Privacy, Record Retention & Data Path Policy

A legal disclaimer:

This course is provided by Academy of Education to meet the six-hour Continuing Education (CE) requirements for Direct Care Workers (DCWs) employed by AHCCCS-approved provider agencies.
The materials, videos, and resources in this course are intended solely for internal staff training and compliance purposes.

All course content, examples, and reference materials are for educational use only and should not be considered legal or medical advice.
While every effort has been made to ensure accuracy and compliance with the Arizona Health Care Cost Containment System (AHCCCS) and Division of Developmental Disabilities (DDD) policies, Academy of Education and its affiliates make no warranties, express or implied, regarding the completeness or applicability of this information.

By participating in this course, learners acknowledge that:

Completion of this training does not substitute for or fulfill the initial 90 days from hire date, Direct Care Worker Training and Testing Program, which must be completed through an AHCCCS-approved training entity.
Reproduction, resale, or public distribution of this material without written consent is strictly prohibited.
All rights to original content remain with their respective creators.

Privacy Policy - the basics

The Academy of Education respects your privacy.

Information Collected
We collect your name, email, and course activity for training and recordkeeping purposes only.
How We Use Information
Information is used solely to manage course participation, issue certificates, and maintain compliance records for AHCCCS and DDD-approved provider agencies.
Data Protection
Your information is stored securely and is not shared, sold, or disclosed to third parties, except as required by law or compliance review.
Retention
Training and certificate records are retained by the Academy of Education for compliance verification.

Record Retention & Data Path Policy

1. Record Retention Purpose
Academy of Education retains training records to verify completion, compliance, and ongoing eligibility for Direct Care Worker (DCW) Continuing Education credit as required by AHCCCS and DDD program standards.

2. Record Types Stored
We securely retain the following data for each learner:

Full name, email address, and agency affiliation.
Course enrollment and completion date/time.
Quiz results, certificates issued, and unique certificate IDs.
Correspondence related to enrollment or verification.

3. Retention Duration
Training completion records and issued certificates are retained for a minimum of five (5) years from the date of completion or as long as required by AHCCCS, DDD, or the learner’s employing agency—whichever period is longer.

4. Data Path and Storage Location
All training activity passes through a controlled and auditable data path:

Learning Management System (LMS): Course progress and scores are logged in the Academy of Education system.
Cloud Storage: Certificates and completion data are archived in encrypted storage managed by Academy of Education (Google Cloud or equivalent HIPAA-aligned service).
Agency Record Transfer: Summary completion data (name, course title, completion date, certificate ID) is transmitted securely to the participant’s employer or authorized agency contact.

5. Access and Control
Only authorized administrators may access learner records. Records are never shared with third parties except as required for:

State or agency audit verification, or
Compliance with legal or regulatory obligations.