1. Who we are
AdminClear is a trade name of Venture Mind Artificial Intelligence Inc., 4213 N Frazier St, Suite C4, Conroe, TX 77303. We are the controller of the personal information described here. This policy explains how we handle information when you use adminclear.org, our courses, agency accounts, tracker, certificates and support features.
2. What we collect
We collect the following categories of information.
AdminClear stores training and personnel evidence only. It is not a patient-record system and does not accept patient records, client records, protected health information or other clinical records.
- Identity and contact: name, email address, phone number, preferred language.
- Professional: role (such as administrator, alternate administrator, manager or director), agency name, license state, program and license number, designation dates.
- Training records: enrollments, lesson progress, seat time, attestations, assessment attempts and results, certificates, and outside certificates you or your agency upload.
- Activity events: timestamps, lesson and player events, device and browser type, and IP address, kept in an append-only log.
- Support content: messages you send to support and records needed to resolve your request.
- Payment information: handled by Stripe. We receive an order record, the last four digits of a card and the card brand, billing details you enter, and payment status. We do not store your full card number.
- Reminder preferences: whether you want email reminders and whether you have opted in to SMS reminders.
- Agency records: for agency owners and administrators, information about the people you assign and manage.
3. Where it comes from
We collect information from you directly, from your agency when it adds you or assigns you a seat, from your device when you use the Service, and from Stripe when a payment is made. We do not buy personal information from data brokers.
4. Why we use it and our legal bases
We use information for the purposes below and rely on the stated basis.
- Provide the Service: create accounts, deliver courses, count seat time, grade assessments by the defined answer key, issue certificates, and run the tracker and agency dashboard. Basis: performing our contract with you.
- Prove completion: keep the activity log and records so a regulator, surveyor or auditor can confirm that training took place. Basis: our legitimate interest and your agency's need for records, and legal obligations where they apply.
- Payments and invoices: process orders, send invoices, handle refunds and prevent fraud. Basis: contract and legitimate interest.
- Reminders: email reminders before requirement windows end, and SMS reminders only if you opt in. Basis: contract for service emails, and your consent for SMS.
- Support: answer questions, resolve account or course issues, and improve the Service. Basis: contract and legitimate interest.
- Security and integrity: protect accounts, detect misuse and keep the Service reliable. Basis: legitimate interest.
- Legal compliance: meet tax, accounting and legal requirements and respond to lawful requests. Basis: legal obligation.
5. We do not sell your information
We do not sell personal information. We do not share it for cross-context behavioral advertising. We do not use personal information for targeted advertising or profiling that produces legal or similarly significant effects.
7. Certificate verification page
Anyone who has a certificate number can look it up at adminclear.org/verify. The page shows only these fields: learner name, course, clock hours, completion date, provider, trainer, rule citation and whether the certificate is valid or revoked. It does not show email, phone, license number, agency, address, score or activity data. The certificate number format is not a list, and the page does not offer a search by name.
8. Policy Builder data
Policy Builder collects agency facts, service categories, office and service hours, staff roles and work contact details, service-area counties, emergency-planning choices, document preferences, questionnaire progress, review messages, attestations, adoption records, download records and an optional agency logo. It also keeps immutable copies of submitted answers and the document versions created from them so that the order can be reviewed, delivered and supported.
Do not submit client names, patient information, protected health information or clinical records. AdminClear does not need this information to prepare your documents. You are responsible for removing it before saving or submitting an answer. If prohibited information is identified during review, AdminClear may block delivery and ask you to remove it.
Policy Builder uses the questionnaire facts you submit to select and assemble the applicable document sections, run documented checks, support review, and create the files you request. The workflow does not approve a policy, issue a legal opinion or decide whether your agency meets a rule.
Policy Builder orders, submitted snapshots, document versions, delivery records, reviews, adoption records and audit entries are kept for 7 years after the last delivery. A paid draft that is never submitted is cleared 180 days after its last edit, with a warning 14 days before clearing. When an account-closure request applies, we remove eligible logo and working data while retaining financial, adoption, delivery and audit records that must remain. Backup copies age out under the backup schedule.
9. How long we keep it
Where a deletion request conflicts with a record we must keep, we keep the required record and delete the rest.
- Completion records, certificates and activity logs: at least 5 years after completion, to support survey and audit needs.
- Account profile: while your account is open, and for a reasonable period after closure to meet the record rules above.
- Support transcripts: kept for up to 3 years, then deleted or de-identified.
- Payment and invoice records: as long as tax and accounting rules require, typically 7 years.
- SMS consent records: for as long as you are subscribed and for a period afterward to show proof of consent.
10. Security
We use access controls, encryption in transit, restricted staff access, activity logging and vendor review to protect information. Payment card data is handled by Stripe and does not pass through our servers for storage. No system is perfectly secure. If a breach affects your information, we will notify you and regulators as the law requires.
11. Children
The Service is for adults who work in or manage licensed care programs. It is not directed to children, and we do not knowingly collect information from anyone under 18. If you believe a child has given us information, contact us and we will delete it.
13. Text messages
We send SMS reminders only to people who opt in. Message and data rates may apply. Reply STOP to cancel and HELP for help. You can also turn SMS reminders off in your settings. We do not share your phone number with third parties for their own marketing.
14. Your rights, including Texas and Colorado residents
Depending on where you live, you may have the right to: confirm whether we process your personal information and access it; correct inaccuracies; delete it; obtain a copy in a portable format; opt out of targeted advertising, sale of personal information and profiling that produces legal or similarly significant effects; and appeal a decision if we refuse your request.
The Texas Data Privacy and Security Act and the Colorado Privacy Act apply to certain businesses based on size and activity, and they treat information about people acting in an employment or commercial role differently from consumer information. We have not relied on those thresholds to limit your choices. We apply the rights above to every user of the Service who contacts us, whether or not a particular statute covers us or you.
To make a request, email info@adminclear.org or call (346) 331-8870. We will verify your identity, respond within 45 days, and may extend once by another 45 days where reasonably necessary and with notice. If we deny a request, you may appeal by replying to our response with the word Appeal, and we will answer the appeal within 60 days. If you are still not satisfied, you may contact the Texas Attorney General or the Colorado Attorney General.
If you are a learner assigned by an agency, your agency may control some of your records. We may direct your request to the agency or ask you to contact it.
We do not discriminate against you for using your rights.
15. Where information is processed
We operate in the United States and process information in the United States. The Service is intended for users in Texas and Colorado and other US states.
16. Changes to this policy
We may update this policy. The version number and effective date appear at the top. For material changes we will give notice by email or in the Service before they take effect.
17. Contact
Venture Mind Artificial Intelligence Inc., doing business as AdminClear, 4213 N Frazier St, Suite C4, Conroe, TX 77303. Mailing address: 23 E Bonneymead Cir, The Woodlands, TX 77381. Phone (346) 331-8870. Privacy requests, questions, and support: info@adminclear.org.
Questions about this document: info@adminclear.org