Privacy Policy

Introduction

The ICONIC Board of Holistic Health ("ICONIC Board," "the Board," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website, submit a credential application, hold an active credential, or otherwise interact with our platform and services.

This Privacy Policy applies to all website visitors, credential applicants, active and former credential holders, institutional partners, and any other individuals who interact with ICONIC Board platforms, including the practitioner directory, credential verification system, and continuing education portal.

By using our services or submitting personal information to the ICONIC Board, you consent to the practices described in this Privacy Policy. We encourage you to read this document carefully and contact us if you have any questions.

Information We Collect

We collect several categories of information to administer our credentialing programs, maintain our directory, and improve our services.

Personal Identification Information

• Full legal name and any professional names or aliases
• Email address (personal and professional)
• Phone number
• Mailing address and business address

Professional Information

• Current and prior credentials, certifications, and licenses
• Education history, including degrees, institutions, and graduation dates
• Practice details, including specialty areas and practice locations
• National Provider Identifier (NPI), if applicable
• Professional references and endorsements

Application Materials

• Academic transcripts and training certificates
• Professional certifications from other bodies
• Letters of reference or recommendation
• Portfolio materials and case studies
• Continuing education documentation

Payment Information

Payment transactions are processed through third-party payment processors. We do not store full credit card numbers, CVV codes, or bank account details on our servers. We retain transaction records including amounts, dates, and confirmation numbers for accounting and audit purposes.

Usage Data

• IP address and approximate geographic location
• Browser type, version, and operating system
• Pages visited, time spent on pages, and navigation paths
• Referring and exit URLs
• Cookie identifiers and device fingerprints

Communications

• Emails sent to and received from ICONIC Board addresses
• Support tickets and help desk interactions
• Chatbot conversations and live chat transcripts
• Survey responses and feedback submissions

How We Use Your Information

We use the information we collect for the following purposes:

• Credential Administration. Process credential applications, renewals, reinstatements, and continuing education verification.
• Public Directory. Maintain the ICONIC Board Practitioner Directory, enabling the public and employers to verify active credentials.
• Communications. Notify you about credential status changes, renewal deadlines, continuing education requirements, and important policy updates.
• Payment Processing. Process application fees, renewal fees, and other charges; issue receipts and maintain financial records.
• Service Improvement. Analyze usage patterns to improve website functionality, user experience, and the efficiency of our credentialing processes.
• Professional Development. Send relevant information about continuing education opportunities, conferences, workshops, and professional resources.
• Legal Compliance. Comply with applicable laws, regulations, and legal processes, and to establish, exercise, or defend legal claims.
• Terms Enforcement. Enforce our Terms of Service, Code of Professional Conduct, and other agreements.

Public Directory

Credential holders with active status are listed in the ICONIC Board Practitioner Directory, which is publicly accessible to support credential verification by employers, clients, and other interested parties.

Information Displayed Publicly

• Professional name
• Credential designation and tier (e.g., IBC-HHP™)
• City and state of practice
• Specialty area(s)
• Credential status (active, lapsed, suspended, or revoked)

Opt-Out of Optional Fields

While the core directory listing (name, credential, and status) cannot be removed during active credential status, you may opt out of displaying optional fields such as specialty area and city through your account portal. Your credential status will remain verifiable regardless of opt-out preferences.

Information Sharing

The ICONIC Board does not sell, rent, or trade your personal information to third parties for marketing purposes. We share your information only in the following limited circumstances:

Service Providers

We engage trusted third-party service providers to support our operations, including payment processors, email delivery services, cloud hosting providers, and customer support platforms. These providers are contractually obligated to protect your data and may only use it for the purposes we specify.

Regulatory Bodies

We may disclose information to regulatory bodies, law enforcement agencies, or government authorities when required by law, subpoena, court order, or other legal process, or when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of the ICONIC Board or the public.

Credential Verification Requesters

In response to legitimate verification requests from employers, healthcare organizations, insurance providers, and other authorized parties, we confirm credential status only (active, lapsed, suspended, or revoked). We do not disclose application materials, personal contact information, or disciplinary details in response to verification requests.

Institutional Partners

We may share limited information with accredited schools, training programs, and institutional partners, but only with your explicit consent or as necessary to administer programs in which you have enrolled.

Data Security

The ICONIC Board implements comprehensive technical and organizational measures to protect the confidentiality, integrity, and availability of your personal information.

Technical Safeguards

• Encryption at Rest. Sensitive data is encrypted using AES-256 encryption standards.
• Encryption in Transit. All data transmitted between your browser and our servers is protected using SSL/TLS encryption protocols.
• Access Controls. Role-based access controls ensure that only authorized personnel can access personal information, and only to the extent necessary for their role.
• Audit Logging. All access to sensitive data is logged and monitored for unauthorized access attempts.

Organizational Safeguards

• Regular security assessments and vulnerability testing
• Employee training on data protection and privacy practices
• Incident response procedures for data breach notification
• SOC 2 Type II compliant practices for data handling and storage

Data Retention

We retain personal information for the periods necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, and resolve disputes.

After the applicable retention period expires, we will securely delete or anonymize the data in accordance with our data destruction procedures. Anonymized data that cannot be used to identify any individual may be retained indefinitely for statistical and analytical purposes.

Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access. Request a copy of the personal information we hold about you.
• Correction. Request correction of inaccurate or incomplete personal data.
• Deletion. Request deletion of your personal information, subject to our retention requirements and legal obligations.
• Opt-Out of Marketing. Unsubscribe from marketing communications at any time using the link provided in each email or by contacting us directly.
• Data Portability. Request a machine-readable copy of your data for transfer to another service provider.
• Withdraw Consent. Where processing is based on consent, withdraw your consent at any time (without affecting the lawfulness of prior processing).

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know. Request disclosure of the categories and specific pieces of personal information we have collected, the sources from which it was collected, the business purpose for collecting it, and the categories of third parties with whom we share it.
• Right to Delete. Request that we delete personal information we have collected from you, subject to specified exceptions.
• Right to Opt-Out of Sale. The ICONIC Board does not sell personal information. However, you have the right to direct us not to sell your information in the future.
• Right to Non-Discrimination. We will not discriminate against you for exercising any of your CCPA rights.

To exercise any of these rights, submit a request through your account portal or contact us at privacy@iconicboard.health. We will respond to verified requests within thirty (30) days.

Cookies and Tracking

Our website uses cookies and similar tracking technologies to enhance your browsing experience and collect usage data. For comprehensive details about our cookie practices, please refer to our Cookie Policy.

Categories of Cookies

• Essential Cookies. Required for basic site functionality, including session management, authentication, and security features. These cookies cannot be disabled.
• Analytics Cookies. Help us understand how visitors interact with our website by collecting information about page views, traffic sources, and user behavior. This data is aggregated and anonymized.
• Preference Cookies. Remember your settings and preferences (such as language selection and display options) to provide a more personalized experience on return visits.

You can manage cookie preferences through your browser settings or our cookie consent tool. Note that disabling certain cookies may affect website functionality.

Children's Privacy

The ICONIC Board's services are designed for adult professionals and are not directed to individuals under the age of eighteen (18). We do not knowingly collect personal information from children under 18.

If we become aware that we have inadvertently collected personal information from an individual under 18, we will take immediate steps to delete that information from our records. If you believe that a minor has provided personal information to us, please contact us at privacy@iconicboard.health so we can take appropriate action.

International Data Transfers

The ICONIC Board is based in the United States, and all personal information is processed and stored on servers located in the United States. If you are accessing our services from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States.

By using our services or submitting personal information, you consent to the transfer of your data to the United States, where data protection laws may differ from those in your country of residence. We take appropriate measures to ensure that your personal information receives an adequate level of protection regardless of where it is processed.

Changes to This Policy

The ICONIC Board may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make changes, we will:

• Post the revised Privacy Policy on our website with an updated effective date
• Provide at least thirty (30) days advance notice for material changes via email to credential holders
• Clearly indicate the nature of the changes in the revision notice

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after the effective date of a revised policy constitutes your acceptance of the updated terms.

Contact

For questions, concerns, or requests related to this Privacy Policy or the handling of your personal information, please contact us through the following channels:

• Privacy Inquiries: Visit our support page or email privacy@iconicboard.health
• Data Access Requests: Submit through your credential holder account portal
• CCPA Requests: Contact privacy@iconicboard.health with subject line "CCPA Request"