CPNW Services Terms of Use and Privacy Policy

Clinical Placements Northwest, a Washington nonprofit corporation, (“CPNW”) is committed to promoting the optimal clinical learning environment.

CPNW provides preclinical learning, clinical placement, and related services (“Services”) to students, faculty members, healthcare education programs, healthcare organizations, and others (“Subscribers” or “Users”) affiliated with healthcare education programs and healthcare organizations (“Facilities”). Facilities access the Services through individual users authorized by CPNW as “Facility Account Coordinators.” These CPNW Services Terms of Use and Privacy Policy (“Terms of Use and Privacy Policy”) applies to all Subscribers, Users, Facilities, and Facility Account Coordinators.

Please note that these Terms of Use and Privacy Policy only apply to the Services. CPNW may provide links to websites that are not operated by CPNW. Users who access a third-party website or service must recognize that these Terms of Use and Privacy Policy do not extend to that website or service, and that other standards and policies may apply. We encourage you to read the terms of use, privacy policies, and other policies which apply to such websites and services before using them. Continued access of CPNW or access of Services as defined in this document acknowledge your acceptance of these Terms of Use and Privacy Policy.

Terms of Use

Please read these Terms of Use and all other applicable policies carefully. If you have any questions about these Terms of Use or any other policies which apply to your use of the Services, please contact us at support@cpnw.org.

  1. Description of the Services

    CPNW online Services are accessed by Users through a password protected dashboard at www.cpnw.org. Only Users who are invited by a Subscriber Facility may create an account on the system. Services consist of those identified below and future enhancements. Additional terms will be made available at the time of release of new services. Those additional terms shall become part of your agreement with us if you use those services.

    1. Clinical Passport documents, instructions to be completed and submitted for verification.
    2. Health and safety requirements unique to each clinical site.
    3. Training modules required by the affiliated clinical locations in advance of a clinical learning experience.
    4. A record of successfully completed training modules that can be downloaded in PDF format as proof that training requirements have been met.
    5. Bi-monthly screening of two federal excluded provider lists. Each Facility will have access to a bi-monthly check of all students and faculty. Screening against these lists are federal and state requirements. Healthcare providers are prohibited from employing or contracting with excluded persons. Those that do are subject to significant fines and will not be paid by government healthcare programs for any services provided directly or indirectly by excluded individuals or organization. The data sources used will be:
      • Office of Inspector General (“OIG”) list of Excluded Individuals and Entities (“LEIE”).
      • General Services Administration (“GSA”) System for Award Management (“SAM”).
    6. User administrative interface for Facility Account Coordinators. This interface will include:
      • Access to an account review, approval, deactivate, and archive interface. Coordinators must verify that User requests are affiliated with their organization and eligible to open an Account.
      • Access to limited identifying information to confirm request is accurate and legitimate. Information must match registration/employment records at the affiliated Facility approving accounts.
      • Access to reports of compliance requirement completion for each program in the applicable Facility.
      • Access to an on-demand bi-monthly report that checks students/faculty against the OIG and SAM excluded providers’ lists.
  2. Account Registration

    Registration procedures are different for Users and Facility Account Coordinators.

    1. User Registration

      In order to create a User account, the following procedures apply:

      • The eligible user must obtain a registration access code from the CPNW affiliated Facility where their account application will be made.
      • The eligible user must identify their user type and the program/unit they will be part of at the affiliated Facility.

      Step 1: Creation of Username and Password:

      • The applicant accesses the CPNW application webpage by going to www.cpnw.org and clicking on the registration link at the top of the webpage.
      • The applicant will be redirected to the registration webpage and will start the application process by inputting their access code in the registration form.
      • The applicant will tab out of the access code field and verify they have input the correct code by viewing the registration message above the access code input box. The message should state Facility, program/unit, and User type. It will also state the User fee, if any, that will be collected as the final step in the process. If any information is incorrect, the User should contact their Facility for the correct code.
      • The applicant completes the information required on the registration webpage, including a valid email and a password meeting CPNW requirements. This email address and password will serve as the account login. (The email address used during registration will be the permanent username and cannot be changed after registration except by special request to CPNW from the Facility Account Coordinator. If an incorrect email is used, the Facility Account Coordinator must decline the request and the applicant must start the registration process from the beginning.)
      • The applicant also submits a secondary text-phone or email for confirmation of the request. An account authentication code will be transmitted to text-phone or email. At every login the User will be required to request and input an authentication code as a second step in the login process.
      • The applicant must then submit their information, thus creating their username and password.
      • After creation of their username and password, the applicant must verify their email by accessing a link sent to them at the email used on the registration form.

      Step 2. First Login and Creation of User Profile

      The account request is not complete until the applicant completes the consent and their profile.

      • After confirmation of their email, the applicant will be directed to the login form at www.cpnw.org. The applicant must log in using the just-created username and password and the two-step authentication. Every login will require the two-step process.
        • Step 1. Enter username and password
        • Step 2. Enter verification code
      • After login, the applicant must review and accept the User consent form. Once accepted, the applicant will be directed to the User profile page.
      • The applicant must complete the required biographical and contact fields. ALL INFORMATION SUBMITTED MUST BE TRUE, CORRECT, AND COMPLETE.
      • CPNW will transmit the account request to the Facility associated with the applicant for verification of identity.
      • A Facility Account Coordinator must confirm the applicant’s identification information and User type. If the Account Coordinator does not confirm all information, the application will not be processed further and the applicant is notified electronically. Applicants can correct their identification information. This process will repeat until the Facility Account Coordinator confirms all information.
      • If an applicant has used the wrong access code, school, or email address, the coordinator must decline the application. Selecting the decline option deletes the entire incorrect application record.
      • When all information is complete, CPNW will transmit an email to the applicant that the account has been approved. The applicant, who is now a Subscriber, may then sign in to the Services with the username and password created in the account application process.
      • If an applicant is a self-pay user, the account approval message will contain a link for electronic payment. Following payment, the applicant is a Subscriber and may then login to the Services with the username and password created in the account application process.
    2. Facility Account Coordinator Registration

      To establish a Facility Account Coordinator, the affiliated Facility shall submit a facility account request using the online form located at the following link: https://cpnw.org/Schools. The request should include information for every program that will need access and shall designate primary and secondary coordinators for each program. CPNW will then create an account code for each program/unit at the Subscriber Facility. Below is an example of the Account Request form:

      • Technical support will contact each designated account coordinator by email to schedule online training. Coordinator training may include creation of the coordinator account, instructions on the role and responsibilities of the coordinator, and the User access codes for the coordinators assigned program(s).
      • It is the responsibility of each Facility and its account coordinators to provide access only to eligible Subscribers. This is a clinical learning experience onboarding and management application. Persons not directly connected with the process should not be granted accounts.
      • ALL Access codes should be provided directly to those eligible to apply for accounts. The access codes should never be published on any public website or document.
      • Account coordinators are required to maintain user confidentiality under all FERPA or HIPPA guidelines that apply to their organization.
      • At no time should an account coordinator share their access information.
  3. Account Suspension/Termination
    1. User Suspension/Termination
      • A User’s access privileges may be modified or suspended by CPNW in the event of a security incident or emergency, or proven or suspected material violation of the Terms of Use and Privacy Policy by the User.
      • A Users access privileges shall be suspended immediately if the User leaves the Facility for any reason. It is the responsibility of the Facility Account Coordinator to maintain security by suspending access when Users are not actively attending school or employed by the Facility.
      • A User account may be terminated upon written request to CPNW from the User.
      • If CPNW reasonably determines that there has been a material violation of the Terms of Use and Privacy Policy by the User with notice to the User.
    2. Facility Account Suspension/Termination
      • A Facility’s access privileges will be suspended in the event there is no activity on the Facility’s account for twelve months or more, with notice to the primary contact at the Facility.
      • A Facility’s access privileges will be suspended in the event CPNW reasonably determines that there has been a material violation of the Terms of Use and Privacy Policy by the Facility, or one of its account coordinators, with notice to the primary contact at the Facility.
      • A Facility account can be terminated in the event there is no activity on the Facility’s account for twelve months or more, with notice to the primary contact for the Facility.
      • A Facility account can be terminated in the event CPNW reasonably determines that there has been a material violation of the Terms of Use and Privacy by the Facility or one of its Users, with notice to the primary contact for the Facility.
  4. User Responsibilities

    Protecting privacy and security is everyone’s responsibility. Users must therefore be responsible for the following:

    1. Be an Informed User

      Please read these Terms of Use and all other applicable policies carefully. We need your help in making the Services a safe and effective tool, and protecting them against misuse. Your violation of these Terms of Use or other applicable policies may be grounds for suspension or termination of your account.

      If you are a Facility Account Coordinator, or if you are a using a Facility’s information systems to access the Services, you may be subject to additional obligations and requirements under the Facility’s policies. It is your responsibility to know about and comply with any such policies.

    2. Provide Correct Information

      Subscribers are the primary source of the information used to provide the Services. Affiliated organizations will depend upon the information you provide or confirm. If you are a User, you must provide true, accurate, and complete information when registering for your account, and when providing information which may be used to make clinical placement decisions or provide you with the Services. If you are a Facility Account Coordinator, you must confirm the truth, accuracy, and completeness of the information you review on behalf of your Facility. It is your responsibility to confirm the Subscriber has submitted the correct name, student/faculty/employee ID, user type, and program of study.

      CPNW will not verify and is not responsible for the truth, accuracy, and completeness of any information provided for purposes of the Services. It is the responsibility of the individual Subscribers to accurately supply the required information. A failure to provide true, accurate, or complete information, or a false confirmation of information, may be considered a fraud in the clinical placement process, and result in loss of Subscriber placement or other negative consequences.

    3. Maintain and Protect Your Own Equipment

      The Services are intended to be accessible and all content available through all standard commercial Web browsers operating on standard personal computers, through standard commercially-available Internet access. The quality of content presentation and download speeds may vary depending on the software, equipment, and Internet connections used.

      You may be able to use devices other than a personal computer to access the Services, such as smartphones and cell phone, some personal digital assistants (“PDAs”), or other devices. If you do choose to use another kind of device to access the Services, you must be responsible for protecting it in accordance with these Terms of Use. Any requirement for personal computer protection in these Terms of Use applies equally to any other device you may use to access the Services.

      CPNW does not provide any software, equipment, or Internet connections. You are solely responsible for providing all software, computer equipment and other hardware, and Internet connections necessary to access the Services.

      In order to use the Services, you are required to create and maintain an online account. Your personal computer or other device may store and automatically upload your username and password for account access. You may also download information from the Services to your personal computer or other device. If someone else uses your personal computer or other device, he or she may be able to use these functions to gain access to your account or PII. CPNW cannot prevent or be responsible for protecting your personal computer or other device against unauthorized use. You are solely responsible for protecting the personal computers or other devices you use against unauthorized use to access your account.

      If you use a personal computer or other device provided by or shared with your employer, parent, spouse, roommate, or other person, that other party may have the legal right to view all information stored on it. CPNW cannot prevent or be responsible for such activities. If you use a personal computer or other device which another person has the legal right to control, you access your CPNW account and the Services at your own risk.

      Whenever you are done using the Services, you should log off the Services, and you should not leave your computer unattended when it is logged on to the Services. Someone else may be able to view the screen or use the computer or device. If you leave a Services session logged-in when someone else can see your screen or use your computer, he or she may be able to gain access to your account or PII. CPNW cannot log you off your computer or protect your personal computer against unauthorized access. You are solely responsible for protecting the personal computers or other devices you use against unauthorized use to access your account.

      Computer viruses, worms, spyware, and other malicious software on your computer or other device can be used to gather passwords and personal information from that computer or device, often without the user’s knowledge. CPNW cannot prevent or be responsible for detecting or removing malicious software on computers or devices you use to access the Services. Affordable antivirus and antispyware software is readily available for personal computers and most other devices. You should maintain and regularly use current antivirus and antispyware software on any personal computer or device you use to access the Services.

      Unauthorized individuals (“hackers”) and malicious software can sometimes gain access to computers through Internet connections, unless the computer has a working firewall. Unauthorized access of this kind may not be easily detected and may allow passwords and personal information to be gathered without the computer user’s knowledge. CPNW does not provide and cannot be responsible for implementing a firewall for your computer. Firewall software is standard on many personal computers and affordable firewall software for personal computers is readily available. You should maintain a working firewall on any computer you use to access the Services.

      If you are using a wireless network to access the Services, unauthorized individuals may be able to intercept your connection unless your network is appropriately secured. Unauthorized access of this kind may not be easily detected and may allow passwords and personal information to be gathered without the computer user’s knowledge. Home and business wireless networks may be secured easily, but many wireless networks which are available for public use are not secured. You should not access the Services through an unsecured wireless network. If you do not know whether a wireless network you wish to use is secured, you should not use it.

      Computer criminals may sometimes send e-mails which appear to come from legitimate organizations. These e-mails typically ask you to provide personal information or may ask you to log on to a Web site using a link in the e-mail, and enter some personal information to “verify”, “correct”, or “update” your account, or something similar. This practice is known as “phishing,” and is intended to get personal information from unwary users to use for identity theft and other fraud.


      CPNW may send you e-mails with a link to the CPNW website, but will not send you any e-mail asking you to click a link for any other party’s website, or to access messages or correspondence. If you receive any e-mail which claims or appears to be from CPNW, and you are suspicious of it for any reason or wish to verify its validity, please notify us here: support@cpnw.org

    4. Protect Your Password

      Access to your account and to your PII is password-protected. If your password is easy to guess, or if you share your password or someone else sees or steals it, someone else may be able to get access to your account. You must use a strong password, and protect it from other people.

      CPNW relies upon your password in allowing access to your account and cannot prevent unauthorized access if your password is compromised. You are responsible for all activity taking place under your password unless we have been notified that it is compromised. Please notify us at once if you believe your password has been compromised, and we will help you change it. You can contact us about possible password compromise: support@cpnw.org

    5. Do Not Abuse CPNW Services

      In order to keep the Services working efficiently and appropriately, you are not permitted to:

      • Use any other person’s username or password.
      • Use the Services in any way that could damage, disable, overburden, or impair the Services or interfere with any other party's use of the Services.
      • Attempt to gain unauthorized access to any information, documents, records, accounts, devices, systems or networks connected to the Services through hacking, password cracking, IP spoofing or any other means.
      • Restrict or inhibit anyone else from using the Services.
    6. Information Is Not Guaranteed

      While CPNW seeks to provide useful, high-quality information through the Services, CPNW cannot guarantee that any information is accurate, complete, current, error-free, or free of viruses, worms or other malicious software. Information is provided “as is,” without warranties of any kind, express or implied, including but not limited to warranties of fitness and suitability for any particular purpose.

    7. Linked Websites Are Not Endorsed

      CPNW seeks to link only to trustworthy, valuable websites, but provides website links for your convenience only. A link to a website does not constitute an endorsement of the linked site, its content, or any party affiliated with the linked website. CPNW makes no warranties or representations, express or implied, about the accuracy, completeness, currency, relevance, appropriateness, or availability of any linked site, the information contained in them, or any products or services they offer. CPNW shall not be liable, directly or indirectly, for any damages, losses, or harm incurred in connection with the use of a linked website.

    8. Services Availability and Limitations

      CPNW will attempt to keep the Services available at all times, but availability may be interrupted from time to time for maintenance, repair, upgrade, or other activities, or due to natural disaster or other emergency. CPNW is not responsible for and cannot control the availability of third party communications services necessary to connect to the Services.

Privacy Policy

CPNW is committed to honoring the privacy of individuals who use the Services. This Privacy Policy is therefore intended to make you aware of the ways your PII collected through the Services is used and to explain to you how we guard your information. We hope this policy will help you make informed decisions about sharing information with us.

  1. Legal Status of PII.

    CPNW provides the Services to Subscribers as individuals and obtains PII about Facility Account Coordinators solely for purposes of creating and administering their account on behalf of the Facility in support of the Services. CPNW will protect and administer PII in accordance with its Terms of Use and Privacy Policy.

  2. Use and Disclosure of Personal Information

    CPNW collects and uses PII subject to this Privacy Policy as follows:

    • CPNW may use and disclose Subscriber PII for purposes authorized by the Subscriber’s Consent. Please see our Consent Form
    • CPNW may use and disclose PII collected during User registration or provided by a User in communicating with CPNW to administer the User’s account, to manage and administer the Services, and to fulfill CPNW’s legal responsibilities.
    • CPNW may use and disclose data concerning User transactions and activities using the Services, which may include PII, CPNW to administer your account, to manage and administer the Services, and to fulfill CPNW’s legal responsibilities.
    • CPNW will disclose PII when required to do so by law, for example, in response to a court order or a subpoena or other legal obligation, in response to a law enforcement agency’s request, or in special cases when we have reason to believe that disclosing this information is necessary to identify, contact, or bring legal action against someone who may be causing injury to or interference (either intentionally or unintentionally) to another party.
    • CPNW will not use or disclose any PII for any marketing purposes.
  3. Access to and Amendment of PII.
    • All Users are responsible for entering and updating their PII maintained on the CPNW web application. Only authorized CPNW employees or clinical site representatives may access a User’s records for purposes of verification of compliance of health and safety requirements on behalf of the Users. PII may only be accessed for the purpose of directly providing service to the User.
    • When updating PII, the User must include only true, accurate, and complete information, as the amended information may be relied upon for clinical placement purposes.
    • Subscriber PII used for CPNW administrative purposes, such as User email, or change in program of study may amended by request to CPNW at support@cpnw.org, subject to CPNW’s verification of the amended information with the applicable School.
  4. Safeguards for Protection of PII

    CPNW uses reasonable and appropriate safeguards to protect PII obtained subject to this Privacy Policy. In particular, all information provided through the Services using forms or secure messaging is encrypted during transmission and at rest. All activity on the CPNW Web application is monitored and recorded to safeguard against misuse or unauthorized activity. We have implemented policies and procedures to restrict access to PII from the Services to authorized individuals, and the servers used to maintain and process PII are operated by third parties under contract to ensure they are kept in a secure environment. CPNW may change the safeguards implemented from time to time as necessary or appropriate to respond to changes in technology, operational needs, security threats, and vulnerabilities, legal requirements, and other factors affecting the protection of personal information.


  1. Changes to Terms of Use and Privacy Policy.

    CPNW reserves the right to change these Terms of Use and Privacy Policy and other applicable policies from time to time as our scope of services expands. We will make reasonable attempts to notify you of changes we think may be important to you by e-mail.

    All changes will be effective when published unless a different effective date is specified. Your continued use of the Services after we have posted a change to these Terms of Use and Privacy Policy will be considered your consent to the change.

  2. Limitation of Liability

    To the greatest extent permitted by law, CPNW’s liability to any person for any claims, losses, damages, harm, or costs arising from or pertaining to the use, operation, or functioning of the Services, whether arising from or pertaining to breach of contract, tort (including negligence), warranty or any other legal theory, shall be limited to the person’s direct damages and shall not include any indirect, special, incidental, consequential, punitive or exemplary damages (including but not limited to damages related to delays, loss of data, interruption of service, loss of privacy, reputational or physical harm), even if CPNW has been advised of the possibility of such damages.

  3. Dispute Resolution

    These Terms of Use and Privacy Policy shall be interpreted consistently with Federal Trade Commission (“FTC”) standards for the protection of personally identifiable information. State law issues shall be exclusively interpreted according to the laws of the State of Washington, without regard to choice of law principles.

    If any provision of these Terms of Use and Privacy Policy is found to be invalid by any court having competent jurisdiction, the invalidity of such provision shall not affect the validity of the remaining provisions of these Terms of Use and Privacy Policy, which shall remain in full force and effect. No waiver of any of these Terms of Use and Privacy Policy shall be deemed a further or continuing waiver of such term or any other term.

    All claims or disputes arising from or pertaining to these Terms of Use and Privacy Policy shall be determined by final and binding arbitration, conducted in Seattle, Washington, in accordance with the Arbitration Rules then obtaining of the American Arbitration Association. Judgment upon any arbitration award may be entered in any court of competent jurisdiction.

  4. Contact Information

    For more information about these Terms of Use and Privacy Policy please contact support@cpnw.org