Privacy Policy

1. Scope

This Privacy Policy describes how we collect, use, disclose, and protect information in connection with the Service. The Service supports administration of Tri-Share, Co-Share, and Bridge Fund child care benefit programs for participating employers, child care providers, coalition staff, and families (including guardians and employees, depending on your role).

If you are visiting only our public website (for example, neiecc.org), separate pages there may describe privacy practices for that site.

2. Information we collect

Depending on your interactions and role, we may collect:

• Account and identity data — such as name, email address, phone number, employer or organization affiliation, and authentication events tied to your sign-in (including multi-factor authentication where enabled).
• Program and benefits data — such as application and enrollment details, household and income information used for eligibility, employment verification status, child and provider relationships, enrollment effective dates, contribution splits, waitlist or priority information, and documents or forms submitted through workflows (for example, onboarding checklists or agreements).
• Financial and billing-related data — such as invoices, payment status, adjustments, budget utilization, and bank or payment details where collected for payouts or billing, subject to masking or restricted access as designed in the Service.
• Operational and security data — such as audit logs for administrative actions, support communications, and technical data like IP address, device/browser type, and timestamps needed to secure the Service and troubleshoot issues.

3. How we use information

We use information to:

• Provide, operate, and improve the Service and program workflows you participate in.
• Authenticate users, enforce role-based access, and protect accounts and data.
• Communicate about applications, enrollments, verifications, billing, reminders, and service notices.
• Maintain records needed for program administration, reconciliation, reporting, and audit readiness.
• Comply with law, respond to lawful requests, and enforce our terms.

4. How we share information

We share information only as needed to operate the programs and the Service, including:

• Between participants — for example, coalition staff, employer administrators, provider users, and guardians/employees may see information appropriate to their role (such as enrollment status, provider linkage, or billing summaries relevant to their organization).
• Service providers — vendors that host infrastructure, deliver email, process payments, support electronic signatures, or provide similar functions, bound by contractual obligations where applicable.
• Legal and safety — when required by law, court order, or government request, or when we believe disclosure is necessary to protect rights, safety, or security.

We do not sell your personal information as that term is commonly understood in U.S. state privacy laws.

5. Children’s information

The Service is intended for use by adults acting on behalf of families or organizations in connection with licensed child care benefit administration. Information about children is provided by guardians or authorized users for program purposes. If you believe we have collected information inappropriately, contact us using the email below.

6. Security

We implement administrative, technical, and organizational measures designed to protect information, including access controls aligned to user roles, encryption for data in transit as used by modern browsers, and protections appropriate to our hosting environment. No method of transmission or storage is completely secure; we work to reduce risk in line with the sensitivity of the data we handle.

7. Retention

We retain information for as long as needed to administer programs, meet legal and financial recordkeeping obligations, resolve disputes, and enforce our agreements. Some records (including audit history) may be kept longer where required for compliance or legitimate operational needs.

8. Your choices and rights

Depending on where you live, you may have rights to access, correct, or delete certain personal information, or to opt out of certain processing. Because many records relate to joint program administration, deletion may be limited where we must retain data for legal or audit reasons. To exercise rights or ask questions, contact us using the email below. We may verify your request before responding.

9. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy in the Service and revise the “Last updated” date. Where appropriate, we may provide additional notice.

10. Contact

Privacy questions or requests: NEIECCTeam@neiecc.org