Privacy Policy

Who we are

CertTrack is a workforce compliance software company founded in 2026 by Jimoh Rasheed Adewale. For any privacy question or request, email jimoh@certtrack.space.

Two kinds of data

Website and account data: information you give us about yourself when you use our forms or create a workspace. We decide how this is used.

Workspace data: information our customers upload about their employees and contractors, such as qualification records and certificate documents. We process it on behalf of the customer, under the customer’s instructions and our agreement with them. If you are an employee whose records are held in CertTrack, your employer controls that data, and you should contact them first. We will help them respond.

Data we collect

• Contact and trial details: name, business email, company, company size, use case and message.
• Account details: names, email addresses and roles of workspace users, and sign-in records.
• Workspace data: employee names, job roles, teams and sites; qualification, licence and training records with issue and expiry dates; certificate numbers and issuing bodies; uploaded certificate files, which may include photos or other details printed on the certificate; project requirements and assignments; reminders sent and approval history.
• Technical data: browser type, pages visited and approximate location derived from IP address, used to keep the service secure and working. If we add analytics, we will name the provider here.

How we use it

• To set up and run trial and paid workspaces, including billing.
• To extract details from uploaded certificates, calculate expiry status and project coverage, and send the renewal reminders a customer has configured.
• To answer questions asked through the compliance assistant, using only the asking customer’s workspace data.
• To reply to enquiries and send service messages.
• To keep the platform secure, prevent misuse and fix problems.

Automated processing

Certificate details are extracted automatically, and each field carries a confidence score. Low-confidence fields are sent to a person for review before a record is marked valid. Coverage results and assistant answers are aids to the customer’s own decisions. CertTrack does not decide whether a person is competent or may be employed. We do not use customer workspace data to train AI models.

Who we share data with

• Infrastructure and service providers who host, process or deliver data for us, including cloud hosting (Amazon Web Services), email delivery and form handling. They act under contracts that limit their use of the data.
• People in the customer’s own organisation who have access to the workspace, according to the roles the customer sets.
• Authorities, where the law requires it.

We do not sell personal data.

International transfers

Our service providers may process data in countries other than your own. Where the law requires it, we use appropriate safeguards for those transfers.

Retention

Workspace data is kept for as long as the customer’s subscription is active, or as the customer configures. When a workspace is closed, the customer can export its data, and we then delete it within a reasonable period, unless we must keep certain records, such as billing records, for legal reasons. Website enquiries and trial requests that do not become customers are kept for up to 24 months.

Security

Data is encrypted in transit and at rest, workspaces are separated from one another, and access is limited to people and systems that need it. No system is perfectly secure. Please tell us immediately if you suspect misuse of an account.

Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal data, and to object to or restrict certain processing. Email jimoh@certtrack.space. For workspace data, we will pass your request to the employer that controls it and assist them.

Children

CertTrack is a business service and is not intended for anyone under 16.

Changes

We will update this page when our practices change and revise the date above.