Terms of Service & Business Associate Agreement

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1. The service

Care Training Portal ("the Service," "we," "us") provides an online platform for home-care agencies ("you," "the Agency") to deliver caregiver training, track completion, issue certificates, and maintain training records. The curriculum is built to cover the Illinois Department on Aging (IDOA) Community Care Program 24-hour initial and 12-hour annual training requirements. We do not provide legal, medical, or compliance advice, and the Agency remains responsible for its own regulatory obligations and for verifying that its training program meets all applicable state requirements.

2. Accounts & access

We create an Agency account and a first administrator login during onboarding. The Agency is responsible for keeping login credentials secure, for the accuracy of the data it enters, and for the actions of its administrators and caregivers. Each Agency's data is isolated; administrators can access only their own Agency's caregivers and records.

3. Fees & billing

Fees are a one-time setup charge plus a per-certificate charge for each certificate issued (initial and annual), as described on our pricing page. Payments are made offline by invoice. Prepaid training seats are credited to the Agency once payment is received. Fees are non-refundable once a certificate has been issued.

4. Acceptable use

• Enroll only caregivers your Agency is authorized to train and manage.
• Do not share logins or allow one person to complete training on another's behalf.
• Do not misuse, copy, or redistribute the training content outside the Service.

5. Privacy & data

We collect only the information needed to operate the Service: names, email addresses, hire dates, training progress, exam results, and certificates. We do not sell personal information. Data is stored with access controls so that each Agency sees only its own records. The Agency may request export or deletion of its data, subject to record-retention requirements.

6. Business Associate Agreement (HIPAA) — summary

To the extent the Service processes Protected Health Information (PHI) on the Agency's behalf, Care Training Portal acts as a Business Associate and the Agency as a Covered Entity (or its Business Associate). Under the BAA executed at onboarding, we agree to:

• Use and disclose PHI only as permitted by the BAA and applicable law, and only as needed to provide the Service.
• Implement reasonable administrative, physical, and technical safeguards to protect PHI.
• Report to the Agency any use, disclosure, or security incident involving PHI of which we become aware, without unreasonable delay.
• Ensure that any subcontractors who handle PHI agree to the same restrictions.
• Make PHI available to support the Agency's access, amendment, and accounting obligations.
• Return or destroy PHI when the agreement ends, where feasible.

The Agency is responsible for obtaining any consents required from its caregivers and clients and for its own HIPAA obligations.

7. Records & certificates

Certificates and training records are generated from the data and completions recorded in the Service. The Agency is responsible for retaining records for the period required by law (generally a minimum of three years) and for confirming the records meet its own survey and audit needs.

8. Disclaimers & liability

The Service is provided "as is." We make no warranty that use of the Service alone satisfies any specific regulatory approval or survey outcome. To the maximum extent permitted by law, our total liability is limited to the fees paid for the Service in the prior twelve months.

9. Contact

Questions about these terms or the BAA: info@caretrainingportal.com.