Scope & Overview
ClearPoint Screening Solutions ("ClearPoint," "we," "us," or "our") operates as a consumer reporting agency and drug testing collection service. This Privacy Policy applies to personal information collected through our website at clearpointscreening.com, our screening and testing services, and any other interactions you have with us.
By using our website or services, you agree to the collection and use of information as described in this policy. If you do not agree, please discontinue use of our services.
FCRA Notice: Because ClearPoint functions as a consumer reporting agency under the Fair Credit Reporting Act (FCRA), additional legal protections apply to you. See Section 5 for details on your FCRA rights, or review our separate FCRA Summary of Rights.
Information We Collect
We collect different categories of information depending on whether you are a client employer, a subject individual (job applicant or employee being screened), or a general website visitor.
From Client Employers & Businesses
- Company name, address, and contact details
- Names and contact information of authorized representatives
- Billing and payment information
- Service agreement details and testing program preferences
From Subject Individuals (Applicants / Employees)
- Full legal name, date of birth, and Social Security Number
- Current and previous addresses
- Employment history and education records
- Drug and alcohol test results (collected via certified laboratory partners)
- Criminal, civil, and motor vehicle records obtained through lawful channels
- Government-issued identification
- Signed consent and authorization forms
From Website Visitors
- Contact form submissions (name, email, phone, company, message)
- IP address, browser type, and referring URL (via cookies and analytics)
- Pages visited, time on site, and general usage patterns
ClearPoint does not sell, rent, or trade personal information to third parties for marketing or commercial purposes. Any sharing of information is strictly limited to providing our services or as required by law.
How We Use Information
We use the information we collect for the following purposes:
- To process and fulfill screening, background check, and drug testing orders
- To verify the identity of individuals being screened
- To communicate with clients and applicants about test results, order status, and compliance requirements
- To maintain accurate records required under the FCRA, DOT regulations, and applicable state laws
- To issue invoices, process payments, and manage client accounts
- To respond to inquiries submitted through our website contact form
- To improve our website and services through aggregated, non-identifiable analytics
- To comply with legal obligations, court orders, or regulatory requests
We do not use personal information for automated decision-making or profiling outside the scope of the screening services you have authorized.
How We Share Information
We share personal information only in the limited circumstances described below:
With Authorized Clients
Background check and drug test results are shared with the employer or organization that lawfully requested the screening, in accordance with a valid authorization signed by the subject individual.
With Service Partners
We work with SAMHSA-certified laboratories, third-party background data providers, and medical review officers (MROs) who process information solely to deliver our services. These partners are contractually bound to handle data in compliance with applicable law.
With Regulatory & Legal Authorities
We may disclose information when required by law, subpoena, court order, or to cooperate with government or regulatory investigations, including DOT compliance audits.
Business Transfers
If ClearPoint is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction, subject to equivalent privacy protections.
We never share consumer report information with unauthorized third parties or use it for any purpose other than the permissible purposes defined under the Fair Credit Reporting Act.
FCRA & Consumer Reports
ClearPoint operates as a consumer reporting agency (CRA) as defined by the Fair Credit Reporting Act, 15 U.S.C. § 1681 et seq. This means significant legal protections apply to the consumer reports we compile and furnish.
Permissible Purpose Requirement
We only furnish consumer reports to clients who have a permissible purpose under the FCRA, such as employment screening. All clients must certify their permissible purpose and agree to use reports only for lawful purposes.
Authorization Requirement
Before conducting a background check on any individual, we require the requesting employer to obtain a valid written authorization from that individual, separate from any employment application.
Adverse Action Process
Employers who intend to take adverse action (e.g., decline to hire) based in whole or in part on a consumer report must follow the two-step FCRA adverse action process: providing a pre-adverse action notice with a copy of the report and Summary of Rights, followed by a final adverse action notice after a reasonable waiting period.
For a full description of your rights as a consumer under the FCRA, please review our FCRA Summary of Rights →
Data Security
We implement administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. Our measures include:
- Encrypted transmission of sensitive data (TLS/SSL)
- Access controls limiting data to authorized personnel only
- Secure storage of physical records and chain-of-custody documentation
- Vetting and contractual obligations imposed on all third-party service partners
- Regular review of our security practices
While we take security seriously, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we will notify affected individuals and authorities as required by law in the event of a data breach.
Data Retention
We retain personal information for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, and resolve disputes. Specific retention practices include:
- Drug test records: Retained in accordance with DOT regulations (minimum 5 years for positive results, 1 year for negatives) or applicable state law
- Background check records: Retained as required by the FCRA and applicable state law, generally not to exceed 7 years after the last date of service
- Client account information: Retained for the duration of the business relationship plus a reasonable period thereafter
- Website contact submissions: Retained for up to 2 years or until the inquiry is fully resolved
When personal information is no longer needed, we securely dispose of it through appropriate means such as shredding physical records or permanently deleting digital records.
Your Rights
Depending on your relationship with us and applicable law, you may have the following rights:
Access & Correction (FCRA)
If we have prepared a consumer report about you, you have the right to request a copy of that report and to dispute any information you believe is inaccurate, incomplete, or outdated. We will investigate and correct or delete inaccurate information within 30 days as required by the FCRA.
Right to Know
You may request information about what personal data we hold about you and how it is being used.
Right to Delete
In certain circumstances, you may request deletion of your personal information. Note that we may be required to retain certain records under the FCRA, DOT regulations, or other applicable law.
Opt-Out of Marketing
If you receive marketing communications from us, you may opt out at any time by following the unsubscribe instructions in the communication or by contacting us directly.
Submit a written request to: [email protected]
Please include your full name, contact information, and a description of your request. We will respond within 30 days. We may need to verify your identity before fulfilling certain requests.
Cookies & Tracking
Our website uses cookies and similar tracking technologies to improve your browsing experience and analyze site traffic. These may include:
- Essential cookies: Required for the website to function properly
- Analytics cookies: Help us understand how visitors use our site (e.g., Google Analytics, aggregated and anonymized)
We do not use advertising or behavioral tracking cookies. You can control or disable cookies through your browser settings; however, doing so may affect some website functionality.
Minors
Our services are intended solely for use by businesses and adult individuals in connection with lawful employment screening. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently received information from a minor, please contact us immediately and we will take appropriate steps to delete it.
Policy Changes
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.
Your continued use of our services after any changes constitutes your acceptance of the updated policy.
Contact Us
If you have questions, concerns, or requests related to this Privacy Policy or your personal information, please reach out to us:
Get In Touch
Our team is available Monday through Friday, 8am – 6pm. Urgent privacy matters will be addressed as promptly as possible.