Privacy Policy

1. Who This Policy Applies To

This policy applies to:

• Website visitors — people who browse menaia.com or submit a contact, demo, or marketing form.
• Platform users — individuals at our client organizations who create accounts and log in to use the platform.

If you are an individual whose data was entered into the platform by a Menaia client (for example, you are that client’s customer or employee), please contact that organization directly with privacy questions. They control that data.

2. Information We Collect

Information you provide. Your name, business email, phone number, company name, role, and anything you include when you fill out a form, request a demo, create an account, or contact support.

Information from platform use. Account and profile details, settings, log-in records, and activity or usage data generated as you use the platform (such as features accessed and actions taken).

Information collected automatically. When you visit our website, we and our service providers may collect IP address, browser and device type, pages viewed, referring links, and similar technical data through cookies and similar technologies.

Data you submit to the platform. Content and records you upload or enter while using the platform. We process this on behalf of the client organization, as described in Section 7.

3. How We Use Information

We use personal information to:

• Provide, operate, maintain, and secure the platform and website;
• Create and manage accounts and provide customer support;
• Communicate with you about your account, service updates, and security notices;
• Send marketing communications about Menaia (you can opt out at any time);
• Analyze and improve our products, services, and website;
• Detect, prevent, and respond to fraud, abuse, and security incidents; and
• Comply with legal obligations and enforce our agreements.

4. Cookies and Analytics

Our website uses cookies and similar technologies to operate the site, remember preferences, measure traffic, and understand how the site is used. You can control cookies through your browser settings; disabling some cookies may affect site functionality. We may use third-party analytics providers that collect usage data on our behalf.

5. How We Share Information

We do not sell your personal information. We share it only as follows:

• Service providers — vendors who host, support, secure, or improve our services (for example, cloud hosting, analytics, email, and payment processors), who are permitted to use the information only to provide services to us.
• Legal and safety — when required by law, legal process, or to protect the rights, safety, or property of Menaia, our clients, or others.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.
• With your direction — when you ask us to share information or connect a third-party integration.

6. How We Protect Information

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect personal information. However, no system is completely secure, and we cannot guarantee absolute security.

7. Data You Submit to the Platform

When a client uses the platform to process information about its own customers, employees, subcontractors, or other individuals, Menaia acts as a service provider and processes that information only on the client’s behalf and per our agreement with the client. The client is responsible for the legality of that data and for obtaining any required consents and notices. Individuals whose data is processed this way should direct privacy requests to the client organization that controls the data. We will support our clients in responding to such requests as required by law and our agreement.

8. Data Retention

We retain personal information for as long as needed to provide our services, maintain your account, comply with legal obligations, resolve disputes, and enforce our agreements. We retain platform data per our client agreements; after termination, data may be deleted following a reasonable period unless retention is legally required.

9. Your California Privacy Rights

If you are a California resident, the California Consumer Privacy Act (as amended by the CPRA) gives you the right to:

• Know what personal information we collect, use, and share;
• Access a copy of the personal information we hold about you;
• Delete personal information, subject to legal exceptions;
• Correct inaccurate personal information; and
• Opt out of any “sale” or “sharing” of personal information and limit use of sensitive personal information.

We do not sell or share personal information as those terms are defined under California law. We will not discriminate against you for exercising your rights. You may exercise these rights by contacting us using the details in Section 12, and you may use an authorized agent where permitted. We will verify your request before responding.

Note on platform data: for information a client has submitted to the platform, please direct California rights requests to that client, who acts as the business for that data.

10. Children’s Privacy

Our website and platform are intended for business use and are not directed to children under 16. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version with a revised “Last updated” date and, where appropriate, provide additional notice.

12. Contact Us

Questions or requests regarding this Privacy Policy or your personal information: