Privacy Policy

1. Scope of This Policy

This Privacy Policy applies to information collected through the public evalKeeper website, authorized evalKeeper accounts, related subdomains, support communications, trial requests, and other services operated by Nexidom in connection with evalKeeper.

This Policy does not apply to websites, products, or services operated by third parties that may be linked from evalKeeper. Those third parties are responsible for their own privacy practices.

2. Information We Collect

The information we collect depends on how you interact with evalKeeper. It may include:

• Contact and trial-request information: your name, email address, organization, role, and information you provide when requesting a 30-day trial or contacting support.
• Account information: account identifiers, display name, email address, organization or agency association, assigned role, permissions, subscription status, and authentication settings.
• Authentication and security information: login activity, multi-factor authentication events, security-related records, IP address, device or browser information, and session information.
• Usage and technical information: pages or features accessed, dates and times of activity, error records, diagnostic information, and information used to maintain platform performance and reliability.
• Communications: messages, questions, support requests, feedback, and other information you send to Nexidom.
• Billing and transaction information: subscription plan, payment status, invoices, purchase-order information, and transaction references. Payment-card and banking information may be collected directly by an authorized payment processor rather than by Nexidom.

3. Assessment and User Content

Authorized users may enter or upload information into evalKeeper, including assessment responses, notes, forms, recommendations, device-trial information, scores, images, reports, tasks, implementation information, inventory records, and other materials ("User Content").

User Content may include personally identifiable information and other sensitive information about individuals receiving assistive technology services. The organization or professional that enters User Content is responsible for determining what information is appropriate to collect and for ensuring that it has the necessary authority, consent, or other legal basis to use that information.

Nexidom processes User Content to provide, maintain, secure, and support evalKeeper. We do not claim ownership of User Content solely because it is stored or processed through the Service.

4. How We Use Information

We may use information collected through the Service to:

• Provide, operate, maintain, and improve evalKeeper.
• Create, administer, authenticate, and secure user accounts.
• Process trial requests and provide account access information.
• Support assessment, device-trial, reporting, task, inventory, referral, collaboration, and implementation features.
• Respond to questions, support requests, and other communications.
• Process subscriptions, billing records, invoices, and approved payment arrangements.
• Detect, investigate, prevent, and respond to suspected fraud, abuse, unauthorized access, security threats, and violations of our Terms.
• Monitor platform performance, diagnose errors, maintain backups, and improve reliability.
• Comply with legal obligations, enforce agreements, and protect the rights, safety, and property of Nexidom, users, and others.

5. Reasons for Processing Information

Depending on the circumstances and applicable law, Nexidom may process information because it is necessary to provide the Service, administer an account or Subscription, respond to a request, satisfy a legal obligation, protect the Service or its users, or pursue a legitimate operational or security interest.

When consent is required by applicable law, we may rely on consent for the relevant processing. Where processing is performed on behalf of an organization, that organization may be responsible for establishing the appropriate basis for collecting and using the underlying User Content.

6. How Information Is Disclosed

We do not sell personal information. We also do not disclose personal information to third parties for their own unrelated marketing purposes.

Information may be disclosed in the following circumstances:

• Service providers: vendors that help provide hosting, data storage, email delivery, payment processing, security, monitoring, customer support, or other technical and operational services.
• Organization administrators and authorized users: users with appropriate roles may access information associated with their organization or account, subject to configured permissions.
• At your direction: when you choose to share information, invite a collaborator, generate a report, or otherwise direct the Service to disclose content.
• Legal and safety reasons: when reasonably necessary to comply with law, legal process, or enforceable requests; protect rights or safety; investigate misuse; or maintain the security and integrity of the Service.
• Business transactions: in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, subject to appropriate confidentiality and legal requirements.

7. Payments and Billing

Payments may be processed through an authorized third-party payment processor. Nexidom may receive transaction status, subscription details, limited billing information, and identifiers needed to administer an account, but does not need to store complete payment-card or bank-account credentials when those details are collected directly by the payment processor.

Purchase orders, ACH payments, wire transfers, or other approved payment arrangements may require the collection of organization, billing-contact, invoice, and transaction information.

8. AI-Assisted Features

evalKeeper may provide AI-assisted features that help users generate ideas, organize text, explore assistive technology options, or draft supporting content. Information submitted to an AI-assisted feature may be processed by technology providers used to deliver that functionality.

Users should not submit information to AI-assisted features unless they are authorized to do so and the information is appropriate for that purpose. Where an AI feature is designed to operate without personally identifiable information, users must follow the on-screen instructions and avoid including names or other identifying details.

AI-generated output may be incomplete, inaccurate, or unsuitable for a particular situation. It must be reviewed by a qualified professional and does not replace professional judgment, assessment, clinical decision-making, educational decision-making, or individualized review.

9. Cookies and Similar Technologies

evalKeeper may use cookies, local storage, session identifiers, and similar technologies that are necessary to authenticate users, maintain secure sessions, remember preferences, support platform functionality, and protect the Service.

The public website may also use limited analytics or performance technologies to understand general website usage and improve reliability. Browser settings may allow you to block or remove cookies, but some features may not function correctly when necessary cookies are disabled.

10. Information Security

Nexidom uses administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, misuse, and destruction.

Safeguards may include encryption in transit and at rest, access controls, role-based permissions, multi-factor authentication, logging, authentication monitoring, backups, and other security measures appropriate to the operation of the Service.

No system, network, transmission method, or storage process can be guaranteed to be completely secure. Users are responsible for protecting their credentials, devices, and account access and for promptly reporting suspected unauthorized use.

When legally required, Nexidom will provide notifications concerning qualifying data-security incidents in accordance with applicable law and consistent with legitimate law-enforcement or incident-response needs.

11. Data Retention

We retain information for as long as reasonably necessary to provide the Service, maintain account and transaction records, support security and backups, resolve disputes, enforce agreements, and comply with legal obligations.

Retention periods may vary depending on the type of information, the status of the account, contractual requirements, legal obligations, backup schedules, and the instructions of the organization responsible for the User Content.

Information may remain in backups or archived records for a limited period after deletion from active systems. We may retain de-identified or aggregated information that does not reasonably identify an individual.

12. Your Choices and Requests

Depending on your relationship with evalKeeper and applicable law, you may be able to:

• Review or update certain account information.
• Request correction or deletion of information associated with your account.
• Request information about how personal information is handled.
• Discontinue use of the Service or request account closure.
• Manage browser cookies and similar technologies through browser settings.
• Unsubscribe from optional communications using the instructions included in those messages.

Some requests may need to be directed to the organization that provided your account or entered the relevant User Content. We may need to verify identity or authority before acting on a request, and some information may be retained when required by law, security needs, contractual obligations, or legitimate recordkeeping requirements.

13. Organization Accounts

When an account is provided through a school, agency, practice, employer, or other organization, that organization may control the account and the User Content associated with it. Authorized administrators may manage users, roles, permissions, subscriptions, security settings, and access to organization information.

In those circumstances, the organization may be responsible for providing privacy notices, responding to requests concerning User Content, and determining how information is collected and used within evalKeeper.

14. Children's Privacy

evalKeeper accounts are intended for adult professionals and authorized organizational users. Children are not permitted to create their own evalKeeper accounts.

The Service may contain information about minors when that information is entered by an authorized professional or organization for a legitimate assistive technology assessment or related service. The responsible professional or organization must ensure that the information is collected and used in accordance with applicable laws, permissions, and organizational requirements.

15. International Use

evalKeeper is operated from the United States. Information may be processed and stored in the United States or other locations where authorized service providers operate.

If you access the Service from outside the United States, you are responsible for determining whether the Service and your use of it comply with applicable local requirements. Where legally required, appropriate measures may be used to support cross-border data transfers.

16. Changes to This Policy

We may update this Privacy Policy from time to time. When changes are made, we may revise the "Last updated" date displayed on this page.

If a change materially affects how information is handled, we may provide additional notice when reasonably appropriate. You should review this Privacy Policy periodically for updates.