Privacy Policy

1. Who this policy applies to

This policy applies to visitors, account holders, authorised team members and people whose information is entered into an organisation workspace. The organisation that controls a workspace is responsible for having permission to enter and manage information about its customers, members, students, donors, staff or other contacts.

2. Information we collect

• Account information: name, email address, authentication details and account preferences.
• Organisation information: organisation name, type, contact details, team roles and workspace settings.
• Operational records: information you choose to enter, such as customers, members, students, invoices, receipts, payments, income, expenses and reports.
• Support information: messages and details supplied when requesting help.
• Technical information: device, browser, security, diagnostic and usage information needed to operate and protect the service.
• Billing information: subscription status and payment references. Nickaela ONE does not store full payment-card details.

3. How we use information

We use information to provide and personalise the service, authenticate users, maintain organisation separation, process authorised transactions, provide support, improve performance, prevent misuse, meet legal obligations and communicate important service or account updates.

4. Organisation data and access

Each organisation has a separate workspace. Access is limited by account membership and assigned roles. Organisation administrators control who is invited and what authorised team members can do. We do not sell organisation data or use private financial records for advertising.

5. Service providers and disclosure

We may use trusted providers for hosting, authentication, communications, analytics, support and payment processing. They may process only the information needed to deliver those services and are expected to protect it. We may also disclose information when required by law, to protect users or the service, or during a legitimate business transfer subject to appropriate safeguards.

6. Storage, transfers and retention

Information may be processed or stored outside Vanuatu where our technology providers operate. We retain information while an account is active and as reasonably needed for service delivery, security, dispute resolution, backup recovery and legal or financial obligations. Retention periods may vary by record type.

7. Security

We use reasonable technical and organisational safeguards, including secure authentication, role-based access and organisation-level data separation. No online system is completely risk-free. Keep login details confidential, use strong passwords and notify us promptly if you suspect unauthorised access.

8. Your choices and rights

You may update many account details inside the application. You may also ask to access, correct or delete personal information, subject to identity verification and any legal retention requirements. Requests concerning information controlled by an organisation should normally be directed to that organisation first.

9. Cookies and analytics

Nickaela ONE may use essential browser storage and cookies for authentication, security and preferences. Limited analytics may be used to understand product performance and conversion without intentionally recording passwords, private financial contents or message contents.

10. Children

The service is intended for organisations and authorised adult users. Schools and other organisations that record information about children are responsible for obtaining required consent and applying appropriate safeguards.

11. Changes to this policy

We may update this policy as the service or legal requirements change. The updated date will be shown above, and material changes may also be communicated through the application or email.

12. Contact

For privacy questions or requests, email support@nickaela.com.