1. Scope
This Privacy Notice describes how RecordAware LLC handles information on its website and in Trip Check, Career Check, account, payment, support, destination-request, newsletter, and professional-inquiry features. Trip Check availability depends on the customer's home state and supported destination and route. Career Check covers the careers and locations currently identified in the service. Coverage does not establish individual eligibility.
2. Information you provide
Depending on the features you use, we process a preferred name, email address, account-security information, trip and itinerary facts, career goals, education and experience, training constraints, and record, supervision, registration, licensing or medical-status answers relevant to the requested research. We also process optional notes, action progress, support and correction requests, destination requests, and communications you choose to submit. Professional inquiries include your name, organization, professional email, optional role and message, and selected area of interest. Do not submit client records or confidential case details through that form.
3. Data-minimization rule
Trip Check and Career Check are designed to use narrow facts rather than full case files. Do not enter Social Security numbers, victim identities, registry identifiers, complete criminal case files, police reports, passport images, passwords, medical records, or unnecessary sensitive details into notes, inquiry forms or other free-text fields. Answer only the questions needed for your selected Check.
4. Information generated by the service
We generate and process report identifiers, submitted-answer snapshots, research results, source references and verification dates, saved action status and notes, account and session activity, security events, order and payment identifiers, purchase access and bundle-redemption status, and technical records needed to operate and protect the service. Your notes and completion status are separate from RecordAware's findings and do not change the research result.
5. Browser storage
Browser storage supports saved or restored Trip Check workspaces, route context, checkout reconciliation and selected purchase options. Trip drafts stored in the browser are not encrypted by RecordAware’s account-storage encryption; protect your device and browser access. Privacy preferences are stored separately for up to 180 days and contain only your analytics choice, notice version and choice timestamp. If browser storage is unavailable, choices apply to the current page only and optional analytics defaults to off. Career Check answers may remain temporarily in the current tab until explicitly saved to a verified account; unsaved answers may clear on refresh. Account-saved reports and notes are stored separately from browser data. Clearing browser data or using Start fresh does not necessarily delete account records, purchases or a saved report.
6. How we use information
We use information to provide and personalize supported Checks, determine relevant research, save or resume supported work, process purchases and bundle benefits, display orders and receipts, protect accounts, provide support and corrections, maintain source and acceptance records, and troubleshoot the service. We use destination requests to inform research priorities and professional inquiries to respond to the requested contact. If you subscribe to updates, we use your subscription information to send those updates; you can use the unsubscribe option in those messages. We also retain records needed for applicable legal and accounting obligations.
7. Payments
Stripe processes hosted checkout and payment details. RecordAware receives transaction information such as the order, subtotal, discounts, tax, total, amount charged, payment and refund status, processor identifiers, and available receipt links to administer purchases. Full card numbers and card security codes are collected by the payment processor rather than through RecordAware's Check forms.
8. Service providers
We use service providers for hosting, databases, authentication, payments, email delivery, analytics and other technical operations. Information is processed by those providers as needed for their functions and under their applicable terms. Professional inquiry contents are sent to RecordAware's contact inbox through an email provider. Opening an external source, provider website or Stripe receipt takes you to a service governed by its own privacy notice. A professional inquiry does not grant its sender access to customer reports. We may disclose information when reasonably necessary to comply with law, respond to valid legal process, protect rights or investigate fraud or abuse.
9. Generative AI
The current Trip Check and Career Check workflows do not send customer criminal-history or Check-profile information to a generative-AI provider for report generation or model training. A materially different AI data flow would require updated notice and applicable product controls before that use.
10. Analytics and logs
Optional PostHog analytics is off until you choose Accept analytics. It measures visits to public Home and Learn views and clicks to start a Trip Check, using a temporary identifier held in page memory. We do not use session replay, console recording or automatic form-interaction capture. Assessment, report, account and checkout views are excluded from this optional measurement. Event properties are restricted to the event name, public view, deployment environment, a fixed website URL and technical delivery metadata such as an event timestamp and the public project key; query strings, fragments, referrers, supplied answers and personal identifiers are not included. Requests are processed by PostHog’s US-hosted service, which necessarily receives network information such as your IP address; location enrichment is disabled for these events. Google Analytics and Vercel browser analytics are not loaded by this version of the site. Essential security and operational logs remain separate from optional analytics. You can decline or withdraw optional analytics through Privacy preferences on the website, without losing account, assessment or purchase functionality. We respect Global Privacy Control by keeping optional analytics off. Other Do Not Track signals do not separately control collection. Browser privacy settings and blocking tools may also affect collection. Earlier site versions used Google Analytics, Vercel Analytics and PostHog, including session replay; those providers may retain earlier records under the retention settings and deletion processes applicable to them.
11. Sale and targeted advertising
RecordAware does not sell Trip Check or Career Check profile information or use that profile information for targeted advertising.
12. Retention
We retain information as reasonably necessary for its purpose. Saved reports, answers, action progress and notes support reopening purchased work. Account and security records, transactions, policy acceptance, fraud or abuse records, and records needed for disputes or legal compliance may have different or longer retention periods. Inquiry delivery records support duplicate protection and delivery handling; inquiry email may remain in the contact inbox. Clearing local browser data does not remove server or email records.
13. Access, correction and deletion requests
For access, correction or deletion requests, email recordawareguide@proton.me. We may need to verify your identity before acting. Describe the request and relevant account or order without sending passwords, full card numbers or unnecessary case information. Some information may be retained for security, transaction records, legal compliance, disputes or an auditable purchase and acceptance record. Applicable privacy rights remain available under the law that applies to you.
14. Security
We use account authentication, two-step verification for protected access, session controls and access restrictions. Saved Career Check answers and notes use encryption in storage. No online service guarantees absolute security. Protect your credentials, verification and recovery codes, devices, and any report you choose to download or share.
15. Children
Accounts and paid Checks are intended for adults aged 18 or older. Do not create an account for a child. When a minor-related fact is relevant to a travel rule, provide only the adult-supplied age-band or relationship information specifically requested.
16. Changes
Material changes receive an updated version and date. Checkout records the policy versions presented for that purchase. Prior purchases retain their recorded acceptance information. Changes to this notice do not by themselves authorize a new use of previously collected information contrary to the notice or applicable law.
17. Contact
Email recordawareguide@proton.me for privacy, access, correction and deletion questions. Please send only the information needed to identify and explain your request.