The Wound, Ostomy, and Continence Nursing Certification Board (WOCNCB) has created this privacy statement (“Policy”) in order to demonstrate its firm commitment to the privacy and the confidentiality of its certificants. It explains how we collect, use, and share the information you provide to us or we gather from you.
Collecting Personal Information
Certification records shall be retained by the WOCNCB via electronic database. Records are password protected by many layers on the computer network: Windows sign-in id and password, database sign-in id and password, as well as firewall and virus protections on the network. These passwords are further protected by requiring periodic changes by the user.
WOCNCB contracts with a professional testing company to process exam applications, create and administer exams, and maintain data on candidate certification status. WOCNCB will maintain records of all passing candidates to reflect their certification data (e.g. contact information, demographics, credential type(s), certification issue dates and expiration dates, certification ID number, candidate testing ID number).
WOCNCB certification data is downloaded from the testing company on a monthly basis via a secured server operating system and then transferred into the secured database. The database has a pre-determined outline of the data fields, so that data is placed in the appropriate field.
Jane Doe, RN BSN CWOCN
350 Main Street
Anytown, WI 53000
Phone: (414) 123-4567
Certified Wound, Ostomy, Continence Nurse (CWOCN)
Earned: 7/15/2005 valid through September 30, 2010
Certification Number: 2005000000
Updates are made to mailing address, email address, credentials, and certification and recertification dates on a monthly basis when the data is transferred into WOCNCB’s secured database. Old information is stored in each activity record for historical purposes showing date changed and previous data. If a certificant contacts WOCNCB by mail, email, fax, or phone, staff may access the database to make immediate updates.
Candidates’ personal information shall be protected by all parties involved. At the conclusion of the review of any documents containing personal identifying information, the materials will be permanently destroyed (i.e. shredded or deleted). WOCNCB staff, reviewers, committee and Board members must further sign and adhere to the confidentiality policies stated in the WOCNCB Policy Manual.
Verification of certification credentials and expiration dates is available online to the public at www.WOCNCB.org with all other information being held private (such as contact and demographic information). Each certificant gives permission to allow the public viewing of their records via signature on the exam application.
Our website uses forms for customers to order products and make donations. We collect user’s contact information (e.g. name, mailing address, and email address) and financial information (e.g. credit card numbers). Financial information is used to bill the user for products/donations. Contact information is used to send orders and contact the user regarding any problems with the order. Individuals who are not WOCNCB certificants will not receive promotional emails from WOCNCB.
Credit card information obtained for purposes of application processing, ordering products, or making donations is not stored with the certificant record. WOCNCB staff retain this information separately for internal processing only. WOCNCB is compliant with the Payment Card Industry Data Security Standard (PCI-DSS) and does not store the entire credit card number for any period of time. The following information shows in plain (unencrypted) format (which is PCI-DSS compliant):
- The card type (AMEX, MC, VISA)
- The last four digits of the card number
- The expiration date
The rest of the credit card number, as well as the credit card validation code, are never stored in any form.
Use of Personal Information
The specific responsibilities of the WOCNCB and staff are listed below.
The WOCNCB has access to your contact information as a part of its oversight responsibilities. These duties include:
- Oversight of activities of the WOCNCB staff
- Communicating with certificants and committees on issues and coming events
- Reporting on WOCNCB activities, goals and achievements
- Developing strategic and tactical direction for the WOCNCB
As part of its reporting, WOCNCB aggregates and de-identifies certain information about our certificants, for example, to calculate the number of applications submitted or the number of active certifications during a specific time period.
The WOCNCB’s staff uses this information to maintain records on certificant status, and to provide all current certificants with standard Board communications. These include:
- WOCNCB e-mail notices (i.e., e-Newsletters, updates)
- WOCNCB recertification notices and information
- WOCNCB elections ballot notices
- Online web site access support
Certificants may unsubscribe from these emails by emailing firstname.lastname@example.org. WOCNCB does not share or sell its mailing or email lists of certificants.
Web Site Access
Certificant-only use of the WOCNCB website, if applicable, will be accessed with an email address and a password created by the certificant. WOCNCB staff do not have access to that password.
This website has security measures in place to protect against the loss, misuse and alteration of the information under our control. The site is audited on a periodic basis to attempt to keep it up to date with security best practices, and protective measures are implemented on the site hosts. Certificant information is not stored on the web server.
Links to Other Sites
This site contains links to other websites. WOCNCB is not responsible for the privacy practices or content of other websites. We encourage you to read the privacy statements of each website that collects your personally identifiable information.
Additionally, be aware that if you visit non-WOCNCB websites where you are prompted to log in or that are customizable, you may be required to accept cookies. Third parties and other non-WOCNCB websites may also use their own cookies. We do not control use of these cookies and expressly disclaim responsibility for information collected through them.
Finally, cookies are used to support Google Analytics functionality for website activity tracking. Google Analytics stores information at Google. Read more about Google Analytics privacy and security information.
For more information on Google Analytics, please see www.google.com/policies/privacy/partners/.
If you receive email communications from us, we may use certain tools to capture data related to when you open our messages, click on hyperlinks or banners it may contain, and make purchases. We use this information to enhance and support our marketing and sales operations.
Surveys, Questionnaires, Social Media
When you submit a survey, questionnaire, contest entry, or similar form by using the website, social media, or other online survey tools and platforms accessible via our website, we or third parties operating those tools, platforms, or social media websites may collect your social media handle or profile, or any other identifier that you use to be contacted online or offline. This information may also include personally identifiable and business information, but only to the extent that you voluntarily provide it to us.
Corrections & Updates
Individuals may contact us at any time to:
- Request access to information that we have about you.
- Correct any information that we have about you.
- Delete information we have about you.
These requests may be sent:
- via email to: email@example.com
- via mail to:
555 E. Wells Street, Suite 1100
Milwaukee, WI 53202
- via fax to: 414-276-2146
- via phone: 888-496-2622 or 414-289-8721
Changes to this Policy
The WOCNCB may amend this Policy from time to time. If we make any substantial changes to the way we use certificants’ Personal Information we will notify them by e-mail and a prominent notification on our website.
If you have any questions about this privacy statement, the practices of this website, or your dealings with it, or have a concern that these privacy provisions are being violated in some way, please contact the WOCNCB.