology, or organizational practices.
The most current version will always be available on this page.
12. Contact Information
For questions, concerns, or data access requests, please contact:
The Wellness Collaborative
Email: hello@wellnesscollaborative.io
Address: 125 College St. Flr 3. Burlington, VT 05401
Phone: 802-316-8288