CareCertify LLC ("CareCertify," "we," "us," or "our") operates 245DCompliance.com (the "Site"), which presents our Certify245D compliance software, CareCertify training, payroll (early access) and consulting services. This Privacy Policy explains what information we collect through the Site, how we use and share it, and the choices you have. We do not sell personal information.
1. Scope of this policy
This policy covers information collected through the Site — its pages, contact and request forms, the AI website assistant, live chat, demo booking, the package quiz and the testimonial page.
It does not cover information agencies store in our products. Client records, employee records, protected health information and other data that a customer agency enters into Certify245D, CareCertify or payroll are governed by that agency's subscription agreement and, where applicable, our Business Associate Agreement with the agency — not by this policy.
2. Please don't send health information through the Site
The Site is for questions about our products and services. Please do not enter client names, PMI numbers, dates of birth, diagnoses or any other health information about the people your agency serves into our forms, the website assistant or live chat. If you need to discuss a specific client situation, contact us and we will arrange an appropriate way to do so.
3. Information we collect
Information you give us
- Contact and request forms: name, agency name, email, phone, the topic of your request and your message.
- Website assistant: the messages you type and the assistant's replies (see section 5).
- Lead and callback requests from the assistant: name, agency, email, phone, preferred days and times, any note you add, your package-quiz answers if you took the quiz, the page you were on, and a copy of your chat conversation.
- Live chat: what you type in a live chat with our team, and any name or email you provide there (see section 6).
- Demo bookings: the name, email, phone and appointment details you enter on our Microsoft Bookings page (see section 7).
- Starting a subscription: the "Start setup" form on our Get Started page sends your agency name, your name and your email directly to our application at app.245dcompliance.com; this website does not store them. Everything you enter after that — agency details, signed agreements, payment (handled on a Stripe-hosted page) and your employee list — happens in the application and is governed by your subscription agreement, not this policy.
- Testimonials: name, email, role, agency, rating, the testimonial text, how you choose to be credited, what services you use, and a record of your consent (see section 8).
Information collected automatically
- IP address and approximate location, browser and device type, pages visited, time on site, and the referring website or search.
- Campaign details in the link you arrived from (for example, "utm" parameters from an ad or email), which we attach to any request you submit so we know how you found us.
- Cookies and similar technologies (see section 10).
4. How we use information
- Answer your questions, respond to requests, schedule and hold demos, and prepare proposals.
- Operate the website assistant and hand you off to a person when you ask.
- Publish testimonials you have approved, credited the way you chose.
- Send occasional emails about our services and Minnesota 245D compliance updates (you can opt out at any time — see section 9).
- Understand how the Site is used and improve it, and measure how well our marketing works.
- Protect the Site and its users — for example, limiting how often any one connection can use the assistant or submit forms.
- Comply with law.
5. The AI website assistant
The chat assistant on the Site is an automated artificial-intelligence tool, not a person. To generate replies, the messages in your conversation are sent to our AI provider, Anthropic, PBC, which processes them on our behalf. The assistant's answers can be incomplete or wrong; see our Terms of Use.
- In your browser: the conversation is kept in your browser's session storage so it follows you from page to page. It is cleared when you close the browser tab, or when you click "start over."
- On our servers: we do not save the conversation unless you submit a request from the chat (a demo request, callback, question or quiz result). When you do, we save the request with a copy of the conversation and email it to our team.
- Abuse protection: to limit misuse, we keep a one-way coded version of your IP address for up to one hour to count requests. It is not linked to your name.
6. Live chat
When you ask the assistant for a person, we open a live chat provided by tawk.to. The tawk.to script loads on our pages so the chat is ready when needed, and tawk.to may set cookies and collect technical information even if you don't open a chat. Messages you send in live chat, and any name or email you provide there, are processed and stored by tawk.to so our team can reply. When we hand you off, we pass along the page you were on and your last few questions to the assistant so you don't have to repeat yourself. Please see tawk.to's privacy policy for how it handles information.
7. Demo booking
Demo appointments are scheduled through Microsoft Bookings and held on Microsoft Teams. The booking page may appear inside our Site, but it is provided by Microsoft, and the details you enter are processed by Microsoft under its privacy statement and shared with our team so we can hold the demo.
8. Testimonials
- We publish a testimonial only after you tick the consent box on our testimonial page (or give us written permission another way), and only after we review it.
- We credit you the way you chose: full name, first name and last initial, or role only. Your email address is never published.
- We may correct spelling or shorten a testimonial slightly, but we won't change its meaning without your approval.
- Published testimonials may appear on the Site and in our marketing, and the website assistant may quote them word for word.
- You can ask us to change or remove your testimonial at any time. We'll take it off the Site promptly, though copies already shared elsewhere (for example, in a printed flyer) may take longer to phase out.
9. Marketing emails
If you contact us or submit a request, we may send you occasional emails about CareCertify services, compliance updates relevant to Minnesota 245D providers, and related resources. Each marketing email includes an unsubscribe link, or you can ask us to stop at any time. We do not send bulk email to addresses bought or obtained from third-party lists. Replies to requests you made — such as confirming a demo — are not marketing and are sent regardless.
12. Security
We use reasonable administrative, technical and physical safeguards to protect information submitted through the Site, including encrypted connections, access limited to our team, and spam and abuse protections. No method of transmission over the internet is completely secure, which is one more reason to keep health information out of website forms and chat. You can read how our products protect agency records on our Security page.
13. How long we keep information
- Requests, leads and chat transcripts you submit: as long as needed to respond and for our ongoing business relationship, and a reasonable period afterward for business records. You can ask us to delete them sooner.
- Chat conversations you don't submit: not stored on our servers; they stay in your browser until you close the tab.
- Abuse-protection counters: about one hour.
- Testimonials: until you ask us to remove them or we stop using them.
- Analytics data: up to 24 months.
- Live chat and booking records held by tawk.to and Microsoft are kept according to their settings and policies and our account with them.
14. Your choices and rights
You can ask us to:
- tell you what personal information we hold about you and give you a copy;
- correct information that is wrong;
- delete your information, unless we need to keep it for a legal reason;
- stop sending you marketing emails;
- remove or change your published testimonial.
Contact us using the details in the "Contact us" section below. We will respond within a reasonable time and may need to confirm your identity first. We will not treat you differently for making a request.
15. Children
The Site is intended for businesses and the professionals who work in them. It is not directed to children, and we do not knowingly collect personal information from children under 16. If you believe a child has given us information, contact us and we will delete it.
16. Links to other sites
The Site links to other websites, including Minnesota government resources, CareCertify.net and app.245dcompliance.com. This policy applies only to 245DCompliance.com. Please review the privacy policies of other sites you visit.
17. Changes to this policy
We may update this policy from time to time. We will post the updated version on this page with a new "last updated" date, and will highlight material changes on the Site.
18. Contact us
CareCertify LLC
Itasca County, Minnesota
Email: info@245dcompliance.com
Phone: (218) 301-8889
Or use our contact page.
Last updated September 27, 2026.