Privacy Policy & Data Use

1. Scope of Policy

This Privacy Policy describes how NeatDOM LLC ("we", "us", or "our") collects, uses, and discloses information in connection with our platforms, CareFlow Pro and KidsCare Pro (collectively, the "NeatDOM Care Suite").

2. Information We Collect

We collect information necessary to deliver clinical and educational documentation services, including:

• Account Data: Names, business emails, telephone numbers, and credentials of facility administrators and authorized care staff.
• Roster Information: Resident and child demographics (names, room numbers, classrooms, allergy profiles, birthdates) uploaded exclusively by your facility director.
• Billing Records: Stripe checkout sessions process payment cards securely. We do not store raw credit card details on our local databases.

3. HIPAA and Child Data Protection

For CareFlow Pro, all patient medical documentation (eMAR, logs, vitals) is protected health information (PHI) governed by HIPAA. We process this data solely as a "Business Associate" under strict instructions from the AFH operator ("Covered Entity").

For KidsCare Pro, we fully comply with COPPA guidelines. We do not market to children or collect children's personal information without explicit director or parental consent.

4. How We Use Information

We use the collected data exclusively to run care operations:

• To display student and resident rosters to authorized login profiles.
• To calculate med-pass checklist compliance and send automatic faxes (with administrator approval) to physicians.
• To authenticate users and enforce our 15-minute inactivity session lock.

We never sell, rent, or trade your data. We do not share records with third parties except to process payments (Stripe) or send system emails (Nodemailer), under strict confidentiality agreements.

5. Your Choices & Data Retention

Subscribers can update, export, or delete staff and resident lists directly through the settings panel. Upon account termination, client records are permanently deleted from active servers within 30 days unless legal retention is required by state laws.

6. Cookie Policy & Local Storage

NeatDOM Suite uses essential authentication cookies and encrypted local browser storage strictly for session validation, security role enforcement, and UI theme preferences. We do NOT use third-party tracking or advertising cookies. You can manage cookies in your browser settings at any time.

7. Contacting Our Data Privacy Team

If you have any questions or data requests regarding this Privacy Policy, please contact our designated privacy officer at dawitb@neatdom.com.