Privacy Policy

Iconic LMS LLC ("Iconic LMS," "we," "us," or "our") provides a compliance learning management platform designed specifically for skilled nursing facilities (SNFs). This Privacy Policy explains our practices regarding the collection, use, and disclosure of information through our website and software platform.

This policy applies to administrators, directors of nursing, regional leadership, and frontline facility staff (such as CNAs and nurses) who access or use the platform.

We collect information to deliver role-based compliance training, generate audit-ready documentation, and maintain platform security:

We use the information we collect solely for legitimate operational and educational purposes:

• Training Administration: To enroll staff in mandatory courses, track inservice requirements, and automate recurring due dates.
• Survey Readiness: To generate audit-ready training binders, policy sign-off sheets, and competency logs for state surveys.
• Service Communication: To send account confirmations, demo schedules, and critical administrative updates.
• Platform Security: To authenticate authorized users, prevent unauthorized access, and detect suspicious activity.
• Continuous Improvement: To evaluate course performance, enhance mobile CNA workflows, and improve platform reliability.
• Legal Compliance: To satisfy tax, legal, and operational record-keeping requirements.

When a facility uploads employee rosters, assigns training, and validates competencies, the facility determines how that data is used and controls the training records. Iconic LMS processes this information strictly according to the facility's instructions and our service agreement.

Frontline healthcare workers with questions about their training history, certificates, or corrections to their employee profile should contact their facility administrator or Director of Nursing directly.

We do not sell, rent, or monetize your personal information. We share information only under strict operational boundaries:

• Authorized Service Providers: Trusted third-party vendors who provide infrastructure hosting, secure database management, transactional email delivery, and AI voice and media generation used to produce course content under strict confidentiality and security terms.
• Your Facility & Organization: Facility administrators and designated corporate regional leadership have administrative access to staff training records under their organization.
• Legal & Regulatory Demands: When required to comply with a valid court order, subpoena, law, or regulatory request.
• Corporate Transactions: In connection with a potential merger, acquisition, or asset reorganization, subject to the recipient agreeing to honor this Privacy Policy.

We maintain facility records and staff training transcripts for as long as your facility maintains an active subscription. This ensures historical training compliance records remain accessible during state health department survey cycles.

Upon termination or non-renewal of an account, facilities have an opportunity to export their complete training records and survey binders. After this transition period, data is securely archived or de-identified in accordance with our operational retention standards.

We employ comprehensive administrative, technical, and physical safeguards designed to protect workforce training data against unauthorized access, loss, or alteration:

• Encryption: Data in transit is protected using industry-standard TLS encryption protocols.
• Access Controls: Role-based access restrictions ensure staff only access training relevant to their department and facility.
• Network Protection: Infrastructure is hosted in SOC-compliant data center facilities with continuous monitoring and firewalls.
• Authentication: Secure password hashing and session management across web and mobile device logins.

While we implement robust security standards, no internet-connected platform can guarantee absolute immunity from threats.

Our website uses essential session cookies and performance telemetry to maintain user authentication, remember facility interface preferences, and analyze platform performance.

You can configure your browser to block or alert you about cookies; however, disabling essential session cookies may prevent you from logging in or saving course progress properly.

Depending on applicable jurisdiction, individuals may have rights to access, inspect, update, or request deletion of personal information held about them.

Because training transcripts, competency validations, and policy sign-offs are controlled by your skilled nursing facility as part of their regulatory survey obligations, requests regarding staff training records should be submitted directly to your facility's administration.

Iconic LMS is an enterprise B2B workforce compliance platform intended exclusively for adult healthcare professionals and facility staff. We do not knowingly solicit or collect information from individuals under 18 years of age.

We may update this Privacy Policy periodically to reflect evolving platform capabilities or regulatory requirements. When revisions occur, we will update the "Last updated" timestamp at the top of this document. Continued use of Iconic LMS following notification of material updates constitutes acknowledgment of the revised policy.

For any questions regarding this Privacy Policy, our data practices, or to reach our compliance team, please contact: