Privacy Policy

1. Scope and contact

This policy applies to credvaultmd.com and the CredVaultMD professional workspace. References to ‘we’ and ‘our’ mean the operator of CredVaultMD. Contact support@credvaultmd.com with privacy questions or requests.

The service is intended for adults managing professional records. Do not upload patient information, patient charts, Social Security numbers, or other information that is not needed for your professional credential record. CredVaultMD is not a patient-record system.

2. Information we receive

Account information includes your sign-in identifier, email, access role, and authentication and session records. Profile information can include your name, professional designation, specialty, role, and optional headshot. Documents and details you provide can include licenses, certifications, CME certificates, CVs, professional insurance records, identifiers, dates, and education hours.

If you use NPI lookup, your NPI or name and state query is sent through our server to the public CMS NPPES registry. We display public professional details returned by that registry. Choosing a record does not establish your identity or verify a license. A selected NPI may be held temporarily in your browser tab to continue setup; we save registry details to your private profile only after sign-in and your confirmation.

We also process support messages, security and operational records, and packet view/download events. Our infrastructure can process network information such as IP addresses and request metadata to deliver and protect the service. Affiliate redirects record the link identifier and click time; that counter does not add a tracking cookie or record an IP address in the affiliate-click table.

3. How information is used

We use information to provide account access, store and organize records, display your selected profile details, process requested document extraction, deliver the sharing features you choose, answer support requests, investigate misuse, and maintain the service. Authentication and infrastructure services also process data needed for security and reliability.

Review extracted or imported fields before relying on them. A practice address is not proof of employment, a taxonomy is not proof of board certification, and registry data can be incomplete or out of date.

4. Who receives information

Cloudflare provides hosting, database and object storage infrastructure. Cloudflare Web Analytics may add a performance beacon to public pages to measure page views and loading performance; it is not an advertising pixel. Amazon Web Services provides Cognito authentication and KMS encryption-key services. Authorized service operators may access information as needed for support, security and operation; this is not an end-to-end encrypted service in which only you hold the keys.

When configured and requested with your consent, Microsoft Azure Document Intelligence receives the selected document for OCR. AWS GuardDuty Malware Protection processes private temporary copies in Amazon S3 for file safety checks. These copies are encrypted at rest and use a one-day lifecycle expiration rule; deletion is asynchronous. Original vault documents remain separately encrypted in Cloudflare storage. Files awaiting malware clearance cannot be downloaded or shared through the vault.

Stripe is the configured billing integration; payment and transaction data are processed when an enabled billing flow is used. Tremendous is a planned reward-delivery integration. Nylas application credentials can be configured, but mailbox authorization and CME inbox importing are not currently connected. Saving an integration key alone does not authorize access to a user's mailbox or activate a paid transaction.

We disclose selected records to recipients through sharing you authorize. We may also disclose information when legally required, to protect users or the service, or in a business transfer subject to applicable protections. We do not sell private vault documents or provide their contents to advertisers. External course, employer and partner sites operate under their own policies when you visit them.

5. Packet sharing and recipient copies

A packet link gives anyone holding that link access to its selected, available documents until it expires or is revoked. Treat it as confidential and send it only to intended recipients. Links are not proof of a recipient's identity. The current packet options expire after 1, 3 or 7 days and can be revoked from your workspace.

We record packet views and document downloads. Expiration, revocation or deletion prevents future access through the service; it cannot recall copies already downloaded, forwarded, printed or saved by a recipient. Recipients are responsible for their own use and retention.

6. Retention and deletion

An expired credential is not automatically deleted. You can remove uploaded documents using the vault controls. Removal makes the document unavailable in the active vault and shared packets, and initiates removal of its stored file. Storage cleanup may require a retry; removal is not a promise of immediate erasure of every backup or operational record.

Profile, account, transaction and security records may be retained as needed to operate your account, meet legal obligations, resolve disputes, or investigate abuse. Backup and infrastructure retention can differ from active storage. We do not promise a fixed universal erasure period. To request account closure, a copy, correction or deletion of information not covered by the workspace controls, email support@credvaultmd.com. We will explain any information that must be retained.

7. Your choices and rights

You can update your profile, choose what to upload, decline optional OCR processing, delete documents, and expire or revoke packet links. To exercise access, correction, deletion or other rights available under applicable law, email support@credvaultmd.com with ‘Privacy request’ in the subject. We may verify your authority before releasing or changing information. Do not email passwords, MFA codes, patient data or full credential packets.

Rights and response requirements depend on where you live and applicable law. You may also contact your relevant privacy regulator. Our service does not currently use third-party behavioral-advertising pixels or sell personal information for cross-context behavioral advertising. Browser Do Not Track signals do not change the essential processing described here; optional advertising tracking is not enabled.

8. Security, location and updates

We use HTTPS, access controls and encryption for stored private profile and document content. No system can guarantee complete security. Service providers may process information in the United States and other locations where they operate; this policy does not promise exclusive storage in a particular country.

We update this policy when practices change and show the effective date above. Material changes will be communicated through the site or account contact channels as appropriate. New optional integrations may require additional notices and consent before use. See our Security and Cookies pages for more detail.