Privacy Policy

1. Who we are

This Privacy Policy explains how NEWTNEST LLC (“Company,” “we,” “us,” or “our”), doing business as NewtNest, collects, uses, shares, and protects information when you use NewtNest at newtnest.com and related applications (the “Service”).

Contact for privacy requests: Koester@newtnest.com
Mailing address: 218 Barrington Ridge Ln, Wentzville, MO 63385

2. Information we collect

Account and profile information. Name, email address, phone number, password (stored in hashed form by our auth provider), and profile details you choose to provide (for example, supervisor or medical director assignment for internal team grouping).

Business profile information. Information you provide about your professional practice or business, which may include company name or doing-business-as name, a personal or business website URL (or an indication that you do not have a business website), and the location or service area where you provide services. New accounts are asked for these fields at signup; existing accounts may add or update them later in Profile. This information is stored separately from directory profile fields and is not shown to other members of your organization.

Organization information. Organization name, join codes, member roles, billing email, subscription status, and seat counts associated with paid plans.

Customer Content. Content you or your organization submit in the Service, such as posts, comments, chat messages, poll votes, tickets, education materials, standing orders, reward entries, and uploaded files or images (including professional documents such as licenses or certifications that members may upload for internal team use). The Service is not designed to hold patient records or clinical documentation.

Payment information. Payment method and billing details are collected and processed by Stripe. We receive limited billing metadata (for example, customer ID, subscription status, and invoice-related events). We do not store full payment card numbers on our servers.

Usage and technical data. Log data, device/browser information, IP address, approximate location derived from IP, and cookies or similar technologies needed for authentication, security, and basic product function.

Communications. Messages you send us (for example, support or escalated App help tickets), email notification preferences, and (if you opt in) SMS consent and related mobile messaging preferences.

Shopify integration (optional). If an organization Lead or Admin connects a Shopify store, we may store the store domain, a Storefront API access token, and (if provided) the Online Store password. We use these credentials to retrieve product catalog information from Shopify (for example, product names, prices, product types or categories, and product URLs) and to help organization members open password-protected storefront product pages from Product Info. Storefront API tokens and store passwords are managed in Settings by Leads and Admins; ordinary members see product listings in the Service, not those credentials in Settings.

3. How we use information

We use information to:

• provide, operate, secure, and improve the Service;
• authenticate users, manage organization memberships, and enforce roles and permissions;
• process subscriptions, seat changes, invoices, failed-payment handling, and related billing operations via Stripe;
• operate optional third-party integrations you enable (for example, fetching Shopify product catalog data for Product Info and unlocking a password-protected Shopify storefront for your organization's members);
• send transactional emails (for example, certain notifications you enable, password resets, or billing-related notices) and, if you opt in, transactional SMS as described in section 5;
• provide customer support, including Super Admin support access where applicable;
• use business profile information to understand members' online presence and service areas, and to offer or facilitate optional help improving websites and business profiles (including through a partner agency we work with for that purpose);
• monitor abuse, prevent fraud, and protect the safety and integrity of the Service;
• comply with legal obligations and enforce our Terms.

We do not sell your personal information for money. We do not use Customer Content to train general-purpose AI models for unrelated third parties.

4. How we share information

We may share information with:

• Service providers who help us run NewtNest (for example, hosting and database, authentication, email delivery, SMS delivery, and payment processing). Stripe processes payments; see Stripe’s Privacy Policy.
• Shopify (Shopify Inc. and its affiliates), when your organization connects a Shopify store. We send API requests to Shopify using credentials your organization provides, and members who open product links leave NewtNest for Shopify's storefront. Shopify processes data under its own policies; see Shopify’s Privacy Policy.
• Organization administrators within your workspace, who may view member profiles, content, and settings according to product permissions. Organization administrators and co-members do not receive access to your business profile fields (company name, website preference, or location of services) through the ordinary product directory or member views.
• Partner agency (business profiles). We may share business profile information (such as your name, email, company name, website URL or “no website” status, and location of services) with a partner agency that helps NewtNest offer website and business-profile improvement services to interested members. That agency may contact you about those services. We do not sell this information as a standalone marketing list to unrelated third parties.
• Professional advisors or authorities when required by law, legal process, or to protect rights and safety.
• Business transfers in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality.

We do not sell, rent, or share mobile phone numbers with third parties or affiliates for their marketing or promotional purposes. If you opt in to SMS, we may share your number with our SMS provider (Twilio) solely to deliver the messages you consented to receive.

Platform Super Admins may access organizations for support or abuse investigation, including temporary support access that is audited in-product where enabled. Super Admins may also view business profile information in Platform tools (for example, to understand which members have indicated they do not have a business website).

5. SMS and mobile numbers

Providing a phone number for your NewtNest profile does not enroll you in text messages. SMS is optional. We only send automated transactional texts (for example, unsigned document signing reminders and similar required-action notices) if you actively opt in via an unchecked consent box at signup or in Profile. Consent is not required to create an account or use the Service.

Message frequency is event-based: you may receive up to a few messages per month when action is needed. Message and data rates may apply. Reply HELP for help or STOP to cancel.

We do not share your mobile number with third parties or affiliates for their marketing. Numbers are used to operate your account (directory/contact) and, if you opt in, to send the SMS you consented to, including delivery through Twilio.

6. Cookies and similar technologies

We use essential cookies and similar storage (for example, session cookies and organization-selection preferences) to keep you signed in and operate the Service. We do not use these primarily for cross-site advertising.

7. Data retention

We retain information for as long as needed to provide the Service, comply with law, resolve disputes, and enforce agreements. Organization deletion (when performed by an authorized Lead or by us) removes associated organization data subject to backups and legal retention needs. Some billing records may be retained longer for accounting and tax purposes.

8. Security

We implement reasonable administrative, technical, and organizational measures designed to protect information. No method of transmission or storage is completely secure. You are responsible for using strong passwords and for content your organization chooses to upload.

9. No patient or health records

NewtNest is designed for internal organizational communication and operations among your team members. The Service is not designed to store, process, or transmit patient information, medical records, or protected health information (PHI), and we do not offer HIPAA compliance or Business Associate Agreements.

You agree not to upload or use the Service for patient charts, treatment records, billing records tied to identifiable patients, or other PHI. Members may upload professional or employment-related documents (for example, licenses or certifications) for internal team use; you remain responsible for ensuring such uploads comply with your policies and applicable law.

Organization Leads and Admins are responsible for configuring access appropriately and for your organization's compliance obligations.

10. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or export certain personal information, or to object to or restrict certain processing. You can update many profile fields in the Service. For other requests, contact Koester@newtnest.com. We may need to verify your identity and, for organization data, may work through your organization Lead or Admin.

You can manage certain email notification preferences in your profile. If SMS opt-in is available, you can turn it off there as well, or reply STOP to cancel texts. Transactional and billing-related email may still be sent when necessary. Message and data rates may apply to SMS.

11. Children

The Service is not directed to children under 13 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us so we can delete it.

12. International transfers

We may process and store information in the United States and other countries where we or our providers operate. Those locations may have different data-protection laws than your home country.

13. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the updated Policy and revise the “Last updated” date. Material changes may also be communicated by email.

When you next sign in or launch the Service after an update, you will see an in-product notice that our Terms and/or Privacy Policy have changed. You must review the updated documents and confirm that you understand and accept them before you can continue using the Service. If you do not agree, you may sign out and stop using NewtNest.

14. Optional Shopify integration

Organization Leads and Admins may optionally connect a Shopify store so Product Info can display product catalog information and links. When connected, we store credentials your organization provides (store domain, Storefront API access token, and optional Online Store password) and use them on your behalf to request product data from Shopify and, if configured, to unlock a password-protected Online Store for members of your organization.

Product information shown in NewtNest is retrieved from Shopify and may be cached briefly. Opening a product takes the user to Shopify's storefront (or related Shopify pages), which are outside the Service. Shopify's own privacy practices apply to activity on Shopify.

You can disconnect the Shopify store in Settings, which removes the stored credentials from the active organization configuration (subject to backups and legal retention needs described above).

15. Related terms

Use of the Service is also governed by our Terms of Service, including subscription and billing terms.