Privacy & Data Protection

What we collect

• Your account: email address, password (stored only as a one-way hash, which means we cannot read it), and the chapter you select.
• Your case: the account you write, your conversation with the intake assistant, and any documents you upload.
• Your consent: when you accept the platform notice, we record the timestamp, the notice version, and the IP address it was accepted from, so there is a verifiable record that you were informed.
• Usage analytics: our public pages use Google Analytics to count visits and understand how the site is used. Analytics never receives your case content, your documents, or anything you type.

Who can see your case

• You: in My Cases.
• Your union's authorized staff: stewards and staff see only cases from their assigned chapter. Your union’s legal and administrative leads can see cases across chapters.
• No one else: your case is never visible to your employer, to other members, or to any outside party. There is no mechanism in the platform to share it externally.

Every staff action on your case, including viewing, downloading, assigning, and noting, is written to a permanent audit log that cannot be edited or deleted at any privilege level.

How your case is protected

• In transit: all connections use TLS encryption (HTTPS), with strict browser security headers enforced.
• At rest: your documents and case records are stored on enterprise cloud infrastructure that encrypts all data at rest, hosted in the United States.
• Documents: uploaded files are stored under content-hash names in a private bucket. They are never at guessable web addresses and never publicly accessible.
• Accounts: passwords are hashed with bcrypt. Sessions use secure, HTTP-only cookies.
• Sensitive numbers: Social Security numbers, bank account and routing numbers, credit card numbers, passport and driver’s license numbers, and dates of birth are automatically detected and masked before processing.

How AI is used

AI organizes your account into a structured case file for your union; it does not make decisions about your case. Sensitive identifiers are masked before any text reaches the model, every statement in the case file is machine-checked against your own words and documents, and your union’s staff review every case before any action is taken. Case processing uses Google’s Gemini models under Google’s paid API terms, which do not permit your data to be used to train Google’s models.

How long we keep it

Your case records are retained according to your union’s retention policy. Grievance files carry multi-year legal retention obligations. After the retention period, an automated nightly process removes expired sessions and documents from the platform. We do not share your information with third parties for their own purposes, and we do not use your case to profile you. Aggregate, de-identified statistics (for example, how many FMLA cases were filed this year) are available only to your union’s national officers, never with member identities, and never outside your union.

Questions or requests

Contact us at hello@unionnexus.org, including requests to review or delete your information. Deletion requests are coordinated with your union, since grievance records may carry legal retention obligations the union must honor.