Privacy Policy

Last updated: October 31, 2023
Applies to: neo14.com, Cospace, and related online services and communications (the “Service”).

1) Who we are

Neo14 Technologies, Inc. (“Neo14”, “we”, “us”, “our”) provides an enterprise collaboration and AI-data platform that can be deployed as private cloud, hybrid, or self-hosted.
Contact: 244 Fifth Avenue, Suite 2112, New York, NY 10001 • info@neo14.com

2) Scope

This Policy explains how we collect, use, disclose, and protect personal information when you visit our websites, request a demo/pricing, or use the Service. It also describes your choices and rights.

3) Key definitions

  • Personal Data / Personal Information: Information that identifies or can reasonably be linked to an individual.
  • Account: A unique profile to access the Service.
  • Controller / Processor: For hosted/SaaS, Neo14 is generally a processor of customer-uploaded content and a controller of website, account and billing data. For self-hosted/private deployments, customers typically act as controllers of their own environments.
  • Service Providers / Sub-processors: Third parties we engage to help deliver the Service (e.g., hosting, support, payments).

4) Information we collect

A. You provide directly

  • Identification & contact: name, business email, phone, company, role.
  • Account & auth: username, passwords, access roles.
  • Business details: industry, size, projected users, deployment preferences.
  • Support & sales: messages, tickets, meeting notes.
  • Content you upload to the Service (Customer Content).

B. Collected automatically (Usage Data)

  • Device & log info: IP address, device/browser type, settings, pages viewed, dates/times, referring URLs.
  • Product telemetry (where enabled): features used, performance metrics, error reports. (Self-hosted customers can disable telemetry.)

C. From third parties

  • Your employer/organization (if your access is provisioned by them).
  • Service Providers (e.g., analytics, fraud prevention, identity verification).
  • Public/professional sources (e.g., LinkedIn for B2B verification).

5) Cookies & similar technologies

We use cookies/pixels/local storage to: keep you signed in, remember preferences, measure usage, and improve the Service. You can manage cookies in your browser; some features may not work without them. For details, see our Cookie Notice.

6) How we use personal data (purposes)

  • Provide, secure, and operate the Service (including account management and customer support).
  • Configure deployments (private cloud, hybrid, self-hosted) and administer access controls.
  • Communicate about updates, security, billing, and requested information.
  • Analyze and improve performance, features, and user experience.
  • Detect, prevent, and investigate security incidents and abuse.
  • Comply with law and enforce our agreements.
  • With consent: send marketing or run beta programs you opt into.

7) Legal bases (EEA/UK/Switzerland)

Where GDPR/UK GDPR applies, we process data on these bases:

  • Contract (Art. 6(1)(b)): to provide the Service you requested.
  • Legitimate interests (Art. 6(1)(f)): security, product improvement, B2B communications (balanced against your rights).
  • Consent (Art. 6(1)(a)): optional marketing, certain cookies/telemetry.
  • Legal obligation (Art. 6(1)(c)): tax, accounting, compliance.

8) Sharing & disclosure

We do not sell personal information. We may share:

  • Service Providers/Sub-processors: hosting, storage, communications, analytics, payments, customer support—bound by contract and confidentiality.
  • Affiliates: for operations consistent with this Policy.
  • Enterprise Administrators: if your access is managed by your employer.
  • Legal/Compliance: to comply with law, enforce terms, protect rights/safety.
  • Business transfers: in M&A, financing, or asset sale events (your information may transfer as part of the transaction).

A current sub-processor list and notification mechanism can be made available upon request or posted at neo14.com/legal/sub processors.

9) International data transfers

We may process data in the U.S. and other countries. Where required, we use Standard Contractual Clauses (SCCs)and comparable safeguards for cross-border transfers. You may request a copy of relevant transfer mechanisms (subject to redactions).

10) Retention

We retain Personal Data as long as necessary for the purposes above, our legitimate interests (e.g., security logs), and legal obligations. Account data is retained for your subscription term plus a limited period. Customer Content retention in hosted deployments follows your admin settings; for self-hosted/private cloud, retention is controlled by you.

11) Security

We apply administrative, technical, and physical safeguards (e.g., access controls, encryption in transit, network segmentation, backup and recovery, vulnerability management, least-privilege access, and monitoring). No method is 100% secure; we continuously improve our program.

12) Your choices & rights

Email preferences: unsubscribe via link or by contacting us.
Cookies: manage via browser settings and our Cookie Notice.
Access, correction, deletion, portability, objection/restriction (GDPR/UK): contact us; we will verify and respond per law.
California (CCPA/CPRA):

  • Right to know/access, correct, delete, and non-discrimination.
  • Do Not Sell or Share: we do not sell personal information. If we “share” (as defined by CPRA) for cross-context behavioral advertising on the website, you may opt out via our “Do Not Sell or Share My Personal Information” link (if applicable).
    Requests: info@neo14.com (please specify your jurisdiction and request type).

If we process data on behalf of your organization, direct your request to your organization’s administrator; we will support them as a processor.

13) Children’s privacy

The Service is not directed to children under 13 (or under 16 where GDPR requires). We do not knowingly collect such data. If you believe a child has provided data, contact us to delete it.

14) Links

Third-party sites and services are governed by their own policies; we are not responsible for their practices.

15) Changes to this Policy

We may update this Policy periodically. We’ll post the updated version with a new “Last updated” date; material changes will be notified as appropriate.

16) Contact

Neo14 Technologies, Inc.
244 Fifth Avenue, Suite 2112, New York, NY 10001 • info@neo14.com