Privacy Policy

Effective October 21, 2026

MyCertRenewal is published by ConsultraCloud ("we", "us"). This policy explains what information we collect when you use the MyCertRenewal app at app.mycertrenewal.com and the website at mycertrenewal.com, how we use it, and the choices you have.

The short version: we collect what you need to track your certifications, we use it to run the service, we never sell it, and we don't use it for advertising.

1. Information you give us

• Account details: your name, email address and password. Passwords are stored by our authentication provider in hashed form; we never see them.

• Profile details you choose to add: job title, company, phone number, location, a profile photo and your Credly profile link.

• Certification records: the certifications and other credentials you hold or plan to earn, with dates, certification numbers, renewal cycles and verification links.

• Activities and claims: training, conferences, reading and other activities you log, and the continuing education credit you track against each certification.

• Files you upload: certificates, transcripts, agendas, receipts and other evidence. These can contain personal details, such as your name or member number, so upload only what you need.

• Team information: if you set up or join an organization, its name, members, roles and role requirements.

• Contact forms: your name, email address and any message you send.

• Support messages you send us.

2. Information collected automatically

• Sign-in and security records: when you sign in, our providers record details such as the time, IP address and browser, to keep accounts secure and to investigate problems.

• Service logs: our hosting providers keep short-term technical logs of requests to the app (for example, errors and IP addresses).

• Who added a record: for each activity, credential and file added from October 13, 2026, we record which account added it. You, and anyone who can already see that record, see “Added by” with that person’s name and organization.

• Storage in your browser: the app stores your sign-in session and a few preferences (such as light or dark mode and how you weight the Explorer value score) in your browser's local storage. The app does not use advertising or analytics cookies.

• The website: mycertrenewal.com uses Google Fonts (your browser loads the site's fonts from Google, which receives your IP address), Cloudflare (security and delivery; it may set a strictly necessary security cookie), Elementor forms (what you submit on a form is stored in our WordPress site and emailed to our team) and Rank Math (search engine settings only). The website does not use advertising cookies. It uses Google Analytics (provided by Google) to understand how visitors use the site, such as which pages are viewed and how people found us. Google Analytics sets cookies (such as _ga) and receives your IP address and basic browser and device information. We do not send your name, email address or certification records to Google Analytics. You can block these cookies in your browser settings or with Google’s opt-out browser add-on. You can control cookies through your browser settings.

3. Information from others

• Credly: if you enter your Credly profile, we import the public badge information on it (badge names, images and dates).

• Your organization: if someone invites you to their team or asks you to share your records, they give us your email address and, optionally, your name. If you share your records and allow changes, the organization’s owners and admins may add or update records in your account.

• Stripe: when you subscribe, our payment processor tells us the plan, status and renewal date of your subscription. We never receive your full card number.

4. How we use information

• To provide MyCertRenewal: track your certifications, renewal deadlines and credit, apply each certifying body's published rules to your activities, and build the packages and reports you ask for.

• To run your account and subscription, including billing, taxes and receipts.

• To keep the service secure, including two-factor sign-in, and to prevent misuse.

• To send you messages about your account, such as invitations, password resets and billing notices. If we add optional emails, such as renewal reminders, you will be able to turn them on and off in your notification settings.

• To fix problems and improve the service.

• To meet legal obligations, such as tax and accounting records.

What we don't do: we don't sell or rent your personal information, we don't share it for advertising, and we don't use your records, files or activities to train machine-learning models.

Reading documents: when you add a certification certificate to your credentials, the app reads it in your browser to suggest its details. It is never sent to an AI provider. On Pro and higher plans, AI reading is on unless your workspace owner turns it off in Profile, Organization. It sends documents you upload with “Start from a certificate or confirmation” on the Log activity page and emails you forward to your intake address, including their attachments, to Anthropic to read, as described in section 6. When AI reading is off, forwarded emails are read by our own servers using fixed rules. Either way, nothing is added to your records until you review and save it.

5. Teams and organizations

When you join an organization’s account in MyCertRenewal, that organization owns that account. Its owner and admins can see the people, credentials, activities and evidence in it. Depending on the organization's settings, other members may also see each other's records. If you leave an organization, the records you created there stay with the organization, unless you first move them to your own account (see below). For records in an organization's account, that organization decides how they are used and we process them on its behalf. If you have questions about data an organization holds about you, contact that organization first; we will help where we can.

Sharing your own records with an organization

The paragraph above applies when you join an organization’s account. You can also keep your own account and choose to share your records with an organization, such as your employer.

An organization’s owner or admin can ask you to share. Nothing is shared until you accept. If you accept, the organization’s owners and admins can see your profile details (name, email, job title, company, photo and Credly profile link), certifications, renewal cycles and progress, activities, claims, deadlines and certifying-body portal checks. They can open your evidence files only if you allow it. Unless you turn it off, they can also add and update your records, for example to log training the organization provided; anything they add or change shows in your own records. Activities, credentials and files they add from October 13, 2026 are marked “Added by” with that person’s name and organization. They cannot change your profile. Other members of the organization cannot see your records.

Certifications you mark “Keep private from employers” are not shared, with their cycles and claims. Your email intake address and Inbox, notification settings and AI reading setting are never shared.

You can change these choices or stop sharing at any time in Profile, Sharing, and the organization can also stop. When sharing stops, the organization loses access to your records right away and you keep all of them. Records you share stay yours: you decide what the organization sees, and it sees your records only because you chose to share them.

When sharing stops, the organization also keeps a dated summary of your certification status on that day, for 3 years. It shows your name, job title and the date sharing ended; each certification you shared, with its certifying body, status, earned date and expiry date; and your progress in each open renewal cycle (credits recorded, credits required and the cycle end date). It does not include your activities, claims, files, contact details, or certifications you keep private or plan to earn. Only the organization’s owners and admins can see it, and you can see the same summary in Profile, Sharing, under Past sharing. No summary is made if a request is withdrawn or declined, or if the organization leaves the Team or Compliance plan. If you close your account, the summary is deleted too.

Moving your records to your own account: if you are a member or admin of an organization on the Team or Compliance plan, you can move your records out of its account into your own account. Your certifications, renewal cycles, activities, claims and files move with you, and you then share them with the organization as described above. Its owners and admins can still add and update your records unless you turn it off, and your evidence files are shared only if you allow it. You stop being a member of the organization’s account, and you still use one of its seats. The organization does not need to approve the move; its owners and admins are told by email. Nothing moves unless you choose to.

6. Who we share information with

We share information with service providers who help us run MyCertRenewal, under contracts that limit their use of it to providing their service to us:

Organizations you choose: we share your records with an organization only when you choose to, as described in section 5. You decide what it sees and can stop at any time. After sharing stops, the organization keeps only the dated summary described in section 5.

We may also disclose information if the law requires it, to protect the rights and safety of our users or others, or as part of a merger or sale of the business, in which case this policy will continue to apply to your information.

7. How long we keep information

We keep your information while your account is open. If you close your account, we delete your records and files within 30 days, except where we must keep them longer, such as billing and tax records (typically seven years). Deleted data can remain in backups for a limited period before it is overwritten.

We keep a record of sharing requests and of when sharing started and stopped, so both you and the organization can see the history.

The dated summary an organization keeps when sharing stops is deleted automatically 3 years after the date sharing ended, or sooner if you close your account.

8. Security

We use encryption in transit, private storage for uploaded files, access rules in the database that keep each organization's data separate, and optional two-factor sign-in. No system is perfectly secure, so please use a strong password and turn on two-factor sign-in.

9. Your choices and rights

• You can see and change most of your information in the app, under Profile.

• You can see, change or stop sharing your records with an organization at any time in Profile, Sharing.

• You can download your evidence files and reports from the app.

• You can ask us for a copy of your information, ask us to correct it, or ask us to delete your account by emailing [email protected]. We will verify the request comes from you.

• You can unsubscribe from non-essential emails using the link in each one. We still send messages you need, such as security and billing notices.

United States: depending on where you live, including California and other states with privacy laws, you may have additional rights, such as the right to know what we collect, to correct or delete it, and to opt out of the sale of personal information. We don't sell personal information.

Canada: you have the right to access and correct your personal information and to withdraw consent, subject to legal limits. If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).

We answer requests within 30 days, and we won't treat you differently for exercising your rights.

10. Where MyCertRenewal is offered

MyCertRenewal is offered to people and organizations in the United States and Canada. It is run from the United States, and our providers store data in the United States. If you are in Canada, your information is processed in the United States and may be accessible to US authorities under US law.

11. Children

MyCertRenewal is for working professionals and is not intended for anyone under 16. We don't knowingly collect information from children.

12. Certifying bodies

MyCertRenewal is independent and is not affiliated with or endorsed by ISC2, CompTIA, ISACA, EC-Council, Cisco or any other certifying body. We don't send your information to them. When you file credit with a certifying body, you do that yourself on its website, under its own privacy policy.

13. Changes to this policy

If we make material changes, we will update the effective date and tell you in the app or by email before the changes take effect.

14. Contact us

ConsultraCloud · 3825 Leonardtown Road, Suite 5, Waldorf, MD 20601 · [email protected]