Privacy Policy

1. Introduction

CareNestLink Inc. ("CareNestLink", "we", "our", or "us") is committed to protecting the privacy of the individuals and organizations that use our platform. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices you have regarding your data.

By creating an account or using any CareNestLink service, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our platform.

2. Information We Collect

Account and Registration Information

• Full name and email address of the account holder
• Company name, business type, and subdomain
• Phone number (optional)
• Password (stored as a one-way cryptographic hash — never in plain text)

Billing and Payment Information

• Subscription plan and billing cycle selected
• Payment transaction IDs from Square (our payment processor)

We do not store credit card numbers, CVV codes, or full card details. All card data is handled directly by Square Inc. and is subject to their PCI-DSS compliance.

Usage and Technical Information

• IP address and browser/device type when you log in
• Actions performed within the platform (for audit and security logs)
• Session tokens stored in your browser's local storage

Content You Upload

• Company logos and files uploaded to your account, stored securely in Cloudflare R2

3. How We Use Your Information

• Account management: To create and maintain your account and company workspace
• Billing: To process subscription payments, send invoices, and manage renewals
• Service delivery: To provision and operate the products you subscribe to
• Communication: To send transactional emails (account activation, OTP, payment receipts, subscription alerts)
• Security: To detect and prevent unauthorized access, fraud, and abuse
• Support: To respond to support tickets and inquiries you submit
• Platform improvement: To analyze aggregated, anonymized usage data to improve our services

We do not use your data for advertising, sell your data to third parties, or use it for any purpose beyond operating and improving our platform.

4. Payment Processing

All payment processing on the CareNestLink platform is handled by Square Inc., a PCI-DSS Level 1 certified payment processor. When you enter your card details, they are transmitted directly to Square's servers using encryption. CareNestLink receives only a payment confirmation token and transaction ID — never your raw card data.

For information on how Square handles your payment data, please refer to Square's Privacy Policy at square.com.

Subscriptions renew automatically on your billing cycle (monthly or yearly). You will receive a reminder email before each renewal. You may cancel at any time from your account dashboard before the renewal date.

5. Sharing Your Information

We share your information only with trusted service providers necessary to operate our platform:

• Square Inc. — payment processing
• Cloudflare R2 — secure file and backup storage
• Email service provider (SMTP) — transactional email delivery
• Cloud hosting provider — server infrastructure

All service providers are contractually bound to protect your data and may not use it for their own purposes. We do not sell, rent, or trade your personal information to any third party.

We may disclose your information if required by Canadian law, court order, or to protect the rights and safety of CareNestLink or its users.

6. Data Storage and Security

Your data is stored in a dedicated database isolated to your organization. We employ the following security measures:

• Encrypted data transmission (HTTPS/TLS) on all connections
• Passwords hashed using bcrypt before storage
• AES-256 encryption for sensitive temporary data
• Role-based access controls limiting who within CareNestLink can access your data
• Regular automated database backups with defined retention periods

Despite these measures, no system is 100% secure. We encourage you to use a strong, unique password and to contact us immediately at support@carenestlink.com if you suspect unauthorized access.

7. Data Retention

We retain your account data for the duration of your active subscription. Upon cancellation or termination of your account:

• Your data remains accessible for 30 days to allow you to export or migrate your information
• After 30 days, your dedicated database and associated files are permanently deleted
• Billing records may be retained for up to 7 years as required by Canadian financial regulations

8. Your Rights Under PIPEDA

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Withdrawal of consent: Withdraw consent to the collection or use of your personal information (subject to legal or contractual restrictions)
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada (OPC) if you believe your privacy rights have been violated

To exercise any of these rights, contact us at support@carenestlink.com. We will respond within 30 days.

9. Cookies and Local Storage

We use browser local storage (not tracking cookies) to maintain your login session. No third-party tracking or advertising cookies are placed on your device. You may clear your browser's local storage at any time, which will log you out of the platform.

10. Children's Privacy

CareNestLink is a business-to-business (B2B) platform intended for use by organizations and their authorized employees. We do not knowingly collect personal information from individuals under the age of 18.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify registered account holders by email and update the effective date at the top of this page. Continued use of the platform after changes take effect constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: