Client Care Nest — Privacy Policy

1. Information We Collect

1.1 Account Information

• Name
• Email address
• Account authentication data (handled by Firebase Authentication; we do not store your password in our database)
• Business or organizational details (optional)

1.2 Client Information (Entered by Users)

Users may enter information about their clients, including:

• Name, phone number, email address
• Address
• Appointment history
• Notes
• Uploaded documents (images, PDFs, videos, etc.)
• Custom form fields
• Intake form submissions

You are responsible for ensuring you have obtained proper consent from your clients before entering their information into the system.

1.3 Appointment & Event Data

• Appointment titles, dates, times, locations
• Event categories, reminders, and notes
• Assigned agents or team members

1.4 Reminders & Messaging

If you use reminders or email dispatch features, we may process:

• Email templates
• Recipient information
• Message content
• Reminder schedules
• Delivery status

1.5 Device & Usage Data

We automatically collect:

• IP address
• Device type
• Operating system
• Browser type
• App interactions
• Error logs
• Crash analytics

1.6 Files & Attachments

If a user uploads files:

• Documents, PDFs, images, videos
• Metadata (file size, type, timestamp)

Files are stored using Firebase/Google Cloud infrastructure with encryption in transit and encryption at rest.

1.7 Cookies, Analytics & Similar Technologies

We may use cookies and similar technologies (or mobile identifiers) to keep you signed in, maintain security, remember preferences, and understand how the Service is used (e.g., crash and usage analytics).

2. How We Use Your Information

We use collected information to:

• Provide and Maintain the Service: Account creation and authentication; scheduling and reminder functionality; client management; data storage and backup.
• Improve the Service: Debugging, analytics, and improving user experience.
• Communication: Account notifications, email reminders initiated by users, and support messages.
• Compliance: Enforce terms of service, protect against misuse or fraud, and meet legal obligations.

We never sell your data.

We do not sell or share personal information for cross-context behavioral advertising.

3. How We Share Information

We do not share personal information except in the following cases:

3.1 Service Providers

We use trusted third-party platforms such as:

• Firebase Authentication
• Firestore Database
• Firebase Cloud Storage
• Firebase Cloud Functions
• SendGrid or equivalent email services

These providers process data strictly on our behalf.

3.2 Legal Requirements

We may disclose information if required by law, regulation, subpoena, government requests, or to protect rights, property, or safety.

3.3 User-Initiated Sharing

Users may share reminder messages, client forms, appointment details, and links for client self-entry forms. You are responsible for ensuring your use complies with applicable laws.

Emails and reminders are sent at the direction of the account holder. The account holder is responsible for ensuring recipients have consent to receive such communications.

4. Data Storage and Security

We use industry-standard safeguards, including:

• Encryption in transit (HTTPS)
• Encryption at rest (Firebase Security)
• Secure authentication
• Firestore security rules
• Role-based access (Admin, Agent)

However, no system is 100% secure, and we cannot guarantee absolute protection.

Your information may be processed and stored in the United States or other locations where our service providers operate.

5. HIPAA Disclaimer

Client Care Nest is not a Covered Entity or Business Associate under HIPAA. If you enter protected health information ("PHI"), you do so at your own discretion.

You are solely responsible for obtaining client consent, complying with privacy laws applicable to your profession, and ensuring proper handling of sensitive data. We provide secure infrastructure, but we do not claim HIPAA certification.

We do not currently offer Business Associate Agreements (BAAs).

6. Data Retention

We retain data for as long as your account is active or as needed to provide the Service. Users may delete their account, request data deletion, account closure, or client data removal. Some information may persist in backups for audit purposes.

Free accounts may be deleted after extended inactivity, which may result in deletion of associated data.

7. Your Privacy Rights

Depending on your location, you may have rights to access your data, correct inaccuracies, request deletion, or export your data (upon written request). To exercise these rights, contact: support@clientcarenest.com.

8. Children’s Privacy

The Service is intended for adults and is not directed to children. We do not knowingly collect personal information from individuals under the age of 18.

9. Third-Party Links

Some parts of the Service may contain links to third-party websites or services. We are not responsible for their privacy practices.

10. Changes to This Privacy Policy

We may update this policy periodically. The "Last Updated" date reflects any changes. Your continued use of the Service indicates acceptance of updates.

11. Contact Us

For any questions, concerns, or requests:

• Email: support@clientcarenest.com
• Website: https://clientcarenest.com