Privacy Policy

1. Overview

CertiSend is a web application designed to facilitate certificate template design, participant roster management, individual PDF credential compilation, and bulk email distribution using user-managed SMTP servers. This Privacy Policy details how we handle account data, uploaded participant rosters, certificate designs, and email credentials.

2. Information We Collect

When you create an account, we collect your name, email address, and a securely salted bcrypt cryptographic password hash. We never store plaintext account passwords.

When creating campaigns, you upload participant data which typically includes participant names, email addresses, institution or college affiliations, and optional custom metadata required for certificate personalization.

3. Protection of SMTP Credentials

Users can configure their own SMTP email sending details (such as host, port, username, and password). All SMTP passwords are encrypted using authenticated AES-256-GCM encryption before persistence in our database. The encryption key is stored strictly on the server in protected environment variables and is never shared with client-side code, logs, or third parties. Stored credentials are only decrypted in temporary server memory during active message delivery.

4. File Storage and Generated PDFs

Uploaded certificate designs (PNG, JPG, or PDF) and generated participant PDF certificates are maintained in secured server storage for the duration of your campaign. Access to download files requires account authorization verifying ownership of the campaign.

5. Public Certificate Verification

Certificates generated by the platform include a unique identifier. Anyone possessing this identifier can check the validity of the certificate on the public verification page. To protect participant privacy, the verification page displays only the recipient name, event title, issue date, and validity state. Recipient email addresses and owner details are never exposed on public verification endpoints.

6. Data Retention and Deletion

You maintain ownership of your data. When you delete a campaign or participant from your dashboard, all associated database records and underlying stored files (design templates, generated PDFs, and batch logs) are immediately purged from the server filesystem and database.

7. Privacy Inquiries

For any questions regarding this policy or data processing practices, please contact the platform administrator at: