This Privacy Policy describes how Medical Licensing, LLC (“Medical Licensing,” “we,” “us,” or “our“) collects, uses, shares, and protects personal information through our website at medicallicensing.com and related subdomains, applications, and online services (collectively, the “Site“), and in connection with our administrative licensing and credentialing services.
This Privacy Policy is incorporated by reference into our Terms of Service. By using the Site, you agree to the practices described in this Privacy Policy. If you do not agree, do not use the Site.
1. Scope.
This Privacy Policy applies to Personal Information we collect through the Site, in pre-engagement communications, and in connection with our services. If we have entered into a separate written agreement with you (such as a Service Agreement), the terms of that agreement may modify or supplement this Privacy Policy with respect to the matters addressed in that agreement.
2. Information We Collect.
We collect personal information that identifies, relates to, describes, or is reasonably capable of being associated with you (“Personal Information“). The categories of Personal Information we collect include:
(a) Identifiers. Name, postal address, email address, telephone number, professional license numbers, National Provider Identifier (NPI) numbers, account credentials, and similar identifiers.
(b) Professional and Educational Information. Medical school and post-graduate training records, examination scores, professional license history, current and prior employment, professional references, continuing medical education (CME) records, and similar credentialing information.
(c) Government-Issued Identifiers. Social Security numbers, driver’s license numbers, passport numbers, and similar identifiers, when needed for licensing applications and credentialing verifications.
(d) Background and Credentialing Information. Criminal background information, malpractice history, board sanctions, peer reviews, and information from third-party credentialing databases (such as the National Practitioner Data Bank, Federation of State Medical Boards, AOA/AMA, and FCVS).
(e) Financial Information. Billing and payment information. We do not retain credit card or bank account numbers; payment information is collected and stored by Stripe, our third-party payment processor.
(f) Site Use and Device Information. IP address, browser type and language, operating system, device identifiers, pages viewed, links clicked, time spent on pages, referring URL, cookie data, and similar usage and technical information collected automatically when you visit the Site.
(g) Communications. Content of your communications with us, including emails, support inquiries, chat messages, and recordings of customer service calls (where lawful and disclosed at the time of the call).
(h) Other Information You Provide. Any other information you choose to share with us through the Site, forms, or communications.
Sensitive Personal Information.
Some of the Personal Information we collect — including Social Security numbers, government-issued identifiers, professional license history, criminal background information, and similar credentialing data — constitutes “sensitive personal information” under California law and other applicable privacy laws. We collect such information solely for the purpose of providing licensing and credentialing services and do not use it for purposes other than those for which it was collected (or compatible business purposes). California residents have the right to limit our use and disclosure of sensitive Personal Information to specific business purposes (see “Your Privacy Rights” below).
Sources of Information.
We collect Personal Information from:
- You directly, when you submit forms, communicate with us, or use the Site;
- Your authorized representatives (for example, employers requesting services on your behalf);
- Third-party verifiers, credentialing databases, and Licensing Boards (with your authorization under our Terms of Service);
- Automated technologies on the Site (cookies, web beacons, server logs); and
- Service providers who help us operate the Site or services.
3. How We Use Personal Information.
We use Personal Information for the following business purposes:
- Providing administrative licensing and credentialing services;
- Communicating with you about inquiries, accounts, services, billing, and updates;
- Processing payments and managing accounts;
- Operating, maintaining, securing, and improving the Site and services;
- Marketing our services (subject to your opt-out rights);
- Detecting and preventing fraud, security incidents, and other harmful activities;
- Complying with applicable laws, regulations, and legal processes;
- Defending or asserting legal claims;
- Enforcing our Terms of Service and any Service Agreement; and
- Aggregating or anonymizing data for analytics, benchmarking, research, marketing, and reporting purposes (such aggregated or anonymized data does not identify you and is not Personal Information).
4. How We Share Personal Information.
We share Personal Information with the following categories of recipients:
(a) Service Providers. Third parties who provide services to us — such as payment processing (Stripe or similar payment processing service), document management, email and SMS communication providers, IT and security services, credentialing software platforms, and similar vendors — under contractual obligations of confidentiality and limited use.
(b) Licensing Boards, Credentialing Bodies, and Verifiers. To whom we submit applications and information on your behalf, with your authorization under our Terms of Service or Service Agreement.
(c) Affiliates. Entities under common ownership with Medical Licensing, who may assist in providing services.
(d) Legal and Regulatory. To comply with subpoenas, court orders, governmental requests, applicable laws, or to defend or assert legal claims.
(e) Business Transfers. In connection with any merger, acquisition, consolidation, reorganization, or sale of all or substantially all of our assets or business.
(f) With Your Direction or Consent. To other parties at your direction or with your consent.
No Sale of Personal Information.
We do not sell Personal Information for monetary consideration. To the extent any sharing of Personal Information may be considered a “sale” or “sharing” under the California Consumer Privacy Act (“CCPA”) or other applicable law, we provide California residents the right to opt out of such sale or sharing as described under “Your Privacy Rights” below.
5. Cookies and Tracking Technologies.
We use cookies, web beacons, and similar tracking technologies on the Site for the following purposes:
- Strictly Necessary: required for Site functionality, including session management and security.
- Performance and Analytics: help us understand how the Site is used (e.g., Google Analytics or similar services).
- Functional: remember your preferences, settings, and prior interactions.
- Marketing: track engagement with our marketing materials (subject to your opt-out).
You may control cookies through your browser settings or, where available, through our cookie preferences tool on the Site. Do Not Track: our Site does not currently respond to “Do Not Track” browser signals because no industry standard has been finalized.
6. Data Security.
We implement and maintain commercially reasonable administrative, technical, and physical safeguards designed to protect Personal Information from unauthorized access, use, alteration, or disclosure. However, no system can be guaranteed to be 100% secure, and we make no representation or warranty, express or implied, that our safeguards will prevent every form of unauthorized access or that any specific security standard, framework, or certification (including without limitation SOC 2, ISO 27001, NIST, HITRUST, or PCI DSS) applies to our systems.
In the event of a security incident affecting Personal Information that requires notification under applicable law, we will provide notice in accordance with applicable law. You are responsible for maintaining the security of your account credentials, devices, and communications channels, as further described in our Terms of Service.
7. Data Retention.
We retain Personal Information for as long as necessary to fulfill the purposes for which it was collected, including providing our services, complying with our legal, audit, and regulatory obligations, resolving disputes, defending legal claims, and enforcing our agreements. Specific retention periods vary based on the type of information and the purpose of collection. Following termination of services, we may continue to retain Personal Information as described in our Terms of Service or any applicable Service Agreement, including without limitation copies stored in routine backup systems, copies required to be retained by law, and copies reasonably necessary to defend against actual or potential claims.
8. Your Privacy Rights.
General Rights (Applies Where Required by Law).
To the extent provided by applicable law (including for California residents under the CCPA/CPRA and residents of other states with comparable privacy laws), you may have the following rights regarding your Personal Information. Users in jurisdictions without applicable privacy laws may not be entitled to these rights, but we may, at our discretion, honor reasonable requests:
- Right to Access / Know: request information about the Personal Information we have collected about you, the categories of sources, the purposes for collection, and the categories of recipients with whom we share.
- Right to Delete: request deletion of certain Personal Information, subject to legal exceptions (for example, information we are required to retain by law or that is reasonably necessary to defend legal claims).
- Right to Data Portability: request that Personal Information you provided to us be delivered to you in a portable, structured, and machine-readable format, where technically feasible.
- Right to Opt-Out of Sale or Sharing: opt out of any sale or sharing of Personal Information (we do not sell Personal Information).
- Right to Non-Discrimination: we will not discriminate against you for exercising your privacy rights.
How to Exercise Your Rights.
To exercise any of these rights, contact us at [email protected] (please mark your communication “Privacy Request”) or by mail at the address listed at the end of this Privacy Policy. We may need to verify your identity before responding to a request, typically by confirming information you previously provided to us. We will respond to verifiable requests within the time required by applicable law. For California residents, this is generally within forty-five (45) days under the CCPA, with one possible extension of up to forty-five (45) additional days where reasonably necessary, with notice to you. Other users may receive responses on a reasonable timeline at our discretion.
Additional Rights for California Residents.
If you are a California resident, in addition to the rights above, you have the following additional rights under the California Consumer Privacy Act (“CCPA“) and the California Privacy Rights Act (“CPRA“):
- Right to Correct: request correction of inaccurate Personal Information.
- Right to Limit Use of Sensitive Personal Information: direct us to limit our use and disclosure of sensitive Personal Information to specified business purposes.
- Authorized Agents: You may designate an authorized agent to submit privacy requests on your behalf. We may require the agent to provide proof of authorization (such as a written, signed authorization or power of attorney) and may require you to verify your identity directly with us.
Categories of Personal Information Disclosed. The categories of Personal Information we collect, sources, business purposes, and categories of third-party recipients are described above in Sections 2 through 4. In the twelve (12) months preceding the Effective Date of this Privacy Policy, we have collected each of the categories of Personal Information described in Section 2; we have used such Personal Information for the business purposes described in Section 3; we have shared such Personal Information with the categories of recipients described in Section 4; and we have not sold any Personal Information for monetary consideration.
California “Shine the Light” Law: Once per calendar year, California residents may request a list of Personal Information disclosed to third parties for those third parties’ direct marketing purposes during the prior calendar year. We do not currently disclose Personal Information to third parties for those third parties’ own direct marketing purposes.
9. Children’s Privacy.
The Site and our services are not intended for or directed at individuals under eighteen (18) years of age. We do not knowingly collect Personal Information from minors. If you believe we have collected Personal Information from a minor, please contact us at [email protected], and we will review such information and take appropriate action, which may include deletion.
10. HIPAA Status.
Medical Licensing performs administrative licensing and credentialing services only. We do not provide healthcare services. Medical Licensing is not a “covered entity” or a “Business Associate” under the Health Insurance Portability and Accountability Act (“HIPAA”), and we do not maintain, and will not enter into, a Business Associate Agreement with any user. If you transmit Protected Health Information (PHI) to us, such transmission is unauthorized and at your sole risk.
11. Communications and Marketing.
By providing your contact information through the Site, in any form, or through any communication, you consent to receive communications from Medical Licensing related to your inquiries and our services, including via email, telephone calls, and text messages (SMS). Marketing communications may be sent via email or SMS using auto-dialed, automated, or pre-recorded methods. Message and data rates may apply.
You may opt out of marketing communications at any time by:
- Clicking “unsubscribe” in any marketing email;
- Replying STOP to any marketing SMS; or
- Contacting us at [email protected].
You cannot opt out of transactional or service-related communications (such as billing, account, or service notices) while you have an active account or engagement with us.
12. Third-Party Sites and Services.
The Site may contain links to or integrate with third-party websites, services, or applications. This Privacy Policy does not apply to those third parties, who have their own privacy policies and practices. We are not responsible for the privacy practices, content, or actions of any third party.
13. International Users.
The Site is operated from and intended for users in the United States. We do not target the Site at users outside the United States, and we do not represent that the Site is appropriate or available for use outside the United States. Users outside the United States access the Site at their own initiative and are responsible for compliance with their local laws. If you are located in the European Union, United Kingdom, or other jurisdiction with comprehensive privacy laws (such as GDPR), please do not provide Personal Information to us through the Site.
14. Changes to This Privacy Policy.
We may update this Privacy Policy from time to time. The updated version will be posted on the Site with a revised Effective Date. Your continued use of the Site after the updated version is posted constitutes acceptance of the updated Privacy Policy. You are responsible for periodically reviewing this Privacy Policy.
15. Governing Law and Disputes.
This Privacy Policy is governed by the laws of the State of Florida, without regard to conflict of laws principles. Any disputes regarding this Privacy Policy or the privacy practices of Medical Licensing will be resolved as set forth in our Terms of Service, including the Dispute Resolution and Class Action and Jury Trial Waiver provisions therein.
16. Contact us
If you have questions, concerns, or requests regarding this Privacy Policy or your Personal Information, please contact us:
- Medical Licensing, LLC
- Attn: Privacy Officer
- 2450 Hollywood Blvd, Suite 503
- Hollywood, FL 33020
- Email: [email protected]
- Phone: (800) 849-2168
For privacy-specific requests, please mark your communication “Privacy Request”.