Privacy Policy

Last Updated: March 27, 2026

This Privacy Policy explains how information is collected, used, and protected when individuals access or use the Certified Wellness Coach Application Portal (“Portal”). The Portal supports administration of the Certified Wellness Coach certification program administered by the Office of Health Workforce Development within the California Health Care Access and Information (HCAI). The Portal is operated and maintained by OCHIN under contract with HCAI to support certification program administration.

Legal Authority and Compliance

Information collected through the Portal is maintained in accordance with applicable federal and California laws governing privacy, confidentiality, and access to public records. These laws and policies include, but are not limited to:

  • California Information Practices Act of 1977 (Civil Code section 1798 et seq.)
  • California Public Records Act (Government Code section 6250 et seq.)
  • Government Code sections 11015.5 and 11019.9
  • State Administrative Manual (SAM) § 5310.1
  • Statewide Information Management Manual (SIMM) 5310-A
  • Health and Safety Code section 1500 et seq.
  • Welfare and Institutions Code section 10850
  • California Civil Code section 1798.82 (Security Breach Notification)

Purpose of the Portal

The Portal allows individuals to create accounts, submit certification applications, upload documentation supporting eligibility, track application status, and communicate with program administrators. Information collected through the Portal is used solely for purposes related to administration of the Certified Wellness Coach certification program.

Information We Collect

Information collected may include:

  • Contact information such as name, email address, phone number, and mailing address
  • Education and professional history
  • Training program participation
  • Professional experience and supporting documentation
  • Certification application materials and uploaded documents
  • Application status and certification outcomes

Optional Demographic Information

Applicants may voluntarily provide demographic information to support workforce development evaluation and reporting. Examples may include race or ethnicity, gender identity, geographic region, and employment setting. Providing this information is optional and may be used in aggregated or de‑identified form.

How Information Is Used

Information collected through the Portal may be used to review certification applications, communicate with applicants, administer the certification program, and support program reporting and evaluation.

Information Sharing

Information submitted through the Portal may be shared with authorized personnel involved in program administration, including authorized staff within HCAI and authorized contractors supporting certification program operations. Personal information is not sold or used for marketing purposes.

Data Security

Administrative, technical, and physical safeguards are implemented to protect information submitted through the Portal. The Portal is hosted on infrastructure supported by WP Engine, which provides hosting services and business continuity protections.

Secure Data Transfers

Certain program reporting activities require secure transmission of program data. When required, information may be transferred using Secure File Transfer Protocol (SFTP) to authorized recipients.

Data Retention

Information submitted through the Portal is retained for five (5) years in alignment with program administration practices used by HCAI.

Questions

For questions regarding this Privacy Policy or the certification program, please contact: compliance@ochin.org.