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Be Prepared Education LLC

CREDMINDER

Enterprise Acceptable Use Policy

Last Updated: April 2, 2026

This Acceptable Use Policy ("AUP") governs the use of CredMinder Enterprise by Organizations, Admins, and Employees. This AUP supplements the CredMinder Enterprise Terms of Service Addendum and the base CredMinder Terms and Conditions. Violation of this AUP may result in suspension or termination of the Enterprise subscription.

By using the Enterprise Service, all users agree to comply with this AUP.

1. Permitted Uses

CredMinder Enterprise is designed for organizational credential management and compliance tracking. The following uses are permitted and encouraged:

  • Tracking and managing professional credentials, licenses, certifications, and related documents for the Organization's workforce.
  • Configuring Required Credentials and expiration monitoring thresholds for the Organization's compliance needs.
  • Monitoring organizational compliance status through the Admin Dashboard.
  • Generating compliance reports for internal use, audits, accreditation reviews, and regulatory inspections.
  • Sending notifications to Employees regarding credential status, new requirements, and compliance reminders.
  • Exporting compliance reports and employee rosters for organizational recordkeeping.
  • Onboarding new Employees by generating and distributing Access Codes.

2. Prohibited Uses

The following uses of the Enterprise Service are strictly prohibited:

2.1 Protected Health Information

⛔ Using the Enterprise Service to store, transmit, or process Protected Health Information ("PHI") as defined under HIPAA is prohibited. This includes but is not limited to:

  • Patient records, medical diagnoses, or treatment plans.
  • Health plan enrollment or claims data.
  • Any document that contains information linking an individual to a health condition or healthcare service.

The Service is intended solely for professional credentials and licensure documents, not patient or healthcare data. Uploading PHI is a material violation of the Enterprise Terms of Service and may result in immediate termination of the Enterprise subscription.

2.2 Discrimination and Harassment

  • Using credential data or compliance status to discriminate against Employees on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.
  • Using the notification system to harass, threaten, intimidate, or coerce Employees.
  • Retaliating against any Employee for exercising their rights under the Enterprise Service (such as unlinking from the Organization or revoking credential visibility).

2.3 Unauthorized Access and Data Misuse

  • Accessing, attempting to access, or assisting others in accessing credential data that an Employee has not shared with the Organization.
  • Circumventing or attempting to circumvent the credential visibility controls that Employees use to manage what data is shared.
  • Sharing, selling, renting, or distributing shared credential data to any third party for any purpose other than direct organizational compliance management.
  • Using Employee credential data for marketing, solicitation, employment screening for third parties, or any purpose unrelated to the Organization's own workforce compliance.
  • Sharing Admin login credentials with unauthorized individuals or allowing unauthorized access to the Admin Dashboard.

2.4 Technical Abuse

  • Using bots, scrapers, or automated tools to access the Service or extract data, except through documented and authorized APIs.
  • Attempting to reverse engineer, decompile, or disassemble any portion of the Service.
  • Introducing viruses, malware, or any code designed to disrupt or compromise the Service.
  • Attempting to overload, stress-test, or deliberately degrade the performance of the Service.
  • Accessing or probing the Service's infrastructure, security systems, or other users' data outside the scope of normal Enterprise Service use.

2.5 Other Prohibited Activities

  • Reselling, sublicensing, or providing access to the Enterprise Service to any organization other than the subscribing Organization.
  • Knowingly uploading, encouraging, or facilitating the upload of fraudulent, falsified, or forged credentials.
  • Using the Service for any unlawful purpose or in violation of any applicable law or regulation.
  • Impersonating another person, Organization, or Admin within the Service.

3. Administrator Responsibilities

Admins have elevated access within the Enterprise Service and bear additional responsibilities:

  • Legitimate purpose: Admins must use their access solely for legitimate organizational compliance management purposes. Accessing Employee credential data for personal curiosity, non-business reasons, or to share with unauthorized individuals is prohibited.
  • Credential security: Admins must not share their login credentials with other individuals. Each Admin must use their own authenticated account.
  • Timely deactivation: Admins must promptly deactivate Employees who are no longer authorized to participate in the Organization's Enterprise plan (such as terminated employees or employees who have transferred to a different department).
  • Lawful configuration: Admins are responsible for ensuring that Required Credential configurations are appropriate, lawful, and non-discriminatory. Required Credentials should reflect genuine regulatory, licensing, or organizational requirements.
  • Data retention compliance: Admins must configure data retention policies in accordance with their Organization's legal and regulatory requirements.
  • Notification responsibility: Admins should use the notification and reminder tools responsibly. Excessive, threatening, or harassing use of notifications is prohibited.
  • Incident reporting: Admins must promptly notify the Company if they become aware of any unauthorized access to the Admin Dashboard, credential data, or any suspected security breach.

4. Employee Guidelines

Employees participating in an Organization's Enterprise plan should:

  • Provide accurate data: Enter credential information accurately and keep it up to date. Knowingly providing false or misleading credential information is prohibited.
  • Protect account access: Maintain the security of their personal CredMinder account credentials. Do not share account passwords or allow others to access the app using their account.
  • Respect the Access Code: Use the Access Code provided by the Organization solely to link their own account. Sharing Access Codes with unauthorized individuals is prohibited.
  • Report concerns: Employees who believe their Organization is misusing the Enterprise Service, accessing data they have not shared, or otherwise violating this AUP may report concerns to the Company (see Section 7).

5. Content Standards

All content uploaded to the Enterprise Service (including credential information, images, notes, and organization profiles) must comply with the content restrictions set forth in the base CredMinder Terms and Conditions. Additionally:

  • Credential images must depict legitimate professional credentials, licenses, certifications, or identification documents. Images of unrelated content are prohibited.
  • Organization profiles must accurately represent the subscribing Organization. Fictitious or misleading organization information is prohibited.
  • Notes fields on credentials should contain information relevant to the credential. Using notes fields to store unrelated data, particularly sensitive personal or health information, is prohibited.

6. Enforcement

6.1 Investigation

The Company reserves the right to investigate suspected violations of this AUP. Investigations may include reviewing audit trail entries, examining usage patterns, and contacting the Organization's Super Admin for information.

6.2 Remedial Actions

If a violation of this AUP is confirmed, the Company may take one or more of the following actions, depending on the severity and nature of the violation:

  • Warning: Issue a written warning to the Organization's Super Admin identifying the violation and requesting corrective action.
  • Suspension: Temporarily suspend access to the Admin Dashboard or specific Enterprise features pending resolution of the violation.
  • Termination: Terminate the Enterprise subscription in accordance with the Enterprise Terms of Service Addendum. Termination for a material AUP violation (such as PHI storage or credential data misuse) may be immediate and without prior warning.
  • Law enforcement referral: Report illegal activity to the appropriate law enforcement authorities.

6.3 No Waiver

The Company's failure to enforce any provision of this AUP at any time does not constitute a waiver of that provision or the right to enforce it in the future.

7. Reporting Violations

If you believe that any user (including your Organization's Admins) is violating this AUP, you may report the concern to:

By email: support@bepreparededu.com

Online: www.bepreparededu.com/contact

Reports will be reviewed and investigated in confidence to the extent practicable. The Company will not disclose the identity of the reporting party to the Organization without the reporter's consent, unless required by law. The Company prohibits retaliation against any individual who reports an AUP violation in good faith.

8. Changes to This Policy

The Company may update this AUP from time to time. When material changes are made, the Company will notify the Organization's Super Admin via email at least thirty (30) days before the changes take effect. The updated AUP will be published at the URL specified in the Enterprise documentation. Continued use of the Enterprise Service after the effective date of changes constitutes acceptance of the updated AUP.

9. Relationship to Other Documents

This AUP is incorporated by reference into the CredMinder Enterprise Terms of Service Addendum. In the event of a conflict between this AUP and the Enterprise Addendum, the Enterprise Addendum controls. The content restrictions in the base CredMinder Terms and Conditions continue to apply to all users in addition to this AUP.

This Acceptable Use Policy is effective as of April 2, 2026 and applies to all Organizations, Admins, and Employees using the CredMinder Enterprise Service.