Effective September 20, 2026 · Version privacy-2026-09-20-v1
LaborNexa privacy notice
Effective date: September 20, 2026. LaborNexa Systems, Inc., a Delaware corporation, with mailing address PO Box 683, Blue Bell, PA 19422 operates the LaborNexa application. Contact hello@labornexa.com for privacy questions. This notice covers the application, corporate website, signup and support. A customer-operated website or external service may also provide its own notice.
Organizations and individuals
Customer organizations decide which employee, membership and case records to maintain and who may use them. LaborNexa processes those records to provide the contracted service. For our own business contacts, billing administration and service security, we determine relevant processing purposes. Particular legal roles and rights depend on applicable law and the customer agreement.
For a record maintained by your union, contact its administrator first. You may also contact us; we coordinate with the responsible organization as appropriate. Organizational access is not limited to the person who entered a record.
Information and sources
We receive information from customer administrators, authorized users, forms submitted to the service, customer imports, connected providers and technical service activity. Depending on enabled features, this includes:
- Names, contact information, date of birth, addresses, employee identifiers, agency, job classification, bargaining unit, membership status, join dates and union designations.
- Grievance and representation allegations, meetings, disciplinary information, witness statements, notes, correspondence, deadlines, uploaded evidence and outcomes. Customer files may contain sensitive employment, medical or other personal information.
- Training, conferences, recorded dues receipts, attendance, enrollment applications and signatures.
- Account identifiers, roles, authentication records, sessions and audit history.
- Subscription, invoice and payment references, contact information and support correspondence. Card information entered in Stripe Checkout is processed by Stripe; LaborNexa does not receive complete card numbers or security codes through that checkout integration.
- Technical request and security information used by the application and its hosting providers, including activity logs and network information where collected.
Customers should not submit unnecessary sensitive information. The precise records available vary with the modules purchased and enabled.
Purposes and disclosure
We process information to operate accounts, enforce permissions, maintain records, produce requested documents, deliver authorized communications, administer subscriptions, provide support, investigate errors, prevent abuse and maintain backups and recovery capability.
Information is accessible to authorized organizational users under their permissions and to service personnel or providers as needed for those purposes. An administrator's selections may disclose documents to an employer or publish permitted website content. Review content and intended recipients before sharing.
We may disclose information when legally required, to protect rights and safety, or in a business transfer subject to applicable protections and notice obligations. LaborNexa does not sell personal information and does not use private case or member records for targeted advertising. Tenant-selected external content, integrations and provider practices remain subject to their applicable notices and the verification described below.
Service providers and connected features
The currently identified service arrangements are below; not every provider processes every customer's data.
| Provider | Purpose and information involved |
|---|---|
| Render | Application hosting and storage; application records and service logs. Render's public DPA addresses processor duties, subprocessors and transfer mechanisms; the actual service region and account terms still require preservation. |
| Resend | Transactional email; recipients, message content and delivery metadata. An authorized packet email may include the complete reviewed grievance PDF. LaborNexa requires the sender to confirm that the packet contains no HIPAA-protected health information; packets containing that information must be downloaded and delivered through an approved secure method instead. |
| Stripe | Checkout, subscriptions and payment processing; billing/contact information and payment references. Stripe also processes information under its own notice. |
| Microsoft OneDrive | Off-site copies of encrypted platform backups and verification metadata. Backups contain data from multiple organizations and are restricted to platform recovery operations. |
| OpenAI, when an AI feature is enabled and used | Selected text for the specific feature. CBA analysis sends selected saved CBA text, not the original PDF; Settlement Intelligence sends readable text extracted from the selected settlement PDF after a per-document confirmation; fictional drafting uses built-in examples. Current API requests use store: false, but provider abuse-monitoring retention may still apply. Source selections/results are retained in LaborNexa for human review. |
| Zoom, when connected by the organization | Meeting, registration and participant/attendance information needed for the enabled integration. |
| updown.io | Public application-health/sign-in availability checks and operational alert contact information. It is not given member records or authenticated case access by these checks. Checks use only public, non-sensitive response matching. |
Connecting a provider authorizes only the access described by the feature and connection permissions. Provider practices are governed by applicable agreements and notices. This notice does not promise US-only processing, zero AI-provider retention or certification under a particular privacy framework. Providers and their subprocessors, locations and practices may change; material changes are handled under the notice process below.
Sessions and website tracking
The application uses session cookies and related controls for sign-in, security and essential service operation. Blocking these cookies can prevent authentication. The core application does not use advertising cookies or behavioral analytics. External content, customer-operated websites and connected providers may use technologies governed by their own notices and settings.
Retention and deletion
Customer records are maintained to provide the service and follow authorized instructions, subject to legal and operational requirements. Account closure does not immediately remove organizational records, audit history or backups. Billing/security records may require different retention from case documents.
Authorized customers may request one free standard encrypted export through day 30 after paid service ends. Operational records are removed by day 60 after timely exports are fulfilled, subject to documented preservation requirements. Residual backups expire within 90 days after active deletion. Minimal billing and agreement acceptance records are retained for seven years from active deletion; a non-identifying consumed Founding place record and a restricted pseudonymous deletion ledger prevent improper discount reuse and restoration. Holds extend affected retention as required. These are LaborNexa's retention choices, not statements that law requires each period.
Safeguards and incidents
Safeguards include authentication, access restrictions, tenant-scoped authorization, audit logging and encrypted backup verification. Authorized recovery operators have access to platform-wide recovery material. These controls do not guarantee complete security or establish a particular certification. Keep credentials private and promptly report suspected unauthorized access. We will provide required incident notices under applicable law and customer agreements.
Requests and choices
Contact your organization's administrator about accessing or correcting its records, or email hello@labornexa.com. Identify the organization and the nature of the request without sending passwords or full case files in the initial message. We may verify identity and authority and coordinate a secure response.
Depending on applicable law, you may have rights to access, correct, delete or obtain a portable copy of information, or to object to or restrict particular processing. Rights may have exceptions, including lawful record preservation. Where applicable, an authorized agent may submit a request after authority is verified, and a requester may appeal a denial and receive information about submitting a complaint to the appropriate regulator. LaborNexa will respond within the period required by the law applicable to the request and will retain request records as required. Saved contact preferences do not stop necessary security, billing or account messages.
Intended audience and changes
The service is intended for organizations and authorized adult users, not directed to children. Customers should avoid unnecessary information about children in submitted records. Contact us if inappropriate collection is suspected.
We will publish the adopted notice with its effective date and provide additional notice or consent where required for material changes. Changes will not silently authorize incompatible uses of previously collected confidential information.
Permanent version: privacy-2026-09-20-v1 · Approved source SHA-256: 1B626FCE23AE50755662AAAC190901913D9988D462FF1B94850CCAD00BDD1D12