Privacy Policy

01

Information We Collect

We collect information that you provide directly, information generated through your use of the platform, and limited technical information necessary to deliver the Service.

Information You Provide

• Account registration data: full name, email address, organization name, and password
• Profile information: display name, avatar image (stored in Firestore), and role within your organization
• Workspace data: workspace names, team names, project details, channel names, and descriptions
• Messages and content shared within channels and team communications
• Event and announcement details including titles, descriptions, dates, and schedules
• Invite details: recipient email addresses, team passwords, and invitation messages

Information Collected Automatically

• Authentication tokens and session data generated by Firebase Auth
• OTP verification codes sent to your email during registration and login
• Timestamps for account creation, last login, and activity within workspaces
• Browser type, device information, and IP address for security and analytics purposes
• Usage patterns including features accessed, pages visited, and interaction frequency

02

How We Use Your Information

We use the information we collect for the following purposes:

• To create, maintain, and secure your account and workspace environments
• To authenticate your identity through Firebase Auth and OTP email verification
• To deliver core platform services including teams, projects, channels, and real-time messaging
• To process and manage workspace invitations via the invite system with team passwords
• To send transactional emails including OTP codes, invite notifications, and account alerts
• To enforce role-based access control (Admin, Manager, Member) across workspaces
• To generate workspace analytics and reports for Admin users
• To facilitate data export in JSON and PDF formats when requested
• To improve platform performance, fix bugs, and develop new features
• To enforce our Terms & Conditions and protect against fraud or abuse

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

03

Data Storage & Security

Your data is stored securely using industry-standard cloud infrastructure and encryption practices.

• All application data, including user profiles, workspace configurations, teams, projects, channels, messages, and avatar images, is stored in Google Cloud Firestore
• Authentication credentials are managed by Firebase Auth with secure password hashing and JWT token management
• The platform is hosted on Vercel with HTTPS encryption for all data in transit
• Firestore security rules enforce strict data isolation between workspaces and role-based access at the database level
• OTP verification codes are stored temporarily in Firestore and automatically deleted after use or expiry
• Session tokens are securely managed in the browser and validated on each request

While we implement robust security measures, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

04

Data Retention

We retain your data only as long as necessary to provide the Service and fulfill the purposes outlined in this policy.

• Account data is retained for the lifetime of your account
• Channel messages auto-expire after 7 days for Member-role users and 10 days for Admin and Manager-role users
• OTP verification codes are deleted immediately after successful verification or upon expiry
• Workspace data (teams, projects, channels, member lists) persists as long as the workspace exists
• Invite records are retained until used, expired, or manually revoked by an Admin
• Upon account deletion, all data you own, including workspaces, teams, projects, channels, messages, and profile information, is permanently and irreversibly removed from our systems

05

Third-Party Services

NeonNeuron integrates with the following third-party services to deliver the platform. Each service has its own privacy policy governing data handling.

Firebase (Google Cloud)

• Firebase Auth: handles user authentication, password management, and session tokens
• Cloud Firestore: stores all application data including user profiles, workspaces, messages, and avatar images
• Privacy Policy: firebase.google.com/support/privacy

EmailJS

• Used for sending transactional emails including OTP verification codes and workspace invitation notifications
• Receives recipient email addresses and email content for delivery purposes only
• Privacy Policy: emailjs.com/legal/privacy-policy

Vercel

• Hosts the NeonNeuron web application and serves all static assets
• May collect basic access logs including IP addresses and request metadata
• Privacy Policy: vercel.com/legal/privacy-policy

06

Cookies & Local Storage

NeonNeuron uses browser storage mechanisms to maintain your session and deliver a seamless user experience.

• Firebase Auth tokens are stored in browser local storage or IndexedDB to maintain your authenticated session
• Session-related data such as the active workspace ID and user preferences may be stored in local storage
• We do not use third-party advertising or tracking cookies
• No cross-site tracking technologies are employed on the platform
• You can clear browser storage at any time, though this will require you to sign in again

07

Your Rights

You have the following rights regarding your personal data on the NeonNeuron platform:

• Right to Access: You can view all your personal data through your account settings and workspace dashboards at any time
• Right to Export: Admins can export all workspace data in JSON or PDF format through the platform's data export feature
• Right to Rectification: You can update your profile information, display name, and avatar at any time through Settings
• Right to Deletion: You can permanently delete your account and all associated data through the Settings page. This action is irreversible.
• Right to Restrict Processing: You may request restriction of processing by contacting us at admin@neonneuron.online
• Right to Object: You may object to certain data processing activities by contacting us directly

To exercise any of these rights, use the in-platform tools or contact us at admin@neonneuron.online.

08

Children's Privacy

NeonNeuron is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18 years of age.

If we become aware that we have collected personal data from a child under 18, we will take immediate steps to delete that information from our systems. If you believe a child under 18 has provided us with personal information, please contact us at admin@neonneuron.online so we can take appropriate action.

09

International Data

NeonNeuron Technologies Ltd. is based in 82a James Carter Road, Mildenhall, United Kingdom, IP28 7DE. Our data infrastructure leverages Google Cloud (Firebase/Firestore) and Vercel, which may process and store data in multiple geographic regions.

• By using the Service, you consent to the transfer of your data to servers that may be located outside your country of residence
• We ensure that all data transfers comply with applicable data protection laws and are protected by appropriate safeguards
• Google Cloud maintains compliance certifications including SOC 2, ISO 27001, and GDPR compliance for data processing
• Regardless of where your data is stored, we apply the same security measures and privacy protections described in this policy

10

Changes to Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes:

• We will update the "Last Updated" date at the top of this policy
• We will notify registered users via email at least 30 days before material changes take effect
• Significant changes may also be communicated through in-platform announcements

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Privacy Policy. If you do not agree with the changes, you should stop using the Service and delete your account.

11

Contact Information

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