Privacy of Records
All learner records (including enrollment information, progress, assessment scores, certificates, and CEUs) are considered confidential.
Records will not be shared with third parties without the learner’s written consent, unless required by law.
Information Input and Maintenance
Program Administrators are responsible for inputting and maintaining learner records in the Thinkific LMS.
Learner accounts are secured with individual login credentials.
Records are backed up quarterly in a secure internal spreadsheet with access restricted to authorized personnel.
Release and Issuance of Records
Learners may access certificates directly through their Thinkific dashboard at any time.
Upon request, CircleUp can issue an official transcript of completed learning events, including course title, completion date, and CEUs awarded.
Records will only be released to the learner. If a third party requests a record (e.g., an employer), CircleUp will require written authorization from the learner prior to release.
Learner Notification
This policy will be included in the enrollment confirmation email provided to each learner at the time of registration.
Learners are thereby informed of CircleUp’s policies regarding privacy, record access, and release.
Staff Awareness and Training
All personnel with access to learner records (administrators, trainers, IT support) are trained on this policy during onboarding.
Staff must acknowledge their responsibility to uphold learner privacy and maintain the security of records.
The policy is reviewed annually, and staff are updated on any changes.
CircleUp Education learners have the right to request access to their student records, including course enrollments, certificates, and CEUs earned. To protect student privacy and maintain compliance with IACET standards, all requests must follow the process below.
Send an email to [email protected].
Use the subject line: “Requesting a Release of Student Information.”
The request must come from the same email address used to register your CircleUp account.
A summary of your student profile, including:
Full name and registered email.
Courses completed and dates of completion.
Certificates earned.
Number of CEUs awarded.
Any additional information maintained in your student profile.
Standard requests will be fulfilled within 2–3 weeks.
Learners may request expedited processing, and CircleUp will make every effort to accommodate.
You must provide proof of identity with a valid government-issued ID.
Your request will be verified before any information is released.
