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 assignment).

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 private documents members may upload).

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) and email notification preferences.

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;
• send transactional emails (for example, certain notifications you enable, password resets, or billing-related notices);
• provide customer support, including Super Admin support access where applicable;
• 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, and payment processing). Stripe processes payments; see Stripe’s Privacy Policy.
• Organization administrators within your workspace, who may view member profiles, content, and settings according to product permissions.
• 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.

Platform Super Admins may access organizations for support or abuse investigation, including temporary support access that is audited in-product where enabled.

5. 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.

6. 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.

7. 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.

8. Sensitive and regulated data

Members may upload documents that could include sensitive personal information. Unless we have entered a separate written agreement expressly stating otherwise (for example, a Business Associate Agreement), NewtNest is not offered as a HIPAA-compliant service, and you should not use the Service to store protected health information if that would require HIPAA Business Associate obligations.

Organization Leads and Admins are responsible for configuring access appropriately and for their own compliance obligations.

9. 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. Transactional and billing-related messages may still be sent when necessary.

10. 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.

11. 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.

12. 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 or in-product notice.

13. Related terms

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