Effective version: 2026-05-02

Privacy Policy

Conexion Platform — Operated by Community Intelligence LLC

Last Updated: 2026-05-02

DISCLAIMER: This document is a template and should be reviewed by qualified legal counsel before use with clients.

1. Introduction

Community Intelligence LLC ("Company," "we," "us," or "our") operates the Conexion platform ("Platform"), a nonprofit operations management system. This Privacy Policy describes how we collect, use, store, and protect information when organizations ("Clients") use our Platform, and when individuals interact with the Platform as part of a Client's operations.

This policy applies to:

  • Client Administrators and Staff who use the Platform to manage their organization
  • Participants whose information is entered into the Platform by Client staff
  • Contacts (funders, partners, vendors) whose information is stored in the Platform

2. Roles and Responsibilities

  • Data Controller: The Client organization is the data controller. They determine what personal data is entered into the Platform and for what purpose.
  • Data Processor: Community Intelligence LLC acts as a data processor, processing personal data on behalf of the Client in accordance with our Data Processing Agreement.

For managed hosting deployments, we maintain the infrastructure. For self-hosted deployments, the Client maintains their own infrastructure and we provide only the software.

3. Information We Collect

3.1 Client Staff and User Account Data

When Client staff create accounts on the Platform, we collect:

  • Full name and email address
  • Username and password (hashed, never stored in plain text)
  • Role and permission assignments
  • Language preference
  • Multi-factor authentication credentials (TOTP secrets, recovery codes)
  • Session data and login history (IP address, timestamp)

3.2 Participant Data (Entered by Client Staff)

The Platform allows Clients to store information about the individuals they serve. This may include:

Identity Information:

  • Full name, date of birth, email address, phone number
  • Mailing address (street, city, state, ZIP code)
  • Gender, ethnicity, primary language

Sensitive Demographic Information:

  • Income level (as percentage of Area Median Income)
  • Household size
  • Education level, employment status
  • Housing status
  • Veteran status
  • Disability status
  • Immigration status, refugee/asylee status

Program and Service Data:

  • Program enrollments and attendance records
  • Service delivery logs and outcomes
  • Milestones and progress notes
  • Custom fields defined by the Client

3.3 Organizational Data

  • Organization profile (name, address, mission, EIN)
  • Grant and funding information
  • Program details and budgets
  • Staff employment records (job title, department, hire date, hourly rate)
  • Funder and partner contact information
  • Financial data (expenses, budget allocations, time tracking)

3.4 Communication Data

If the Client enables email integration:

  • Email messages (sender, recipients, subject, body, attachments)
  • Email thread metadata and timestamps
  • Email account configuration (connection credentials are encrypted)

3.5 Document and File Data

  • Uploaded documents (grant applications, reports, compliance records)
  • Document metadata (file name, type, upload date, uploaded by)
  • Cloud storage folder mappings (Google Drive, OneDrive)

3.6 AI-Generated Content

When Clients use AI-powered features (grant writing, data analysis):

  • Conversation history with AI assistants
  • AI-generated draft text and recommendations
  • Token usage metrics for cost tracking

3.7 Technical and Usage Data

  • Audit logs (who changed what data, when, from which IP address)
  • Error logs (no PII included — sent to Sentry with PII collection disabled)
  • Health check and system performance metrics

4. How We Use Information

We process personal data solely to provide the Platform services to our Clients:

  • Platform Operations: Storing, organizing, and presenting Client data as directed
  • Authentication and Security: Verifying user identity, enforcing MFA, preventing unauthorized access
  • AI Features: Processing Client-provided text through AI providers to generate grant narratives, analyze data, and provide insights (only when the Client initiates these features)
  • Audit and Compliance: Maintaining audit trails of data changes for regulatory compliance
  • Backup and Recovery: Creating encrypted backups to protect against data loss
  • Technical Support: Diagnosing and resolving technical issues (with Client authorization)

We do not:

  • Sell personal data to third parties
  • Use personal data for advertising or marketing
  • Use Client data to train AI models
  • Share data between different Client deployments
  • Use tracking cookies or analytics tools
  • Profile individuals based on their data

5. Data Protection Measures

5.1 Encryption at Rest

The following sensitive fields are encrypted at the database level using Fernet symmetric encryption (AES-128-CBC):

  • Date of birth
  • Street address, city, state, ZIP code
  • Veteran status
  • Disability status
  • Immigration status
  • Refugee/asylee status
  • Third-party integration credentials (API keys, OAuth tokens)
  • Email account credentials (IMAP/SMTP passwords)
  • AI provider API keys

5.2 Encryption in Transit

  • All web traffic encrypted via TLS 1.2+ (HTTPS enforced via HSTS)
  • HTTP Strict Transport Security (HSTS) enabled with 1-year duration
  • Database connections use SSL in production environments

5.3 Access Controls

  • Role-based access control (Administrator, Director, Grants Manager, Finance Manager, Program Staff)
  • Multi-factor authentication (TOTP-based) configurable per organization
  • Brute-force protection: accounts locked after 5 failed login attempts for 1 hour
  • JWT tokens with 30-minute expiration and automatic rotation
  • Sessions expire after 8 hours or on browser close

5.4 Infrastructure Security

  • Single-tenant architecture: each Client has a dedicated, isolated database
  • No shared data storage between Client deployments
  • Content Security Policy (CSP) headers to prevent cross-site scripting
  • CSRF protection on all form submissions
  • Clickjacking protection (X-Frame-Options: DENY)
  • Secure cookie flags (HttpOnly, Secure, SameSite)

5.5 Audit Logging

All data modifications are logged with:

  • User who made the change
  • Timestamp of the change
  • IP address of the request
  • Before and after values of changed fields

5.6 Backups

  • Automated encrypted backups (AES-256 via GPG)
  • Off-site backup rotation to separate storage
  • Backup integrity verification on creation
  • Configurable retention periods

6. Third-Party Services and Data Sharing

We share data with third-party services only as necessary to provide Platform features. All third-party services are listed in our Subprocessor List.

6.1 AI Providers

When Clients use AI-powered features, the following data may be sent to AI provider APIs:

  • Anthropic (Claude): Grant text, funder information, program descriptions for grant writing and data analysis
  • Google Vertex AI: Same data categories, used as an alternative AI provider

AI providers process data under their respective data processing terms. Data sent to AI providers is used only for the specific request and is not used to train their models (per their enterprise API terms).

Important: Clients should be aware that grant narratives and program descriptions sent to AI features may contain references to participant populations. We recommend Clients avoid including specific participant PII in AI prompts.

6.2 Optional Integrations (Client-Configured)

These integrations are optional and activated only when the Client configures them:

  • Monday.com: Project and grant management sync
  • Google Drive: Document storage and retrieval
  • Microsoft OneDrive: Document storage and retrieval
  • Salesforce: Data import and sync
  • Email Providers: Gmail, Microsoft 365, IMAP email sync

6.3 Infrastructure Providers

For managed hosting deployments:

  • Cloud Hosting: Google Cloud Platform, Amazon Web Services, or DigitalOcean (depending on deployment tier)
  • Error Monitoring: Sentry (PII collection disabled)
  • Uptime Monitoring: Uptime Kuma (monitors endpoint availability only)

7. Data Retention

  • Active Data: Retained as long as the Client's subscription or license is active
  • Backups: Retained per the configured backup rotation schedule (default: 14 days for database, 7 days for media)
  • Audit Logs: Retained for the duration of the Client's subscription
  • AI Conversation History: Retained until the Client deletes it or the subscription ends

Upon termination of a Client relationship:

  • Client may request a full data export before termination
  • All Client data (database, files, backups) is permanently deleted within 30 days of termination
  • Confirmation of deletion is provided in writing

8. Client and Individual Rights

8.1 Client Rights

Clients may:

  • Access all data stored in their Platform instance at any time
  • Export data in standard formats (CSV, JSON)
  • Request deletion of their entire deployment
  • Configure data retention policies
  • Enable or disable optional integrations
  • Enable or disable AI features

8.2 Individual Rights

Individuals whose data is stored in the Platform (participants, contacts) should direct requests to the Client organization that entered their data. The Client, as data controller, is responsible for responding to individual access, correction, or deletion requests.

We will assist Clients in fulfilling these requests as described in our Data Processing Agreement.

8.3 California Residents (CCPA)

If you are a California resident, you have the right to:

  • Know what personal information is collected about you
  • Request deletion of your personal information
  • Opt out of the sale of your personal information (we do not sell personal information)
  • Non-discrimination for exercising your privacy rights

To exercise these rights, contact the Client organization that manages your data, or contact us at privacy@communityintelligence.io.

9. Children's Privacy

The Platform is not directed at individuals under the age of 13. We do not knowingly collect personal information from children under 13. If a Client's operations involve minors, the Client is responsible for ensuring appropriate parental consent and compliance with COPPA.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify Clients of material changes at least 30 days before they take effect by email or through the Platform. The "Last Updated" date at the top of this policy indicates when it was last revised.

11. Contact Information

For questions about this Privacy Policy or our data practices:

Community Intelligence LLC Email: privacy@communityintelligence.io

For data protection inquiries specific to your organization's data, contact your organization's Conexion administrator.