Legal

Privacy Policy

This policy explains what personal information Code Blue Training holds about you, where it came from, who else sees it, how long we keep it, and what you can and cannot do about it today. It is written to describe what our systems actually do.

It should be read with our Terms of Service. The two documents share one version identifier, and your acceptance is recorded against both together — we do not record separate consent for each.

1. Who This Is About

Several different people use this platform, and what we hold varies a great deal between them:

• Students — you booked a class, or someone booked you onto one.
• Instructors and organization staff — you teach classes or administer a training organization.
• Corporate contacts — your company was invoiced for seats, and a training organization gave us your name and email so we could raise that invoice. You may never have visited this site.

Training organizations decide who to train and what records to keep about it. We run the platform those records live in, take the payments, and hold the data described below.

2. The Short Version

• We collect the details needed to sell you a seat, run the class, and record what you achieved.
• We never see or store your card details. Payment happens on our payment provider’s own page.
• We do not run advertising, analytics or tracking scripts, and we do not sell or rent your information to anybody.
• We do know when you open one of our emails or click a link in it.
• Training and certification records are kept indefinitely, because proof of certification has to outlive the class, the instructor, and often the organization that issued it.
• There is currently no way to delete your account, export your record, or unsubscribe from our emails. Sections 11 and 12 explain exactly what this means and what to do instead.

3. What You Give Us Directly

Creating an account. Your first name, last name, email address, an optional phone number, and a password. If you are setting up a training organization we also ask for the organization’s name, the type of training center it is, and its business address.

We never ask anyone for a date of birth, a social security number, or a government identity document number such as a passport or driver’s licence, and there is nowhere on the platform to enter them. We do not ask a student for a postal address either — but staff can add one to your class record afterwards so it can be printed on an official roster, and instructors give us a mailing address and a billing address on their profile.

We do not ask for health or medical information about you. The one place anything of that kind can be recorded is an instructor’s own calendar: when they block out dates they choose a reason from a preset list, and that list includes “Medical leave”. The reason is stored with the dates and appears in that instructor’s calendar feed.

Booking a seat. Your first name, last name, email address and an optional phone number — and nothing else. We deliberately do not ask a student for a postal address at checkout.

You do not need an account to book. If you book without one, we keep those details against the booking, and when the booking completes we create an account for you from them and email you a link to set a password. If that email address already belongs to an account, we attach the booking to it instead.

Joining a waitlist. An email address, and nothing else. No account is involved.

Accepting an invitation. If a training organization invites you to join it, you give us your name, a password, and a phone number — required if you are joining as an instructor, optional otherwise.

Proof of a prerequisite. If a class requires an existing certification, you can upload a document showing it, together with a note. We store the file, its original filename, and what you wrote.

Instructor profiles. Instructors provide considerably more: a photo, a biography, the name to print on certificates, an instructor identification number, a mailing address and a separate billing address, the areas they will travel to, their weekly availability, the dates they are unavailable and the reason chosen for each, and their professional credentials — certificate numbers, issuing bodies, the state of issue, issue and expiry dates, and a scan of each credential. A credential number issued by a state board is a government-issued number in that narrow sense.

4. What Other People Give Us About You

Invitations. An organization administrator can enter your email address to invite you before you have any account or any dealings with us.

Corporate invoices. When a training organization invoices a company for seats, its staff type in a billing contact’s name and email address. That person may have no account here. The invoice also names the students it covers: each line reads as the class, the date, and the student’s full name.

Your training record. After a class, staff record whether you attended, your written exam score, your overall result, the outcome of each individual skill assessment together with the assessor’s notes, any re-test dates and instructions, and their own notes about the class. They can attach files to your record — a signed waiver, provider paperwork — and mark whether you are allowed to see each one. They can also add a postal address to your record so it can be printed on an official course roster.

Credential decisions. Where an organization verifies an instructor’s credentials, it records the decision, a reason shown to the instructor if rejected, and a comment visible only to organization administrators unless they choose to share it.

5. What We Record Automatically

Sign-in history. Every sign-in, failed sign-in attempt, sign-out and organization switch is recorded with the date and time, your IP address, your browser’s user-agent string and a short description of the device. On a failed attempt we keep whatever was typed into the sign-in box exactly as typed — which means we hold records containing email addresses, phone numbers or usernames belonging to people who have never had an account here, including addresses entered by mistake.

Active devices. While you are signed in we keep a row for each signed in device holding your IP address, user agent, a device description and when it was last active, so that you can see and sign out your own sessions.

Email delivery and engagement. We keep a copy of every message we send you. The recipients, subject and delivery outcome are stored plainly; the message body is encrypted. Our email provider reports back when a message is opened and when a link in it is clicked, and we record the first open, the first click, and how many times links were clicked. There is no way to turn this off.

Error records. When something goes wrong, our software writes a warning or error record that our own administrators can read. We write these to reference accounts by internal number rather than by name or email address, but a technical error message included in such a record can sometimes contain an address.

How you arrived. We record whether a booking came from a web link or a QR code.

6. What We Do Not Do

• We do not use advertising networks, marketing trackers, or any third-party analytics service. There are no tracking pixels or tag managers on this site, which is why you are not asked to dismiss a cookie banner.
• We do not sell, rent or trade your personal information.
• We do not build profiles about you for marketing, and we send no marketing email — everything we send relates to a class, an account, a payment or a security event.
• We do not use a third-party error-monitoring service; our error records stay in our own database.
• We do not serve this site’s own fonts, scripts or images from an external content network — they come from us, so loading a page does not hand your address to one. The single exception is the Google mapping script described in Section 8, which loads only on pages that have an address field.
• We do not report your certification status to any certifying body from this platform.

We do count how many accounts sign in over a period, to see whether the platform is being used. That counting is done from our own sign-in records and involves nobody outside Code Blue Training.

7. Card Details

We never receive your card number, security code, expiry date or bank details. Paying takes you to a page hosted by our payment provider, and what comes back to us is an invoice reference, an amount and the fact that it was paid.

8. Who Else Sees Your Information

Our payment and accounting provider (Zoho). Involved only where money is involved — a paid seat, a store order, or a corporate invoice. A free class involves no payment provider at all.

• For a paid seat we send your email address first, to look for an existing billing contact. That happens whether or not one is found, and whether or not you go on to pay. If no contact exists we create one holding your name, email address and phone number.
• For a corporate invoice we send the billing contact’s name and email address, the invoice lines — which name the students the seats are for — and any note the organization’s staff added. We instruct the provider to email the invoice, so the message and its attachment come from their systems.
• For a store order we send the buyer’s email address and name.
• Information also comes back: once an hour we pull contact changes made in the accounting system and apply corrected names and phone numbers to the matching records here. Email address changes made there are never applied automatically.
• Nothing in our software deletes anything from the payment provider. If an email address on a booking is corrected, we create or link a contact for the new address and leave the previous one in place with its billing history.

Our email provider (ZeptoMail, a Zoho service). Every message we send passes through them in full — recipients, subject and body. Because our messages carry real content, that includes sign-in codes, one-time sign-in links, password-setup links, your name, the class you booked, its date and address, amounts paid, and, where a re-test is needed, the specific skills you did not pass and the instructor’s remediation notes. They also report opens, clicks and delivery failures back to us. We cannot send file attachments by email at all, so documents such as course rosters are never emailed.

Google. Two separate things, both limited to addresses:

• When an organization’s business address is entered or edited, we send that address to Google to check it is real. This applies to organization addresses only.
• Pages that contain an address field replace it with Google’s own type-ahead widget, loaded directly into your browser. Google therefore sees your IP address, your browser, which page you are on, and the address text as you type it. Unlike the check above, this is not limited to organization addresses — it also covers an instructor’s personal mailing and billing addresses and the city and ZIP picker on their profile. One of these pages — the second step of signing up — can be reached before you have an account.

Have I Been Pwned. When you choose or change a password we check it has not appeared in a known data breach. Only the first five characters of a one-way fingerprint of the password are sent, which is not enough to identify the password, and the request goes from our server rather than your browser, so your IP address is not exposed. Your password itself never leaves our systems.

Domain checks. When you type an email address we look up whether its domain can receive mail. Only the part after the @ is looked up; the part before it is never sent anywhere.

Infrastructure. The platform runs on rented cloud infrastructure: a hosted database holding the records described here, a hosted cache, and object storage holding uploaded files. Those providers hold the data on our behalf and do not use it for their own purposes.

Text messages. Our software can send a sign-in code by text through a messaging provider. This is switched off by default and requires both a master switch and provider credentials before anything can be sent.

Approximate location from an IP address. Our software can ask an external service to turn a sign-in IP address into a country and city. This only happens if that service has been configured; private and local addresses are never sent.

We may also disclose information where the law requires it, or to establish or defend a legal claim. Several of these providers operate internationally, so your information may be processed outside the country you are in.

9. Who Inside The Platform Can See It

Training organization staff. An organization’s administrators can see and edit the records of the students in their organization — including your name, email address, phone number, any postal address on the record, and every part of your training result. Instructors can do the same for the classes they teach. Administrators can also download an official course roster listing every student on a class with their name, email address, postal address and telephone number in one document.

Sessions and access. An organization’s administrators can see the devices and IP addresses of their members’ current sign-ins — including sessions started while working in a different organization, because sign-in tracking belongs to the account rather than the organization — and can sign a member out or unlock their account.

Our own administrators. Staff of Code Blue Training with administrator access can see records across every organization on the platform: accounts, bookings, sign-in history including IP addresses, invoices, store orders, uploaded credentials, the outbox of sent messages with recipients and subjects, and our error records. We restrict this to people who need it to operate and support the platform.

Publicly. An instructor’s name, biography and photograph appear on the public page of any class they are assigned to, and their name appears in the public class listing. There is no setting to hide this.

10. Links That Act As Keys

Some pages are reached by a long unguessable web address rather than by signing in. Your booking confirmation, the payment page, the page for uploading proof of a prerequisite, and any document or certification card shared with you all work this way, and the address is emailed to you so you can use it without an account.

This is worth knowing about: anyone who has that address can open those pages. The address cannot currently be changed or revoked, so treat the email containing it as you would a receipt with your details on it, and take care when forwarding it.

11. How Long We Keep It

Some things are deleted automatically every day:

• Sign-in history, after a set period which is never shorter than 90 days.
• Sign-in links, one-time codes and email verification links, once used or expired.
• Device records, once the session behind them has ended.
• Sent messages, 30 days after sending; messages we gave up on, after 90 days.
• Error records, after about 90 days.

Everything else is kept indefinitely. Nothing automatically deletes a booking, a waitlist entry, a training or assessment record, an uploaded document, a certification card, a store order, an invoice, or the copy of your contact details held by our accounting provider. In particular:

• A booking keeps the name, email address and phone number captured at the time as a permanent snapshot, separate from your account, so that cancelling, refunding or even deleting the account does not remove them.
• A booking that was started and never paid for keeps those details too. Nothing clears abandoned checkouts.
• A waitlist entry keeps the email address permanently; expiring only changes its status.
• An invitation is kept as a permanent record even if it was never accepted, and even if the person never registered.
• Your record of accepting these documents is kept permanently as evidence of what you agreed to and when.

We keep training and certification records indefinitely on purpose. Proof that somebody was certified has to remain available to the person and to whoever needs to rely on it, long after the class, and often after the organization that ran it has closed. Closing an organization does not delete anything.

12. What You Can Do Today

We would rather set this out honestly than describe rights the platform cannot currently deliver.

You can change your password, turn two-factor authentication on or off, regenerate your backup codes, see every device currently signed in to your account and sign any of them out, and revoke a device you had marked as trusted. Instructors can edit their own profile, and can add, change and delete their own certification records.

You cannot, on your own, do the following. Each is a genuine limitation of the product today, not a policy position:

• Delete your account or your data. There is no self-service deletion, and no erasure process. Some records cannot be removed even by our own administrators.
• Download or export your record. You can view your bookings and certificates on screen, and download individual files shared with you, but there is no way to obtain your data as a whole.
• Correct your own details, unless you are an instructor. Students and other members cannot change their own name or phone number; only organization staff or we can, on your behalf. Nobody can change their own email address — only we can.
• Unsubscribe. There is no unsubscribe link and no notification settings. Everything we send is about a class, an account or a payment. Mail to an address stops only when it hard-bounces.
• See your own sign-in history. You can see your current sessions, but not the historical log.
• Change a training or assessment result. Those belong to the organization that ran the class; ask them.
• Leave a waitlist. Ask us and we will remove the entry.

Where you want something we have not built, write to us at support@codeblue.training and we will deal with it by hand. Please tell us what you are asking for and which email address it concerns. If you are somewhere that gives you legal rights over your personal information — such as a right of access, correction, erasure, or to object to how it is used — those rights still apply, and this is the address to use to exercise them. Some of them we can only satisfy manually, and where a record cannot be removed we will tell you so and explain why.

13. Cookies

We use cookies only to make the site work. A session cookie keeps you signed in; if you choose to be remembered it lasts longer, otherwise it ends with your browser. A second cookie protects forms against being submitted from another site, and if you mark a browser as trusted for two-factor authentication a third remembers that for 30 days. None of these are used for advertising or analytics, and we set no third-party cookies. Google’s mapping script on address pages is loaded by your browser directly and is subject to Google’s own practices.

14. How We Protect It

Only measures that are actually in place:

• Passwords are stored as salted one-way hashes and are never recoverable. New passwords must pass length, similarity, common-password and breach-list checks.
• Two-factor authentication with an authenticator app is available to every account, and organizations can require it of chosen roles.
• Repeated failed sign-ins lock an account for increasing periods and then until it is reset, and we email the account holder when that happens. Sign-in attempts are also limited by network address.
• Two-factor secrets and the bodies of queued emails are encrypted in the database. One-time codes, backup codes and sign-in link tokens are stored only as one-way hashes.
• Sessions are held on our servers, time out after a period of inactivity and again after a fixed maximum, and can be ended remotely.
• Uploaded credentials, prerequisite proofs, record documents and certification cards are kept in private storage and released only through short-lived links, after we check the requester is entitled to the file. Uploads are checked by type, size and content signature.
• Session and form-protection cookies are marked so they are only sent over an encrypted connection.
• Pages cannot be embedded in another site, and organization addresses cannot be probed to discover which organizations exist.

Being straightforward about the limits: apart from the two cases above, the information here is stored in ordinary database columns rather than encrypted field by field. We hold no independent security certification and have commissioned no external penetration test. No system is completely secure, and we cannot guarantee that yours will never be exposed.

15. Children

This platform is for adults taking or delivering professional training. We do not ask anyone’s age and do not knowingly collect information about children. If you believe we hold a child’s information, write to support@codeblue.training and we will remove what we can by hand.

16. Changes To This Policy

If we change this policy we will publish the new version and change the version identifier it shares with our Terms of Service. Where the change is significant we will ask you to read and accept it the next time you sign in.

17. Contact

Questions, requests and complaints about your personal information go to support@codeblue.training.

If a training organization holds your training records, some questions are better directed to them — they decide who they train and what they record. Write to us either way and we will tell you which of us can help.

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