Privacy policy

1. Operator and scope

Information Protection Solutions International operates the Personnel Security System at clearedreporting.com. This notice describes our handling of website, account and service information. For personnel records submitted on a facility’s behalf, the facility determines the purposes and authorized users; we provide the service on its instructions. Contact your facility’s security office for its employee notice and record-handling requirements.

2. Information collected and purposes

• Accounts and facility administration: name, work email, sign-in credentials, authentication information, organization, CAGE code, clearance level, roles and designated contacts, to establish accounts and administer access.
• Personnel submissions: foreign relationships and contacts, travel and itineraries, training and certificates, reportable events, review notes, employment and onboarding information, and contract assignments entered by authorized users. These support the facility’s personnel reporting and review workflows. Submissions may include information about other people.
• Document processing: information provided to complete official forms, including sensitive identity fields where requested, is processed to generate and deliver documents to the facility’s configured destination. Destination copies are subject to the facility’s own access and retention rules. Do not include unnecessary sensitive information in narrative fields or attachments.
• Payments and communications: payment-provider transaction and subscription references, support correspondence, newsletter recipient addresses and issue delivery information, to administer subscriptions, respond to requests and send communications.
• Technical information: session and browser storage, request and diagnostic information, and service audit records, to operate the service, troubleshoot problems and investigate misuse.

Provide information only when you are authorized to do so. Do not enter classified information, CUI, export-controlled technical data, or information prohibited by your organization’s handling rules.

3. Sharing and service providers

Records are made available to the facility’s authorized users according to their assigned access. We use service providers for hosting and account services (Lovable Cloud), payment processing (Stripe), bulletin delivery (Resend), and configured document delivery (such as Microsoft 365). Provider handling is subject to their applicable terms and the service configuration. General newsletter base content is generated with an AI service; personnel submissions are not part of that newsletter-generation prompt.

We do not sell personnel data or use it for targeted advertising. We may disclose information when legally required, to protect rights or investigate misuse, or in a business transfer subject to applicable legal safeguards. We do not publish facility personnel records as public website content.

4. Retention and security

Retention depends on the record category, the facility’s instructions, applicable legal obligations and legitimate service needs. There is no single automatic deletion period for all records. Account closure does not necessarily erase audit records, backups, transaction records or copies already delivered to a facility. Contact us to arrange a documented retention, export or deletion request; restrictions and outstanding legal obligations may apply.

No online service can guarantee absolute security. Facilities must verify that the hosted environment and their configured destinations meet their own contract and data-handling obligations before using them. This notice is not a certification, government authorization or assurance that any particular regulated information may be hosted here.

5. Privacy requests and state rights

Depending on your location and applicable law, you may have rights to access, correct, delete or obtain a copy of personal information, restrict certain uses, or appeal a request decision. California rights may include knowing categories and specific pieces of information collected and disclosed, correction, deletion, and applicable sale/sharing or sensitive-information choices. Virginia rights, where applicable, may include access, correction, deletion, portability, certain opt-outs and appeal. We do not sell personnel data or use it for targeted advertising.

Email celeste@ipsi-global.com with your request and facility name, or write to the address below. Do not send an SSN, passport, password or other sensitive identity documents by ordinary email. We may request proportionate verification, accept an authorized agent where required, and coordinate with your facility when it controls the records. We respond within the period required by applicable law. To appeal, use the same contact with “Privacy appeal” in the subject. Where the law permits, you may also complain to the relevant regulator. We do not discriminate for exercising applicable privacy rights.

6. Communications and browser storage

Account and necessary service/security notices are distinct from optional promotional communications. Use the unsubscribe link in a monthly bulletin to stop future bulletin emails without signing in, or email celeste@ipsi-global.com from the recipient address with “Unsubscribe from security bulletin.” We retain an email suppression preference to honor your choice. Your facility may still require training or security-awareness participation through other channels. See our cookie and browser-storage notice.

7. International users and children

This is an employment-oriented service for adult users, not a service directed to children under 13. Do not create accounts for children. Service providers may process information outside your jurisdiction. Before using the service for EU/EEA or UK personnel, the facility must arrange any required processing agreement and lawful international-transfer mechanism with us; this notice alone does not supply those arrangements.

8. Changes and contact

We will post updated notices with a new effective date and provide additional notice where required by law. Material new uses require any notice or consent required by applicable law.

Information Protection Solutions International
8401 Mayland Dr Ste 4106, Richmond, VA 23294, US
celeste@ipsi-global.com