Records Policy

Wastewater Academy, the training arm of Wastewater Solutions, Inc., keeps a record of every online course completion so that we can reprint certificates, answer questions from certifying bodies, and report continuing education credit where a course is approved. This page explains what we keep. It was last updated on October 28, 2026.

What we keep

Enrollment: the name you enroll with (the name on your certificate), your email address, and for Indiana operators your certificate or apprentice number, certificate class and expiration date, mailing address and telephone numbers. We also keep the date, time and internet address of the enrollment and your statement that you are the person taking the course.
Participation: study time logged in each module, module check results, and final quiz attempts and scores.
Course evaluation: your ratings and comments. These are stored without your name, under a short registration reference.
Certificates: certificate number, course, date completed, score, instructor, contact hours, the course approval number where there is one, and the Indiana certificate number where given.
Payment: the payment reference from our payment provider. We never see or store your card number.

How long we keep it

We keep course and certificate records for 7 years after the course is completed. This is longer than the 4 years Indiana requires for continuing education records (327 IAC 5-23). After 7 years the records are deleted.

Backup

Course records are stored on our web server in folders that cannot be opened from the web. A copy is made at least weekly and kept off the web server, in storage controlled by Wastewater Solutions, Inc.

Reporting credit

When a course is approved for continuing education credit in a state, we use these records to report your credit to that state as its rules require. For Indiana, the course provider reports completions to IDEM within 90 days, using the State Form 51139 information you give at enrollment. Credit is reported only for approved courses, and only once for the same course in the same certificate renewal period. We report nothing for a course that is not yet approved.

Who can see your records

Only Wastewater Academy staff and the instructor, and the certifying body when we report your credit or it asks to verify a completion. We do not sell or share your records. See our privacy notice for the rest of the site.