Data Processing Addendum

Roles of the parties

The agency is the controller of the clinician and credential data it enters into Credentialing Check. Credentialing Check acts as a processor, handling that data only to provide the service the agency signed up for: storing credentials and documents, tracking expiration dates, sending reminders the agency configures, and showing shared data to client organizations the agency invites.

Data categories processed

• Clinician identity and contact details: name, email, phone, city, state, profession and license number.
• Credential records: credential type, issue date, expiration date, verification status and review notes.
• Supporting documents: uploaded PDFs or images of licenses, certifications and related documents.
• Agency account data: agency name, contact details, team members and their roles.
• Portal records: invited client and clinician email addresses and access settings.

Purposes of processing

Credentialing Check processes the above data solely to provide and support the service: credential tracking, expiration reminders, document review workflows, clinician and client portals, billing and account administration. We do not use agency data to train AI models or for unrelated purposes.

Sub-processors

We rely on a small number of sub-processors to operate the service:

• Cloud database, hosting and storage provider — stores agency accounts, clinician records and credential documents.
• Email delivery provider — sends sign-in links, expiration reminders and account notifications.
• Payment processor (Stripe) — handles subscription billing.
• AI provider — processes only the credential text an agency user deliberately pastes into the auto-fill feature, to suggest a credential type and expiration date.

Data subject requests

Agencies remain responsible for responding to requests from their clinicians and clients regarding their data. Where a request is directed to us, we will refer it to the agency unless legally prohibited, and we will provide reasonable assistance to the agency in responding.

Data deletion and return

When an agency cancels its subscription or asks us to delete its account, we delete the agency's clinicians, credentials and documents. Before that, on request, we will make the agency's data available for export in a structured format so it can be taken elsewhere.

Security measures

• All traffic to and from the service is encrypted in transit (HTTPS).
• Credential documents are stored privately and opened only through short-lived, expiring links granted to users with permission.
• Role-based access: owners, admins, recruiters and clinicians each have different levels of access, and clinicians cannot download documents.
• Client portal users see only the clinicians and files their agency shares with them.
• Access to production systems by our personnel is limited to what is needed to run and support the service.

Relationship to your obligations

Agencies are responsible for deciding what clinician data to collect, for obtaining any consents needed to upload and share documents, and for using Credentialing Check in a way that complies with the laws and agreements that apply to their business.