Privacy Policy

Information We Collect

Depending on how you use the Platform, we may collect:

• Account and profile information: name, email address, phone number, organisation, and mailing address (address line, city, province, postal code, country).
• Application and renewal information: certification category, current certification number, employment or organisational details, applicant messages, attestation responses, application status history, and internal review notes created by FNOCC staff.
• Uploaded documents: files you attach to an application or renewal, such as certificates, transcripts, identification, CEU records, or other supporting materials. These files may contain sensitive personal information.
• Payment records: payment status, transaction references, amounts, currency, and related metadata. We do not store full payment card numbers on FNOCC servers.
• Communications: messages sent through contact, feedback, or support channels, including optional ratings or feedback type selections.
• Newsletter and marketing sign-up: email address, optional name, consent record, subscription source, and subscription status.
• Technical and usage information: information collected automatically when you use the Platform, such as browser type, device information, IP address, session identifiers, and logs related to security, errors, or service operation.

How We Collect Information

We collect personal information when you:

• register for an account or update your profile;
• submit, update, or resubmit a certification or renewal application;
• upload documents or pay fees through the Platform;
• use contact, feedback, or newsletter forms;
• communicate with us by email or through the Platform; or
• use the Platform in ways that generate technical logs needed for security and operation.

Where required, we rely on your consent or other lawful authority under applicable Canadian privacy law to collect and use personal information.

How We Use Information

We use personal information to:

• create and manage user accounts, including email verification and password reset;
• process, review, and administer certification and renewal applications;
• communicate application status, requests for more information, decisions, and related notices;
• process online payments and maintain payment records;
• respond to enquiries, complaints, feedback, and technical support requests;
• send operational emails related to your account or applications;
• send marketing or newsletter emails where you have subscribed and consented;
• maintain certification records and meet FNOCC governance, audit, and standards requirements;
• protect the security and integrity of the Platform; and
• improve website content, usability, and services.

Marketing and Newsletter Communications

If you subscribe through the footer newsletter form, you agree to receive email updates from FNOCC. We record your consent, email address, optional name, and subscription status in the Platform. When FNOCC’s email marketing service is connected, subscriber information may also be synced to that service so FNOCC can send campaigns and manage unsubscribes.

You may unsubscribe from marketing emails at any time using the unsubscribe method provided in those emails, by contacting us, or through any unsubscribe process we make available on the Platform. Unsubscribing from marketing emails does not affect operational messages about your account or applications.

Payment Information

Online card payments are processed by Stripe, a third-party payment processor. When you pay through the Platform, Stripe collects and processes payment card and billing information according to Stripe’s own privacy policy and security standards. FNOCC receives payment confirmation, transaction identifiers, and related records needed to reconcile fees with applications or services.

FNOCC may also record payments received outside the online checkout flow (for example, where staff mark an application as paid after cheque, e-transfer, or another approved method). Those records may include amount, date, method, and internal notes.

Cookies and Similar Technologies

The Platform uses session and authentication mechanisms to keep you signed in and to protect your account. This may include browser storage (such as local storage) for session tokens and standard server logs. We do not describe the Platform as using third-party advertising cookies at this time. You can control cookies through your browser settings, but disabling certain technologies may limit portal functionality.

Service Providers and Third Parties

We use trusted service providers to operate the Platform. These providers may process personal information on our behalf and only as needed to deliver their services. Current or planned categories include:

• Hosting and infrastructure (for example, cloud hosting and database services) to run the website and portal;
• Stripe for online payment processing;
• Brevo (or a comparable provider) for transactional email such as verification, password reset, and application notifications;
• Mailchimp (or a comparable provider) for newsletter subscriber management and email marketing, when enabled; and
• Email and domain providers used by FNOCC for organisational email addresses such as admin@fnocc.ca.

We do not sell personal information. We may disclose information where required by law, to protect rights and safety, or in connection with a legitimate organisational review, audit, or legal process. Certification-related information may be shared with authorised partners or authorities where FNOCC standards, agreements, or law require it.

Cross-Border Processing

Some service providers may store or process personal information in Canada, the United States, or other countries. When information is processed outside Canada, it may be subject to the laws of that jurisdiction, including lawful access by courts, government agencies, or law enforcement. We take reasonable steps to use providers that offer appropriate contractual and security safeguards.

Retention

We retain personal information only as long as needed for the purposes described in this policy, unless a longer retention period is required or permitted by law, FNOCC standards, or legitimate organisational needs. Certification and application records may be retained for extended periods to support credential history, renewals, appeals, audits, and regulatory accountability. When information is no longer required, we take reasonable steps to delete, anonymise, or securely archive it.

Access, Correction, and Deletion

You may update much of your profile information through your dashboard. You may contact us to request access to, or correction of, personal information we hold about you.

Deletion requests will be handled subject to applicable law and FNOCC’s need to retain certification, payment, and application records. We may be unable to delete certain records while an application is active, while a certification remains valid, or where retention is required for governance, dispute resolution, or legal compliance.

Security

We use reasonable administrative, technical, and organisational measures designed to protect personal information, including access controls for staff accounts, encrypted connections (HTTPS), and secure handling of uploads and payments. No website or online service can be guaranteed completely secure. You are responsible for using a strong password and keeping your login credentials confidential.

Privacy Breaches

If we become aware of a breach of security safeguards involving personal information under our control, we will take reasonable steps to assess the incident, contain harm, and notify affected individuals and regulators where required by applicable Canadian privacy law.

Children and Eligibility

The Platform is intended for operators, applicants, and organisational users involved in FNOCC certification processes. It is not directed at children. If you believe we have collected personal information from a minor without appropriate authority, contact us so we can review the matter.

Complaints and Questions

Questions or concerns about this Privacy Policy or our handling of personal information may be sent to admin@fnocc.ca or through the Contact page. For privacy complaints we cannot resolve directly, you may have the right to contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.

Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date below will change when we do. Material changes will be posted on this page. Continued use of the Platform after an update means you accept the revised policy, subject to applicable law.