Client Care Nest — Privacy Policy

Last Updated: August 2026

Client Care Nest, LLC is the "data controller" for account and service usage data. This Privacy Policy explains how Client Care Nest, LLC (“we,” “our,” or “us”) collects, uses, stores, and protects information when you use Client Care Nest, including our website, web application, mobile applications, and related services. We are committed to protecting your privacy and ensuring transparency in how your data is collected, used, and stored.

1. Information We Collect

1.1 Account Information

1.2 Client Information (Entered by Users)

Users may enter information about their clients, including:

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

1.4 Reminders & Messaging

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

1.5 Device & Usage Data

We automatically collect:

1.6 Files & Attachments

If a user uploads files:

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

1.7 Analytics, Diagnostics, and Device Identifiers

We use Firebase Analytics and Firebase Crashlytics to understand app usage, diagnose crashes, and improve reliability. These services may process app interactions, screen views, engagement events, crash logs, device and operating-system information, Firebase installation identifiers, account identifiers, and related diagnostic information. We may also store push-notification tokens associated with a user account to provide notifications. This information is used for analytics and app functionality and is not used for third-party advertising or cross-app tracking.

1.8 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:

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:

These providers process data strictly on our behalf.

If you purchase a paid plan, payment is processed by Stripe. Card and billing details are collected and stored by Stripe, not by us — we never receive or store your full card number. We retain only an identifier for your Stripe customer record and the status of your subscription, which we use to determine which plan features your account has access to. Stripe's handling of that information is governed by its own privacy policy.

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:

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 are subject to deletion after an extended period without signing in. We send email notice before this happens, and signing in at any point cancels it. The full schedule, including the longer period that applies if you have ever held a paid subscription, is set out in Section 5 of our Terms of Service.

When an account is deleted this way, the deletion is permanent. Client records, appointments, notes, and uploaded files are removed and cannot be recovered. We keep a minimal record of the deletion itself — the account identifier, email address, and date — for audit purposes.

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: