Privacy Policy

Last updated: April 2, 2026

Overview

CoolHIPAA LLC ("we," "us," or "our") operates the CoolHIPAA platform at coolhipaa.com. We take your privacy seriously — especially given that we serve healthcare organizations. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

Information We Collect

Account Information

When you create a CoolHIPAA account, we collect your name, email address, and organization details. If you complete our onboarding quiz, we also collect your work setting, job role, experience level, and learning preferences to personalize your training experience.

Training Data

As you progress through CoolHIPAA training, we collect course progress, assessment results, gem collection status, and completion data. This information is used to track your compliance progress, generate certificates, and improve the training experience.

Usage Data

We automatically collect standard usage data including browser type, device type, pages visited, and interaction patterns. This helps us improve the platform and ensure it works well across devices.

How We Use Your Information

  • Deliver and personalize your HIPAA training experience
  • Track course progress and generate completion certificates
  • Provide compliance reporting to your organization's administrators
  • Send important updates about your training or account
  • Improve and optimize the CoolHIPAA platform
  • Respond to support requests and communicate with you

Data Sharing

We do not sell your personal information. We share data only in these limited circumstances:

  • Your Organization: If your employer or organization provides CoolHIPAA training, administrators may see your completion status, assessment results, and compliance progress.
  • Service Providers: We use trusted third-party services (hosting, database, email) that process data on our behalf under strict confidentiality agreements.
  • Legal Requirements: We may disclose information if required by law, court order, or governmental regulation.

Data Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS) and at rest, row-level security in our database, and secure authentication via Supabase. While no system is 100% secure, we are committed to protecting your data with the same rigor we teach in our training.

HIPAA Compliance Note

CoolHIPAA is a HIPAA compliance training platform. We do not process, store, or transmit Protected Health Information (PHI) on behalf of covered entities. Training progress data (names, emails, quiz scores) is not PHI. If your organization requires a Business Associate Agreement (BAA) for any reason, please contact us at support@coolhipaa.com.

Data Retention

We retain your account and training data for as long as your account is active or as needed to provide services to your organization. Certificates are retained indefinitely to support compliance verification. You can request deletion of your account data by contacting us.

Cookies & Tracking

We use essential cookies to maintain your session and remember your login state. We do not use third-party advertising trackers. We may use analytics tools to understand how the platform is used, and these tools use cookies that collect anonymized usage data.

Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your account and associated data
  • Opt out of non-essential communications
  • Export your training data in a portable format

To exercise any of these rights, contact us at support@coolhipaa.com.

Children's Privacy

CoolHIPAA is designed for healthcare professionals and is not intended for children under 16. We do not knowingly collect information from children under 16.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of CoolHIPAA after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at support@coolhipaa.com.

CoolHIPAA LLC
4601 E. Douglas Ave. STE 150, Wichita, KS 67218