Policy on Confidentiality and Security of Participant Information

Purpose and Scope

This policy establishes the standards and procedures governing the confidentiality, protection, and security of participant information for all continuing education (CE) activities offered by the Counsel Connect. The policy is designed to ensure compliance with NBCC Approved Continuing Education Provider (ACEP) requirements and to reflect best practices in ethical data stewardship, privacy protection, and professional integrity.

This policy applies to all participant information collected, stored, accessed, or processed in connection with CE programs, including self-paced home study courses, examinations, evaluations, certificates of completion, and administrative records.

Definition of Participant Information

Participant information includes, but is not limited to:

  • name and contact information,

  • licensure or credential information (when required for CE verification),

  • course enrollment and completion records,

  • examination scores and evaluation responses,

  • payment and transaction records (when applicable),

  • communications related to course participation.

Participant information does not include clinical client data, as CE activities do not involve the provision of counseling services.

Confidentiality Standards

Counsel Connect maintains strict confidentiality of participant information and limits access to such information to individuals with a legitimate administrative or educational need. Participant information is treated as private professional data and is not disclosed to third parties except under the following limited circumstances:

  • when required by law or legal process,

  • when necessary for NBCC audit, verification, or ACEP compliance review,

  • when disclosure is authorized by the participant in writing,

  • when required to issue or verify continuing education credit.

Counsel Connect does not sell, rent, or otherwise distribute participant information for marketing or non-educational purposes.

Data Collection and Use

Participant information is collected solely for the purposes of:

  • course registration and administration,

  • verification of participation and completion,

  • issuance of CE certificates,

  • compliance with NBCC ACEP standards,

  • quality improvement through course evaluations.

Only the minimum necessary information required to achieve these purposes is collected. Information is used exclusively within the scope of CE administration and professional accountability.

Data Security Measures

Counsel Connect employs reasonable and appropriate administrative, technical, and physical safeguards to protect participant information from unauthorized access, disclosure, alteration, or destruction. These measures include:

  • secure, password-protected digital storage systems,

  • restricted access to administrative records,

  • use of reputable learning management systems (LMS) and payment processors with industry-standard security protocols,

  • regular review of access permissions,

  • secure deletion or archiving of records when retention requirements are met.

Physical records, if any, are stored in secure locations accessible only to authorized personnel.

Electronic Records and Online Platforms

For online or self-paced courses, participant data may be stored within secure third-party platforms (e.g., LMS or payment systems). Counsel Connect selects platforms that utilize encryption, secure authentication, and privacy protections consistent with industry standards.

Counsel Connect does not access or retain unnecessary personal or financial data beyond what is required for CE administration.

Retention and Disposal of Records

Participant records are retained for a period consistent with NBCC ACEP requirements and applicable professional standards to allow for verification of CE completion and audit compliance.

After the retention period has expired, records are securely deleted or destroyed in a manner that prevents unauthorized access or reconstruction of personal information.

Participant Rights

Participants have the right to:

  • request confirmation of course completion records,

  • request correction of inaccurate administrative information,

  • receive clarification regarding how their information is used and protected.

Requests related to participant records are handled in a timely and professional manner.

Confidentiality Breach Response

In the unlikely event of a breach or unauthorized disclosure of participant information, Counsel Connect will take prompt corrective action, which may include:

  • securing affected systems or records,

  • assessing the scope and impact of the breach,

  • notifying affected participants when appropriate,

  • implementing measures to prevent future occurrences.

Commitment to Ethical and Professional Standards

Counsel Connect affirms that protection of participant information is an ethical and professional responsibility. This policy reflects a commitment to confidentiality, transparency, and compliance with NBCC ACEP standards, as well as broader professional expectations for responsible data management.