Excel Screen LLC
Designated Employer Representative (DER) Training Platform
This Privacy Policy explains what personal information Excel Screen LLC collects through excelscreentraining.com, why we collect it, who we share it with, how long we keep it, and the choices you have. It applies to the DER training website and course. It does not cover the separate DOT drug and alcohol testing consortium services offered at xcelscreen.com, which operate under their own policy.
Excel Screen LLC (“Excel Screen,” “we,” “us,” or “our”) is an Ohio limited liability company that operates the online Designated Employer Representative (DER) training platform at excelscreentraining.com (the “Platform”). We are the party responsible for the personal information described in this Policy.
This Policy applies to information we collect when you visit the Platform, create an account, purchase and take the DER training course, receive a certificate of completion, or contact us for support. It does not apply to information collected by third parties whose services we use — such as our payment processor or Google — beyond what we describe here, and it does not apply to the consortium services at xcelscreen.com.
Payment card data
We do not collect, process, or store your full payment card number, CVV, or bank account number. Card details are entered directly with our third-party payment processor and are handled under that processor's own security program and privacy policy. We receive only a confirmation and limited billing information.
We do not collect drug or alcohol test results, medical records, Clearinghouse query results, or driver qualification files through the Platform. The Platform is a training product; it is not a testing, records-management, or Clearinghouse system. Please do not send us test results or other sensitive employee records by email or through our contact form.
We and our service providers use cookies, local storage, and similar technologies for the following purposes:
| Type | What it does | Can you turn it off? |
|---|---|---|
| Strictly necessary | Keeps you signed in, secures your session, remembers your place in the course, and processes your purchase. | No — the Platform will not work without these. |
| Functional | Remembers preferences such as playback settings. | Yes, through your browser. |
| Analytics | Helps us understand which pages people visit and where they get stuck, so we can improve the course. | Yes — see Section 5. |
| Advertising & conversion | Measures whether an advertisement led to an enrollment, and may be used to show you our ads elsewhere. | Yes — see Section 5. |
Most browsers let you block or delete cookies through their settings. Blocking strictly necessary cookies will prevent you from signing in or taking the course. We honor the Global Privacy Control (GPC) signal where your browser sends one, treating it as an opt-out of advertising and analytics cookies for that browser.
| Purpose | Information used |
|---|---|
| Give you access to the course you purchased and save your progress | Account information, course activity |
| Issue, reissue, and verify your certificate of completion | Certificate information, course activity |
| Process your payment and prevent fraudulent or duplicate charges | Purchase information, device and log data |
| Send transactional messages — receipts, access details, certificate delivery, and course updates that affect you | Account information, purchase information |
| Respond to your support requests | Correspondence, account information |
| Keep the Platform secure, investigate abuse, and enforce our Terms | Device and log data, account information, course activity |
| Understand how the course is used and improve it | Course activity, device and log data, analytics cookies |
| Measure the effectiveness of our advertising | Advertising and conversion cookies, purchase information (see Section 5) |
| Send marketing email about our training and consortium services, where you have not opted out | Account information |
| Comply with legal obligations, respond to lawful requests, and establish or defend legal claims | Any of the above, as required |
We do not use your personal information to make automated decisions that produce legal or similarly significant effects about you, and we do not use your course activity to evaluate your employment performance on behalf of your employer beyond confirming whether you completed the training.
We advertise our training online and we measure whether those advertisements result in enrollments. To do that we use Google Ads conversion tracking and may use Google Analytics. These tools set cookies and collect device and usage information as described in Section 3.
Enhanced conversions — please read
Where enhanced conversion measurement is enabled, when you complete a purchase your email address is converted into an irreversible cryptographic hash in your browser and that hash is transmitted to Google so Google can match the purchase to an advertisement click. Your email address is not sent to Google in readable form, and Google's terms prohibit using the data for any purpose other than measuring our advertising. You can prevent this by declining advertising cookies, by sending a Global Privacy Control signal, or by using the opt-out tools below before purchasing.
Your choices:
Opting out of advertising cookies does not stop us from showing you ads; it stops those ads from being tailored using this information, and it stops the corresponding measurement.
The Platform offers sign-in with Google. When you use it, we receive only your name, email address, Google account identifier, and profile picture where available. We use that information solely to create and authenticate your account, to identify you within the course, and to issue your certificate.
Limited Use commitment
Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We do not use Google user data to serve advertising, we do not sell it, we do not transfer it except as necessary to provide or improve the Platform, to comply with applicable law, or as part of a merger or acquisition with notice to you, and we do not allow humans to read it except with your consent, for security purposes, to comply with applicable law, or where the data is aggregated and de-identified.
You can disconnect Excel Screen from your Google account at any time through your Google account's third-party access settings. Doing so does not delete your Excel Screen account or your certificate; to delete those, contact us as described in Section 11.
We share personal information only in the following circumstances:
We do not sell your personal information for money, and we have not done so in the preceding twelve months. We do not disclose your personal information to third parties for their own independent marketing purposes.
We want to be precise about one point, because several state privacy laws define these terms broadly: our use of advertising and conversion-measurement cookies described in Section 5 may be treated under some state laws as “sharing” personal information for cross-context behavioral advertising, or as a “targeted advertising” disclosure. You can opt out of that at any time using the mechanisms in Section 5, by sending a Global Privacy Control signal, or by contacting us at support@xcelscreen.com.
| Category | Retention |
|---|---|
| Enrollment and completion records, including certificates issued | At least five (5) years from the completion date, so that you and your employer can substantiate the training during a DOT audit or investigation. Retained longer where a legal claim, audit, or investigation is pending. |
| Account information | For as long as your account is active, and then as needed to maintain the completion record above. |
| Purchase and transaction records | Seven (7) years, to meet tax, accounting, and chargeback-dispute obligations. |
| Support correspondence | Up to three (3) years from the last message in the thread. |
| Server and access logs | Generally twelve (12) months, unless retained for a security investigation. |
| Marketing contact records | Until you unsubscribe, plus a suppression record kept indefinitely so we do not contact you again. |
When a retention period ends, we delete the information or de-identify it so it can no longer reasonably be linked to you. We may keep aggregated or de-identified statistics — such as how many people completed a module — indefinitely.
We use administrative, technical, and physical safeguards designed to protect personal information, including encryption of data in transit using TLS, access controls limiting staff access to what their role requires, authentication through established identity providers, and reputable hosting and payment vendors. We review access periodically and remove it when it is no longer needed.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You play a part as well: use a strong, unique password or Google Sign-In, do not share your credentials, and tell us promptly at support@xcelscreen.com if you believe your account has been accessed without permission. If we become aware of a breach affecting your personal information, we will notify you and any regulator as required by applicable law.
Regardless of where you live, you may ask us to:
To make a request, email support@xcelscreen.com from the address on your account, or write to us at the address in Section 18. We will respond within forty-five (45) days and may extend that period once where permitted, with notice to you. We may need to verify your identity before acting; for sensitive requests we will ask you to confirm from the account email address or to provide information matching our records. We will not discriminate against you for exercising these rights.
One limit on deletion
If you ask us to delete your account, we will remove your profile and course activity, but we may retain a minimal record that a certificate was issued to a named person on a given date, along with transaction records, for the periods described in Section 9. That record is what allows a certificate to be verified during a DOT audit, and we are permitted to retain it to comply with legal obligations and to establish or defend legal claims. Deleting your account does not entitle you to a refund; the enrollment fee is non-refundable under our Terms.
Several states give residents additional rights over personal information. If you are a resident of California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, or another state with a comprehensive consumer privacy law, you may have the right to confirm whether we process your personal information, to access and obtain a portable copy of it, to correct it, to delete it, to opt out of targeted advertising and of any sale or sharing, and to appeal a denied request. Ohio has not enacted a comprehensive consumer privacy law as of the effective date of this Policy; we extend the rights described in Section 11 to all users regardless of residency.
Exercising these rights. Use the contact details in Section 18, or the opt-out mechanisms in Section 5 for advertising. You may use an authorized agent where your state permits it; we will ask for proof of authorization.
Appeals. If we decline a request, you may appeal by replying to our decision with the word “Appeal” in the subject line; we will respond in writing within sixty (60) days with our decision and reasoning, and, where required, information about contacting your state attorney general.
Sensitive information. We do not collect Social Security numbers, driver's license numbers, precise geolocation, biometric data, health or medical information, or information about race, religion, or sexual orientation through the Platform. California “Shine the Light.” We do not disclose personal information to third parties for their own direct marketing purposes.
If you are an employer enrolling employees, you provide us their names and email addresses. You are responsible for having a lawful basis to give us that information and for telling your employees that you have done so. We process it on your behalf to create accounts, deliver training, and issue certificates, and we will confirm enrollment and completion status back to you as described in Section 7. We do not use your employees' information to market to them independently of our normal communications about the course they are enrolled in, and we do not sell it.
The Platform is a workplace compliance training product intended for adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us personal information, contact us at support@xcelscreen.com and we will delete it.
The Platform links to third-party resources, including federal agency websites such as the FMCSA Drug & Alcohol Clearinghouse. We do not control those sites and are not responsible for their privacy practices. Review the privacy policy of any site you visit from a link on our Platform.
The Platform is intended for use in the United States, and we store and process information in the United States. If you access the Platform from outside the United States, you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.
We may update this Policy. When we do, we will change the “Last Updated” date above and post the revised Policy on the Platform. If the changes are material — for example, a new category of sharing — we will give you notice by email to the address on your account or by a prominent notice on the Platform before the change takes effect. Your continued use of the Platform after the effective date constitutes acceptance of the revised Policy.
Questions about this Policy, or requests to exercise your rights, should go to:
Please write “Privacy Request” in your subject line so we can route it promptly.
Excel Screen LLC · Privacy Policy for excelscreentraining.com · Effective August 25, 2026