Privacy Policy

Last Updated: March 20, 2026

RenewCEU ("we," "our," or "us") operates the RenewCEU platform, providing continuing education unit (CEU) courses for healthcare professionals. This Privacy Policy explains how we collect, use, disclose, and protect your personal information.

1. INFORMATION WE COLLECT

We collect the following information:

Account Information:

• Full name
• Email address
• Profession/specialty
• Account credentials (password - encrypted)

For Healthcare Providers:

• Provider license number
• License expiration date
• Banking information (Bank Transfer/ACH routing and account numbers, or PayPal email address, collected for payout processing)

Provider Tax Information (W-9):

• Legal name and business name (if applicable)
• Tax classification (individual, LLC, corporation, partnership)
• Social Security Number (SSN) or Employer Identification Number (EIN)
• Business address (street, city, state, ZIP code)
• Date of W-9 submission
• Purpose: Required by IRS for tax reporting (Form 1099-NEC) when provider earnings exceed $600 per year
• Storage: Encrypted and stored securely in our database
• Access: Limited to authorized administrators for tax compliance purposes only
• Retention: Maintained for 7 years minimum per IRS requirements, even after account closure

Course & Learning Data:

• Course enrollments and purchases
• Video watch progress
• Quiz attempts and scores
• Certificate generation records
• Course completion status
• Bookmarks and preferences

Payment Information:

• Payment transactions are processed through Google Play Billing (Android)
• We do not store credit card information
• Transaction records include purchase amount, date, course information, and payment source
• Provider payout records including dates and amounts paid

Usage & Analytics:

• Platform usage statistics via Google Analytics
• Device information and browser type
• IP address and general location data
• Platform interaction and feature usage

2. HOW WE USE YOUR INFORMATION

We use collected information to:

• Provide access to purchased courses and track completion for CEU compliance
• Process payments and maintain transaction records
• Verify provider credentials and facilitate course creation
• Process provider payouts via Bank Transfer (ACH) or PayPal
• Comply with IRS tax reporting requirements (1099-NEC forms for providers earning $600+)
• Calculate and report provider earnings for tax purposes
• Send transactional emails (purchase confirmations, course approvals, account updates, tax documents)
• Send promotional emails about new courses and platform updates (you may opt out anytime)
• Improve platform performance and user experience through analytics
• Comply with legal and regulatory requirements for CEU documentation
• Prevent fraud and ensure platform security
• Provide customer support

3. INFORMATION SHARING

We share information only in these limited circumstances:

With Course Providers:

• Providers see names and progress of students enrolled in their courses
• Providers do NOT see student payment information or personal contact details beyond enrollment data

With Service Providers:

• Google Play (payment processing)
• Firebase/Google Cloud (hosting and database)
• Email service providers (transactional and marketing emails)

With Government Agencies:

• IRS (Internal Revenue Service): We report provider earnings via Form 1099-NEC for providers who earn $600 or more per calendar year, as required by federal law
• Information reported includes: Provider name, address, SSN/EIN, and total annual earnings
• Reporting occurs annually by January 31st for the previous tax year

For Legal Compliance:

• When required by law, court order, or government request
• To protect our rights, safety, or property
• To investigate fraud or security issues
• To comply with tax reporting obligations

Aggregated Data:

• We may share anonymous, aggregated statistics for platform improvement and marketing
• This data cannot identify individual users

We DO NOT:

• Sell your personal information to third parties
• Share your data for third-party marketing without explicit consent
• Provide your contact information to course providers beyond enrollment records
• Share provider tax information (W-9 data) with anyone except the IRS and authorized tax administrators

4. DATA RETENTION

CEU Completion Records:

• Maintained permanently for licensing compliance and audit purposes
• Required by healthcare licensing regulations

Tax Records (Provider W-9 and Earnings):

• Retained for minimum 7 years per IRS requirements
• Maintained even after provider account closure
• May be retained longer if required by law or ongoing audits
• Includes: W-9 forms, earnings calculations, payout records, 1099-NEC forms

Account Data:

• Active accounts: Retained as long as account is active
• Inactive accounts: Typically deleted after 5 years of inactivity (may vary based on legal requirements)
• Users will be notified via email before account deletion
• You may request account deletion at any time
• Note: CEU records and tax records retained separately for compliance even if account deleted

Transaction Records:

• Retained for 7 years minimum for tax and financial reporting purposes
• May be retained longer if required by law

5. YOUR RIGHTS

You have the right to:

• Access your personal data (request a copy)
• Correct inaccurate information
• Request account deletion (CEU records and tax records retained for compliance)
• Opt out of marketing emails (transactional emails and tax documents will continue)
• Withdraw consent for data processing where applicable
• Request a copy of your tax records (W-9, 1099 forms, earnings statements)

Important Note for Providers: Tax information (W-9 data) cannot be deleted due to IRS record-keeping requirements, even if you close your account. This information is retained for 7+ years as required by federal law.

To exercise these rights, contact us at: support@renewceu.com
We will respond within 30 days.

6. DATA SECURITY

We implement industry-standard security measures:

• Encrypted data transmission (SSL/TLS)
• Secure database storage with Firebase
• Password encryption
• Enhanced encryption for sensitive tax data (SSN/EIN)
• Regular security audits
• Limited employee access to personal data
• Strict access controls for tax information (administrator-only access)
• Secure provider payout processing via Bank Transfer (ACH) or PayPal

In the event of a data breach affecting your personal information, we will notify you via email within 72 hours.

Special Protection for Tax Data: Provider tax information (W-9 data including SSN/EIN) is stored with additional security measures and is accessible only to authorized tax administrators for IRS compliance purposes.

7. INTERNATIONAL USERS & GDPR COMPLIANCE

RenewCEU is primarily designed for US healthcare professionals. However, if you access our platform from the European Union or other jurisdictions with data protection laws, you have additional rights under GDPR and similar regulations.

For EU users, we are committed to:

• Lawful data processing with clear consent
• Data minimization (collecting only necessary information)
• Transparency in data use
• Your right to data portability
• Your right to be forgotten (subject to legal retention requirements for CEU records and tax data)

Note: Tax data retention requirements may conflict with "right to be forgotten" requests, as US law requires us to maintain tax records for 7+ years regardless of user location.

8. CHILDREN'S PRIVACY

Our platform is intended for users 18 years of age and older. We do not knowingly collect information from individuals under 18. If we discover such data, we will delete it immediately.

9. COOKIES & TRACKING

We use:

• Essential cookies (required for platform functionality)
• Analytics cookies (Google Analytics for usage insights)
• Preference cookies (to remember your settings)

You can control cookies through your browser settings, though disabling essential cookies may limit platform functionality.

10. CHANGES TO THIS POLICY

We may update this Privacy Policy periodically. Changes will be posted with a new "Last Updated" date. Significant changes will be communicated via email 30 days before taking effect. Continued use of the platform after changes constitutes acceptance.

11. CONTACT US

For privacy questions, data requests, or concerns:
Email: support@renewceu.com

For tax-related inquiries or W-9 issues:
Email: support@renewceu.com (Subject: Tax Information)

12. STATE-SPECIFIC RIGHTS

California Residents (CCPA):
You have the right to know what personal information we collect, how it's used, and to request deletion (subject to legal retention requirements for CEU and tax records). We do not sell personal information.

Other States:
Additional privacy rights may apply based on your location. Contact us for details.

13. TAX INFORMATION SUMMARY

For Providers:

• We collect W-9 information (SSN/EIN) as required by IRS regulations
• This information is used solely for tax compliance (issuing 1099-NEC forms)
• Tax data is encrypted, secured, and accessible only to authorized administrators
• Retained for 7+ years as required by federal law
• Cannot be deleted even if you close your account
• Reported to IRS annually if you earn $600 or more

By becoming a provider, you consent to this tax information collection and reporting as required by law.