Last Updated: January, 2024

1. Purpose:

To outline the measures and procedures in place to protect the privacy and information security of learners' records in the Certified AI Specialist program, ensuring compliance with IACET standards and demonstrating the program's commitment to safeguarding sensitive learner information.

2. Scope:

Applies to all personnel involved in the input, maintenance, release, and issuance of learners' records, including Program Administrators, IT Support Team, and any third-party service providers.

3. Guiding Principles:

Confidentiality: Learners' records are treated as confidential and are only accessible to authorized personnel with a legitimate need for access.

Integrity: Learners' records are maintained accurately and securely, with measures in place to prevent unauthorized modification or deletion.

Availability: Learners' records are made available to authorized parties, including the learners themselves, in a timely and secure manner.

4. Information Input and Maintenance:

Learner information is collected and entered into the secure record-keeping system by authorized Program Administrators.Access to the record-keeping system is restricted based on user roles and permissions, which are regularly reviewed and updated by the IT Support Team.All personnel with access to learners' records are required to use strong, unique passwords and follow best practices for information security, such as logging out of the system when not in use.Regular backups of the record-keeping system are performed to ensure data integrity and protect against loss or corruption of learners' records.

5. Release and Issuance of Learners' Records:

Learners' records, including certificates of completion and transcripts, are only released to the individual learner or authorized third parties with the learner's explicit written consent.Requests for the release of learners' records must be submitted in writing to the Program Administrators, who will verify the identity of the requesting party and the legitimacy of the request. In the event of a legal or regulatory requirement, the Program Director may authorize the release of learners' records to third parties, following the established confidentiality and security protocols.When learners' records are released, the Program Administrators will notify the learner in writing, specifying the information released, the recipient, and the purpose of the release.

6. Personnel Training and Awareness:

All personnel involved in the input, maintenance, release, and issuance of learners' records are required to complete training on this policy and related information security best practices. Training is conducted upon hire and annually thereafter, with additional training provided as needed to address changes in the policy or information security landscape.Personnel are required to acknowledge their understanding of and commitment to adhering to this policy in writing.Any violations of this policy by personnel will result in disciplinary action, up to and including termination of employment.

7. Third-Party Service Providers:

When third-party service providers are involved in the maintenance or processing of learners' records, the Program Director will ensure that the provider has appropriate privacy and security measures in place.Contracts with third-party service providers will include provisions for maintaining the confidentiality and security of learners' records, as well as compliance with relevant laws and regulations.

8. Continuous Improvement:

This policy will be reviewed annually by the Program Director and IT Support Team to ensure its continued effectiveness and alignment with industry best practices and regulatory requirements. Feedback from learners, personnel, and other stakeholders will be considered during the review process, and updates will be made as necessary to enhance the privacy and security of learners' records.