Privacy Policy

1. Scope

This Privacy Policy applies to information collected through ArchCE Hub, including information you provide directly, information created through your use of the site, and technical information needed to operate the service. ArchCE Hub is intended for use by licensed professionals managing their continuing-education obligations.

2. Information We Collect

User Data

"User Data" means information you provide or maintain about yourself in the system. This may include:

• name;
• email address;
• account information;
• license numbers and license details;
• jurisdiction selections;
• renewal and reporting information; and
• other personal or professional information you choose to enter.

User Content

"User Content" means materials you upload, submit, or store through the site. This may include:

• CEU certificates;
• course completion records;
• supporting documents;
• manually entered education records;
• data extracted from uploaded certificates; and
• report data prepared for your review.

Technical and Usage Information

We may also collect limited technical information necessary to operate, secure, and improve the site. This may include login events, session information, IP address information, browser or device type, error logs, and activity related to file uploads and account access.

Payment and Supporter Status Information

If you make a payment or activate a supporter tier through a third-party payment platform (such as Buy Me a Coffee or Stripe), we may receive a confirmation from that platform and store limited information related to that transaction. This may include:

• whether a payment was completed;
• the tier, type, or amount of the support or subscription;
• a transaction or reference identifier provided by the payment processor;
• the date of the transaction; and
• your current supporter or subscription status.

We do not receive or store your payment card number, bank account details, CVV, or other raw payment credentials. Those are collected and handled exclusively by the applicable third-party payment processor.

3. How We Use Information

We use information collected through the site to:

• create and maintain your account;
• authenticate users and secure access;
• store and organize CEU records and certificates;
• extract and process certificate data;
• generate reports and summaries for your review;
• send administrative notices, announcements, or required notifications;
• record and manage supporter or subscriber status;
• support application administration and troubleshooting;
• respond to support or administrative requests; and
• validate license numbers against expected format patterns for applicable states and jurisdictions;
• consult publicly available jurisdiction records to verify license information when warranted; and
• protect the security, integrity, and availability of the site.

4. How the Site Processes Your Records

ArchCE Hub is designed to help store, organize, and process continuing-education records. This may include automated processing such as software text scanning or AI-assisted extraction from uploaded documents.

These tools are used to assist with handling your records, but they may not always be accurate. You remain responsible for reviewing, correcting, and confirming all information before relying on it or submitting it to a licensing board or jurisdiction.

License Number Validation

ArchCE Hub is designed for use by licensed professionals. To support the integrity of the platform, the system performs automated checks to verify that license numbers conform to the expected format, length, or structure required by the applicable state or jurisdiction. These checks are not a guarantee of validity — our system may not be entirely accurate in all cases, and a flagged license number does not necessarily mean the license is invalid.

When a license is flagged on initial entry: If a license number you enter is flagged for review, we will consult publicly available jurisdiction records to attempt independent verification. If the license is located in those records, the flag will be cleared automatically and no further action is required on your part.

If the license cannot be verified: If we are unable to locate the license in publicly available records, we will contact you at the email address associated with your account and ask you to review and correct the license information in the system. We will advise you of the expected timeline for a follow-up check, which is normally within 5 to 10 business days of that notice.

If the follow-up check is unsuccessful: If the license is still not found after the scheduled recheck, we will contact you again to discuss next steps, which may include providing additional documentation or clarification of your license information.

You remain responsible for ensuring that the license information in the system is accurate and reflects the license as issued to you by the applicable licensing authority.

5. Your Responsibilities

You are responsible for keeping your User Data accurate, current, and complete. You are also responsible for reviewing your User Content, extracted certificate data, reports, and license information for accuracy.

ArchCE Hub stores and assists with processing your records, but it is your responsibility to independently verify that information is true and correct before it is submitted to any state board, licensing authority, or other jurisdiction.

6. Legal Basis and Authorization of Information You Submit

By using the site and entering information, you represent that the information you provide is yours to use and that you have the right to upload, store, and process it through this system.

If you enter professional license information, you represent, warrant, and affirm that the license belongs to you, was issued to you by the applicable licensing authority, and is not being used to impersonate another person.

7. Sharing of Information

We do not sell your personal information. We may share or disclose information only as reasonably necessary:

• to operate and maintain the service;
• to support authentication, hosting, storage, or technical processing;
• to comply with applicable law, legal process, or lawful requests;
• to protect the rights, security, or integrity of the site; or
• as otherwise authorized by you.

If third-party processing services are used to support site functions, those services are used only to the extent reasonably necessary to provide the application's features.

8. AI and Automated Processing

If AI-assisted extraction or automated text scanning features are enabled, uploaded certificate files or related data may be processed by configured tools or service providers for extraction and classification.

Information sent to the AI tool or service provider is not used in the training or enhancement of any AI model.

Automated extraction is provided for convenience. You should not assume extracted results are complete or correct without independent review.

9. Data Storage and Retention

We store User Data and User Content for as long as needed to provide the service, maintain records, support account functions, resolve issues, and meet operational, security, or legal needs.

Upon account termination or at your written request, we will delete your User Data and User Content within 30 days unless we are required by law to retain such information longer. You are responsible for downloading or backing up any records you wish to preserve before your account is terminated.

10. Security

We use reasonable administrative and technical measures to protect information stored in the system. However, no method of storage, transmission, or electronic security is completely guaranteed.

You are also responsible for protecting your credentials, using secure passwords, and safeguarding access to your account.

11. Security Breach Notification

In the event of a security breach that compromises personal information, we will notify affected users without unreasonable delay and, where required by applicable law, notify appropriate regulatory authorities. Notification will be sent to the email address associated with your account or by other means deemed appropriate.

12. Cookies and Session Technologies

The site may use cookies or similar technologies that are necessary for sign-in, session management, security, and basic site functionality. These technologies help keep you logged in, protect your account, and support normal operation of the site.

For more information, including details on Cloudflare cookies, please review the Cookie Notice.

13. Your Choices

You may review and update certain account information through the site. You may also contact us regarding account-related requests, including requests for data deletion, subject to system needs, legal obligations, and recordkeeping requirements.

For logged-in users: You can submit account information or data deletion requests through our contact form. Mark your request as a privacy request, and we will prioritize your inquiry.

For general inquiries: All users may use our contact form to reach us about any privacy or other concerns.

14. Third-Party Services and Links

The site may rely on third-party services for email delivery, security, hosting, storage, or AI-related processing. ArchCE Hub may also link to or reference third-party services, websites, or resources operated by state licensing boards, course providers, or other organizations. We do not control, endorse, or assume responsibility for the accuracy, legality, or availability of third-party content or services. If external links or services are made available, their own terms and privacy practices apply.

Payment features are provided through the following third-party processors:

• Stripe — a third-party payment processor that may be used for subscription or direct payments. Stripe's collection and handling of payment data is governed by Stripe's Privacy Policy.

When you interact with this processor, you are subject to their own terms and privacy practices. We only receive the limited confirmation data described in Section 2 above; we do not receive or store your raw payment credentials.

15. Cloudflare Infrastructure Services

ArchCE Hub uses Cloudflare as its infrastructure provider for network delivery and security services. All traffic to and from this site passes through Cloudflare's network, which acts as a proxy between your browser and our servers.

What Cloudflare Does

Cloudflare provides the following services that affect how connection data is handled:

• DDoS protection and threat mitigation — Cloudflare inspects incoming traffic to detect and block malicious requests, automated bots, and network attacks before they reach our servers.
• Web Application Firewall (WAF) — Cloudflare's WAF filters requests based on known attack patterns and anomalous behavior to help protect user data and service availability.
• Content delivery (CDN) — Cloudflare may cache and serve static resources from servers geographically closer to you to improve load times.
• Web analytics — This site uses Cloudflare Web Analytics, a privacy-focused analytics service that does not use cookies, does not track users across sites, and does not fingerprint individual visitors.

Data Processed by Cloudflare

In the course of providing these services, Cloudflare may process technical data about your connection. This is standard for any site that uses a CDN or proxy. Data processed may include:

• IP addresses and coarse geolocation data derived from your IP;
• HTTP request headers, including your browser's user agent string;
• requested URLs and HTTP referrer information;
• connection metadata used for security analysis and threat scoring; and
• aggregated, anonymized analytics data (page views, visitor counts).

Cloudflare acts as a data processor on our behalf for these infrastructure functions. Cloudflare's handling of this data is governed by their own privacy commitments and applicable data protection agreements.

Cloudflare Cookies

Cloudflare may set the following cookies on your device for security and performance purposes. These cookies are set by Cloudflare's infrastructure, not by ArchCE Hub directly.

These cookies are strictly functional and do not track browsing activity across other sites or build advertising profiles. For a complete and current list of Cloudflare cookies, see Cloudflare's cookie documentation.

Cloudflare's Privacy Policy

For details on how Cloudflare handles data collected through its infrastructure services, including data retention and user rights, see Cloudflare's Privacy Policy. If you have questions about data processed by Cloudflare, you may also contact Cloudflare directly using the information in their privacy policy.

16. Children's Privacy

This site is intended for professional continuing-education recordkeeping and is not directed to children.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes are effective upon posting unless another effective date is stated. For material changes, we will provide notice via email and/or a prominent notice on the site at least 14 days before the change takes effect.

If you do not agree to a revised Privacy Policy, you must discontinue use of the site. Your continued use after the effective date constitutes acknowledgment of the updated policy.

18. Governing Law and Jurisdiction

This Privacy Policy is governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict-of-law principles. Any dispute arising from this Privacy Policy or your use of ArchCE Hub shall be resolved exclusively in the state and federal courts located in Dallas County, Texas, and you irrevocably consent to the jurisdiction and venue of such courts.

19. Contact

If you have questions about this Privacy Policy or wish to make a data-related request, please use our contact form to reach us.