Your privacy is important to us. We developed this Privacy Statement so you know how we collect, use, share, and store your personal information.
This Privacy Statement applies to our website (https://ncope.org/), the Orthotics and Prosthetics Centralized Application Service (https://opcas.liaisoncas.com/), the Orthotics and Prosthetics Residency Centralized Application Service (https://oprescas.liaisoncas.com/), NCOPE Tracker (https://ncopetracker.org), information we have received from third parties, and other information we receive from communications from you.
INFORMATION WE COLLECT, WHY WE COLLECT IT, AND HOW WE USE IT
“Personal Information” is information that, either alone or in combination with other information collected, identifies an individual. When we combine other information (i.e., information that does not, on its own, identify an individual) with Personal Information, we treat the combined information as Personal Information. Personal Information includes your name, mailing address, phone number, e-mail address, employer, and job function.
Contact and Mailing Information
When you request a personal account to access our website, complete an annual report, apply for residency program accreditation, participate in mentor/director training, or register for a residency position, we request contact and mailing information including your name, mailing address, email address, and telephone number. We use this information to process your order and provide you with the services or products you request. This information is necessary for us to provide you with the following:
- Certification/accreditation services and products you request;
- Residency registration;
- Account registration on our website;
- Account registration for 3rd party services acting on behalf of NCOPE;
- Other services we may offer from time to time.
This information is also necessary for us to communicate with you about your residency or residency program accreditation, account, or transactions with us, giving you important information about your products or services, sending you notices about material changes to this Privacy Statement, and, sending you updates on the status of your residency, and other information related to the process of education accreditation.
Personal Information Needed for Residency Registration & Residency Program Applications
When you register to begin a residency position or apply for a residency program, we may request some additional personal information. This personal information may include your employment history, date of birth, Social Security Number, training, certification, education, criminal history, and other information directly relevant to your eligibility to enter a residency position or host a residency program. We need this information to verify your identity, process your applications and register you.
When you ask to purchase a product, service, or residency registration, we request certain payment information necessary for us to fulfill your order. This information may include your billing address, payment card information, responsible parties, and other bank information.
A third-party financial institution processes customer payment card information when our customers use a payment card to make a purchase on our website or via direct correspondence with the NCOPE staff.
If you send us payment by mail, email, eFax, or telephone, we will collect Personal Information from you including, your name, mailing address, telephone number, and your payment information in order to process your payments for the products and services you request.
Communicating with Us
When you interact with us by email, telephone or in person, we may collect Personal Information, such as your name, mailing address, phone number, email address and contact preferences, as well as information about your education accreditation and residency services you receive. We keep a record of your correspondence or comments, including Personal Information, in a file specific to you. We may use this information to help us provide you with better service in the event that you contact us again.
Browsing, Searching, and Website Activity
We collect certain Personal Information when you visit our website or click on the various links for information and services. We collect this information to help run our website more efficiently, to gather broad demographic information, and to monitor the level of activity on the website.
Once you register and sign in using an account on our website, you are not anonymous to us. The personally identifiable data we collect when you visit the website may include the Uniform Resource Locator (“URL”) of the website that you came from before visiting our website, which pages you visit on our website, which URL you next go to, which browser you used to come to our website, your platform, your user name, your Internet Protocol (“IP”) address, and any search terms entered on our website. We use industry-accepted standards and technology (including ‘cookies’) to collect this data and also take reasonable measures to maintain the security and integrity of collected data.
If we ever request additional Personal Information for different reasons or in a situation that requires your explicit consent, we will notify you of the reasons and request your explicit consent to the collection accordingly.
SOURCE OF DATA
We primarily collect Personal Information directly from you. In some cases, however, we may receive your Personal Information, such as your Contact and Mailing Information, from third-parties.
SHARING YOUR INFORMATION
NCOPE has a collaborative relationship with the American Board for Certification in Orthotics & Prosthetics (https://www.abcop.org/) and the American Academy of Orthotists & Prosthetics (https://www.oandp.org/default.aspx) and at their request we may share in the form of a mailing list the Personal Information we collect online or otherwise. Requests for mailing lists will be accepted only for purposes appropriate to topics related to the orthotic, prosthetic and pedorthic profession and shall not conflict with NCOPE’s mission, goals and activities. Lists only include names, email and work mailing addresses and DO NOT include phone or fax numbers. You may opt out of these mailing lists by emailing us at firstname.lastname@example.org.
We use third party service providers to help us to administer certain activities on our behalf, such as managing residency data, processing education accreditation applications, administering NCOPE Tracker, providing digital badges/certificates to individuals that participate in NCOPE sponsored training, processing payments, providing accounting services, and hosting our website. We may share Personal Information about you with such third-party service providers to the extent necessary for the sole purpose of enabling them to perform services on our behalf. Where we engage third parties to perform services on our behalf, we will require them to observe the intent of this Privacy Statement.
We may disclose Personal Information about you to others if we have your consent to do so in such form of consent as may be required under applicable law and in compliance with the rules set forth by the Counsel for Higher Education Accreditation (CHEA) and the Commission on Accreditation in Allied Health Education Programs (CAAHEP).
We may also disclose Personal Information about you to others as we believe to be necessary or appropriate: (a) under applicable law or regulation, including laws or regulations outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public authorities and law enforcement officials, including officials outside your country of residence; (d) to assist or support theft investigations involving our products or property, (e) to enforce any of our terms and conditions or policies; (f) to protect our operations or those of any of our affiliates and subsidiaries; (g) to protect the rights, privacy, safety or property of NCOPE, its affiliates and subsidiaries, you or others; or (h) to permit us to pursue available remedies or limit the damages that we may sustain.
We may also transfer Personal Information to an affiliate, a subsidiary or a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business or assets, including, without limitation, in connection with any bankruptcy or similar proceeding.
RETENTION OF PERSONAL INFORMATION
We will retain your Personal Information for the period necessary to fulfill the purposes for which your Personal Information has been collected as outlined in this Privacy Statement unless a longer retention period is required by law.
We will store residency information for individuals for an indefinite period of time, so that we can confirm your completion of residency to third parties upon your request.
NCOPE’s offices are based in the United States and we use data processors whose offices are located within the United States. Please note that any information you send to us by telephone or mail will be received in the United States. Our 3rd party software, data processors, and hosting companies may be international in scope and leverage servers hosted outside of the United States. The United States and other countries where IT infrastructure is housed may not have the same data protection laws as the country in which you initially provided the information.
HOW YOU CAN REVIEW, CORRECT, UPDATE, AND DELETE YOUR PERSONAL INFORMATION
We take reasonable steps to help ensure that the Personal Information we collect from you is accurate, complete and current. You may request access to your Personal Information and request that erroneous or inaccurate Personal Information be corrected. You may request that your Personal Information (including certification information) and your website account be deleted. You may also request a copy of your Personal Information in our files. You can object to the processing of your data and, if you provided consent to allow us to process your data, you can withdraw your consent. We will respond promptly to your requests in accordance with applicable law.
For your protection, we may only implement requests with respect to the Personal Information associated with the email address that you use to send us your request, and we may need to verify your identity before implementing your request. We may decline to process requests that jeopardize the privacy of others, are extremely impractical, or would cause us to take any action that is not permissible under applicable laws. Additionally, as permitted by applicable laws, we may need to retain certain Personal Information for a longer period of time for recordkeeping purposes, such as retaining records relating to your purchases for warranty or accounting purposes.
Please keep in mind that if you request for your Personal Information and residency information to be deleted, we will no longer be able to verify your residency/completion status to third parties.
Access, correction or deletion requests can be sent to us by email or postal mail as follows:
Mail: 330 John Carlyle St, Ste 200, Alexandria, VA 22314
If you are in the European Union (“EU”), you may also contact your supervisory authority to lodge a complaint regarding if you have any issues with how we are processing your data.
Cancellation of Fees Paid Using Electronic Communication:
Should you wish to cancel the payment of fees paid online, via eFax, or phone please contact us at 703-836-7114 x203.