Privacy Policy

Effective July 9, 2026

MyTrainingPros (“MyTrainingPros,” “we,” “us,” or “our”) provides a software platform that helps training and staffing companies schedule classes, manage students and instructors, issue certificates, post jobs, and run workforce operations such as shift scheduling, a geofenced time clock, patrol rounds, and incident reporting (the “Service”). This Privacy Policy explains what information we collect, how we use it, and the choices you have.

By using the Service you agree to the practices described here and in our Terms of Service.

1. Information we collect

a. Information you give us

• Account information — name, email address, phone number, password (stored hashed), role (super admin, company admin, instructor, or student), and the company you belong to.
• Profile information — optional headline, bio, avatar image, address, signature, license/credential records, pay rate (for instructors), notification preferences, and calendar sync settings.
• Class and training data — classes, attendance, registrations, grades, completion status, certificate issuance, training assignments, incident reports, and uploaded forms.
• Job postings & applications — job listings, applicant name, email, phone, cover note, and resume files you upload.
• Social content — posts, comments, likes, follows, group memberships, and direct messages you create on the platform.
• Payment information — when you make or accept a payment, billing details are submitted directly to our payment processor (Stripe). We store only non-sensitive identifiers (Stripe customer / session / payment-intent IDs, amounts, and statuses); we do not store full card numbers.
• Communications — messages you send us by email or through the Service, including support requests.

b. Information we collect automatically

• Log data — IP address, browser type, pages viewed, referring URL, login attempts, and timestamps.
• Cookies & session storage — we use a session cookie (HttpOnly, SameSite) to keep you logged in. We do not use third-party advertising cookies.
• Email events — delivery, opens, and bounces reported by our email provider, recorded in an email_log for support and deliverability.

c. Location information (mobile app)

If your company uses our workforce features (time clock, live map, on-duty check-ins, incident reports, or patrol rounds), the MyTrainingPros mobile app collects your device's precise GPS location — only with your permission, and only in the situations below:

• Time-clock punches — when you clock in, clock out, or start/end lunch, we record your location (latitude, longitude, and accuracy) and compare it to the work zones (geofences) your employer has defined, so the punch shows whether it happened at an assigned site. Punch locations are stored as part of your timekeeping record.
• Live on-shift location — while you are clocked in, the app periodically (about once per minute) sends your current location so that supervisors and administrators at your company can see clocked-in staff on a live map. This continues while the app is in the background or your phone is locked (on Android an “On shift” notification is shown while this is active). We store only your most recent position — each update replaces the previous one; we do not keep a movement history from this stream. Sharing stops automatically when you clock out.
• On-duty check-ins — if your company enables random check-ins, your location at the moment you respond is recorded, along with whether you were inside a work zone.
• Incident reports & patrol rounds — reports and patrol activity can be tagged with the location where they occurred.

The app does not collect your location when you are not clocked in, except at the moment you take one of the actions above. You can grant or revoke location permission at any time in your device settings (see Your choices & rights).

d. Information from third parties

• Stripe — payment status, subscription state, refund events, and webhook signatures.
• Calendar providers — if you opt in to calendar sync, we read iCal feeds you provide so the Service can mirror your schedule.

2. How we use information

• Operate, maintain, and secure the Service (authentication, session management, fraud prevention).
• Schedule classes, send reminders, generate completion certificates, and deliver them by email.
• Process payments, manage subscriptions, and (for tenants who connect their own Stripe account) collect class fees on their behalf.
• Run workforce features your company enables: verify that time-clock punches occur inside assigned work zones, show clocked-in staff to their company's supervisors and administrators on a live map, confirm random on-duty check-ins, tag incident reports and patrol rounds with where they occurred, and calculate payroll hours by site.
• Power the social features you opt into (feed, messages, follows, groups, hashtags).
• Send transactional and operational emails (e.g., login alerts, due/past-due reminders, application notifications, receipts).
• Respond to support requests and enforce our Terms of Service.
• Comply with legal obligations.

3. Legal bases (EEA / UK users)

Where the GDPR or UK GDPR applies, we process personal information under one or more of these bases: performance of a contract, our legitimate interests in operating and improving the Service, your consent (which you can withdraw at any time), and compliance with legal obligations.

4. How we share information

We do not sell your personal information. We share it only as follows:

• Within your company / training organization — administrators and instructors at your company can see information necessary to run training programs (rosters, attendance, grades, certificates, license records). If your company uses the workforce features, its administrators and supervisors can also see your time-clock punch locations, your live on-shift position on the map while you are clocked in, check-in results, and location-tagged reports. We do not share your location with other companies or use it for advertising.
• Service providers — vendors who help us run the Service under contract, including Stripe (payments), our SMTP/email provider (transactional email), and our hosting provider.
• Job applications — when you apply for a job posted on the platform, your application (including any resume you upload) is sent to the hiring company's chosen email address and to the user who posted the job.
• Legal & safety — if required by law, subpoena, or to protect rights, property, or safety of MyTrainingPros, our users, or the public.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.

5. How we protect information

• All traffic is served over HTTPS.
• Passwords are stored using a one-way hash; we never see your plaintext password.
• Third-party API keys (e.g., Stripe secrets, SMTP credentials) are encrypted at rest with AES-256-CBC.
• Sensitive cookies are marked HttpOnly and SameSite. Repeated failed logins lock the account temporarily.
• Direct web access is blocked to internal directories (includes/, vendor/, cron/, logs/) and PHP execution is disabled in uploads/.
• Stripe webhook signatures are verified before processing.

No system is perfectly secure, but we work to keep your information safe and to notify affected users if a breach occurs.

6. Data retention

We retain account, training, and payment records for as long as your account is active and as needed to provide the Service, comply with legal and tax obligations, resolve disputes, and enforce agreements. Location data is retained as follows: punch, check-in, and report locations are kept with the underlying timekeeping or report record; the live on-shift position holds only your most recent fix and is overwritten with each update. You can request deletion of your personal data as described below; some records (e.g., issued certificates, financial records) may be retained where law requires.

7. Your choices & rights

• Access & correction — you can view and update most of your information from Account → Profile and Account → Settings.
• Deletion — you can permanently delete your account and associated personal data yourself: in the mobile app go to More → Account → Delete account, or on the web visit Data deletion & export. You can also download a full copy of your data from the same page, or email us at admin@mytrainingpros.com if you need help.
• Email preferences — turn off non-essential reminders from Account → Settings → Notifications. Transactional messages (security alerts, receipts) cannot be disabled while your account is active.
• Two-factor authentication — recommended; you can enable TOTP from Account → Two-factor authentication.
• Location permission — the mobile app asks for location permission before collecting any location data, and you can revoke it at any time in your device settings (iOS: Settings → Privacy & Security → Location Services; Android: Settings → Apps → MyTrainingPros → Permissions). Without it, location-dependent features (geofenced time clock, live map, on-duty check-ins, location-tagged reports) will not work, and your employer's timekeeping policy may require them for on-duty staff. Live location sharing runs only while you are clocked in and stops when you clock out.
• Calendar sync — you can disconnect at any time from Account → Settings → Calendar.
• Region-specific rights — if you are in the EEA, UK, California, or another jurisdiction with privacy rights, you may have additional rights (access, portability, restriction, objection, opt-out of “sale” / “sharing”). We honor those rights; contact us to exercise them.

8. Children

The Service is intended for adults age 18 and over and for training programs operated by businesses. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will delete it.

9. International transfers

The Service is hosted in the United States. If you access it from another country, you understand and consent to your information being processed in the U.S., which may have different data protection laws than your home country.

10. Third-party links

The Service may contain links to third-party websites (e.g., Stripe checkout, calendar providers). Their privacy practices are governed by their own policies, not this one.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email and/or a notice in the Service before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

12. Contact us

Questions, requests, or complaints? Email admin@mytrainingpros.com.

By using MyTrainingPros you also agree to our Terms of Service.