Privacy Policy v2

10 Sep 2025 11:36

 Privacy Policy


This Privacy Policy explains how NexoGlyph LLC (“we,” “us,” or “our”) processes data in connection with the Kolexis SaaS platform (“Kolexis” or “Service”). This Policy applies only to the Kolexis platform and does not cover NexoGlyph LLC’s public-facing websites.

By using Kolexis, you acknowledge and agree to the practices described in this Policy.

1. Data Controller and Data Processor

  • Each union that subscribes to a Kolexis instance is the Data Controller for all data it enters into the platform, including member and union records.
  • NexoGlyph LLC acts solely as the Data Processor, operating the platform on behalf of the union in accordance with its instructions.

2. Data We Collect

  • Account Data: To create an account, only first name, last name, and email are required. Additional details may be voluntarily provided by the user or entered by the union.
  • Union Data: Unions may enter and store membership rosters, grievance records, voting records, dues information, and uploaded documents/files.
  • Technical Data: We automatically log IP addresses, device/browser information, and usage statistics for security and performance monitoring.
  • Payment Data: All sensitive financial processing for membership dues is handled directly by Stripe. NexoGlyph LLC only retains minimal metadata (such as transaction ID and payment status).

3. How We Use Data

  • To provide, operate, and maintain the Kolexis platform.
  • To manage account authentication and access.
  • To process membership dues via our payment processor.
  • To improve performance and security.
  • To conduct analytics and diagnostics in aggregated and anonymized form to improve product features.
  • Data is never sold to third parties.

4. Sharing and Disclosure

  • Hosting Provider: Kolexis instances are hosted on DigitalOcean, which provides secure cloud infrastructure.
  • Payment Processor: All membership dues transactions are processed by Stripe.
  • Legal Compliance: We may disclose information if required by law, subpoena, or government request. Where legally permissible, union staff will be notified prior to disclosure.

5. User Rights

Because unions are the Data Controllers, all requests for access, correction, or deletion of personal data must be directed to the union staff or administrators. NexoGlyph LLC will act only on instructions from the union regarding such requests.

6. Data Security

We implement reasonable technical and organizational safeguards to protect data from unauthorized access, loss, or misuse. However, no system is completely secure, and we cannot guarantee absolute protection.

7. Data Retention and Deletion

  • Union data is retained only while the union maintains an active Kolexis instance.
  • Upon termination of the service, union data is deleted from our systems.
  • It is the union’s responsibility to export and back up any data prior to termination. NexoGlyph LLC is not obligated to recover data once deleted.

8. Cookies and Tracking

Kolexis uses cookies and similar technologies:

  • Session Cookies: For secure login and session management.
  • Analytics Cookies: To understand usage and improve the platform.
  • Advertising Cookies: To deliver relevant content and promotions related to NexoGlyph LLC services.

Users may control or disable cookies via browser settings, though some features may not function properly if essential cookies are blocked.

9. Children’s Privacy

Kolexis is not directed to children under the age of 13, and accounts may only be created for individuals of legal working age. If we learn that data from a child under 13 has been collected, we will delete it.

10. U.S.-Only Service

Kolexis is intended solely for unions operating within the United States. It is not offered to international users.

11. Updates to this Policy

We may update this Privacy Policy from time to time. Changes become effective upon posting. Continued use of Kolexis constitutes acceptance of the updated Policy.

12. Contact Information

For questions about this Privacy Policy, please contact us:

NexoGlyph LLC
5900 Balcones Drive, STE 100
Austin, TX, 78731
USA

Email: john.pieroni@nexoglyph.com