Privacy Policy

Waldron Digital Solutions, LLC, a Massachusetts limited liability company doing business as CashNudge (“CashNudge,” “we,” “us,” or “our”), provides software for accounts-receivable workflows, customer communications, payment tracking, accounting integrations, collections-readiness review, quotes, post-job follow-up, reviews, and referrals. This Privacy Policy explains how we collect, use, disclose, retain, and protect Personal Information in connection with the CashNudge website, applications, services, support, and related communications (collectively, the “Service”).

This Policy should be read with our Terms of Service and any applicable Order Form, Customer Agreement, Data Processing Addendum, Business Associate Agreement, or other written agreement.

1. Scope and Definitions

1.1 Scope. This Policy applies to Personal Information that CashNudge processes through the Service, our public website, account registration, sales and onboarding, support, billing, integrations, and operational communications. It does not apply to information processed solely by a third party under that third party’s own privacy policy.

1.2 Business Service. The Service is intended for legitimate business and organizational use in the United States. It is not a consumer-facing debt-collection service and is not intended for personal, family, or household use by account administrators.

1.3 Personal Information. “Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked with an individual or household, as defined by applicable law. It does not include information that is lawfully public, aggregated, or deidentified so that it cannot reasonably be linked to an individual.

1.4 Customer Data. “Customer Data” means information, records, files, instructions, templates, communications, and other content submitted to or generated through the Service by or for a CashNudge business customer. Customer Data may include Personal Information about the customer’s employees, contractors, customers, patients, clients, debtors, payors, prospects, or referral contacts.

2. Our Role and Our Customers’ Role

2.1 Business Users and Website Visitors. For Personal Information that we collect directly from business users, prospective customers, website visitors, and support contacts for our own account administration, billing, security, sales, and service operations, CashNudge determines how and why the information is processed, subject to applicable law.

2.2 End-Customer and Account Records. When a CashNudge customer uploads, enters, syncs, or otherwise provides Customer Data about its own customers or account holders, the CashNudge customer is responsible for the lawfulness, accuracy, and instructions associated with that data. CashNudge processes that information to provide the Service and follow the customer’s documented instructions.

2.3 Privacy Requests from End Customers. If your information appears in CashNudge because a business you dealt with uses the Service, contact that business first. We will reasonably assist our customer in responding to verified requests where required by contract or law, but we may not be able to act on an end-customer request without the customer’s authorization.

3. Personal Information We Collect

3.1 Business account and user information

• Name, business name, job title or role, email address, phone number, and business contact information.
• Login credentials, password hashes, authentication information, seat role, permissions, and account-administration settings.
• Subscription plan, trial status, billing interval, payment-method brand and last four digits, invoice and payment status, refund status, and related Stripe identifiers. CashNudge does not store complete payment-card numbers.
• Sender identities, support contact details, reply-to addresses, messaging-service configuration, and integration settings.
• Login, account activity, service usage, and audit timestamps.

3.2 Customer and accounts-receivable information

• Customer or account-holder names, business names, account numbers, invoice numbers, and external system identifiers.
• Email addresses, phone numbers, mailing addresses, and other contact information.
• Outstanding and original balances, invoice and due dates, payment status, payment history, partial-payment information, settlement or reduced-price information, payment links, and related notes.
• Account status, do-not-contact settings, consent or opt-out status, disputes, collection-readiness decisions, assigned users, contact history, and campaign participation.
• Quotes, accepted or rejected quote activity, post-job completion records, thank-you messages, review requests, referral requests, and referral details.
• Message templates, message bodies, subject lines, recipients, delivery status, provider identifiers, errors, click activity, and communication history.

3.3 Integration and provider information

• Information synchronized from QuickBooks Online, Xero, Stripe, or other connected systems, including customer, contact, invoice, payment, refund, and mailing-address information.
• OAuth tokens, tenant or company identifiers, integration metadata, synchronization timestamps, webhooks, and provider response data. Sensitive integration tokens are intended to be encrypted in storage.
• Information that a customer directs us to send to or retrieve from email, text-messaging, payment, accounting, hosting, or other service providers.

3.4 Support, sales, and communications information

• Questions, support requests, demonstrations, onboarding details, feedback, survey responses, and correspondence with us.
• Records of notices, account-management communications, and communications about features, pricing, security, or legal terms.
• Information provided through referral forms, including a referred person’s name, email, phone number, service needs, and notes.

3.5 Device, usage, and link information

• Internet Protocol address, browser or device information, user-agent string, timestamps, pages or features used, error information, and security logs.
• Essential session-cookie information used for authentication, security, preferences, and session management.
• Payment-link and message-link visits, including the link destination, visit time, IP address, browser or device information, and the related account or message record.

4. Sources of Personal Information

We collect Personal Information from the following sources:

• Directly from business users, prospective customers, website visitors, support contacts, and people who submit referral information.
• From CashNudge customers and their Authorized Users when they manually enter data, upload files, create messages, or use platform features.
• From connected accounting, payment, messaging, and other third-party services at the customer’s direction.
• Automatically from browsers, devices, application activity, session cookies, security systems, payment-link visits, and provider webhooks.
• From service providers that help us process billing, deliver messages, host the Service, provide support, prevent fraud, or maintain security.
• From public or commercially available business sources when used for legitimate sales, verification, or business-development purposes, subject to applicable law.

5. How We Use Personal Information

We use Personal Information for legitimate business and operational purposes, including to:

• Provide, operate, maintain, secure, troubleshoot, and improve the Service.
• Create and administer accounts, authenticate users, enforce permissions, and maintain audit trails.
• Import, synchronize, display, update, export, and reconcile account, invoice, contact, payment, quote, referral, and post-job information.
• Send email or text messages on behalf of a CashNudge customer, record delivery and response status, process opt-outs, and support payment-link redirection and tracking.
• Process subscriptions, trials, invoices, refunds, and related billing administration.
• Provide onboarding, customer support, training, demonstrations, and account management.
• Generate operational reports, recovery metrics, performance summaries, and recommended next actions for human review.
• Detect, investigate, and prevent fraud, abuse, security threats, unauthorized access, duplicate transactions, and violations of our agreements.
• Comply with law, respond to lawful requests, enforce contracts, protect rights and safety, and establish or defend legal claims.
• Create aggregated or deidentified information for analytics, product improvement, benchmarking, and business planning, provided that we do not use it to identify an individual.

6. How We Disclose Personal Information

We may disclose Personal Information in the following circumstances:

6.1 CashNudge Customers and Authorized Users. Information within a customer workspace is available to the customer and its Authorized Users according to their roles, permissions, and account settings.

6.2 Service Providers and Subcontractors. We may disclose information to vendors that provide cloud hosting, storage, security, authentication, billing, payment processing, email delivery, text messaging, accounting integration, artificial-intelligence processing, analytics, customer support, professional services, and related operational functions. These providers may process information only for authorized purposes under their agreements and applicable law.

6.3 Connected Services at Customer Direction. When a customer connects QuickBooks, Xero, Stripe, Twilio, Postmark, SendGrid, or another service, information may be exchanged with that provider as necessary to perform the requested integration or communication. The provider’s own terms and privacy policy also apply to its services.

6.4 Recipients and End Customers. CashNudge may disclose message content, payment links, review links, referral links, sender information, and related information to the recipients selected by a customer.

6.5 Legal, Safety, and Compliance. We may disclose information when we reasonably believe disclosure is required by law, regulation, subpoena, court order, governmental request, or legal process, or is necessary to protect CashNudge, our customers, recipients, the public, or the security and integrity of the Service.

6.6 Business Transactions. Information may be disclosed or transferred in connection with a financing, merger, acquisition, reorganization, bankruptcy, sale of assets, or similar transaction, subject to appropriate confidentiality and legal protections.

6.7 With Consent or as Directed. We may disclose information when the relevant person or CashNudge customer consents to or directs the disclosure.

6.8 No Sale or Cross-Context Behavioral Advertising. CashNudge does not sell Personal Information for money and does not share Personal Information for cross-context behavioral advertising. We do not use Customer Data to serve third-party behavioral advertisements.

7. Artificial Intelligence Features

7.1 Optional Recovery Assistant. The Recovery Assistant may use an external artificial-intelligence provider to help generate receivables summaries, prioritization language, operational observations, and proposed next actions for human review.

7.2 Designed to Exclude Direct Identifiers. CashNudge is designed to keep customer names, email addresses, phone numbers, and account identifiers out of the AI request. The AI provider receives operational receivables facts and opaque candidate references, such as balances, aging, engagement, delivery, and payment-history indicators. CashNudge translates the opaque references back to customer names inside the Service after the response returns.

7.3 Human Review and No Automatic Contact. AI output is advisory and may be incomplete or inaccurate. It is presented for human review. The AI response does not itself send a message, change eligibility, make a collection decision, or determine a person’s legal rights.

7.4 Provider Processing. The AI provider processes the information submitted to it under its applicable contract, privacy, security, and data-use terms. We may change or add AI providers as the Service evolves and will update this Policy when required.

8. Cookies, Logs, and Payment-Link Tracking

8.1 Essential Cookies. CashNudge uses essential cookies and similar technologies for login, session management, security, account preferences, and core Service functionality. Disabling essential cookies may prevent the Service from functioning correctly.

8.2 Operational Logs. We collect logs and activity records to secure the Service, diagnose errors, maintain audit history, enforce permissions, investigate suspicious activity, and support customers.

8.3 Payment-Link Tracking. When a recipient clicks a CashNudge-tracked payment link, we may record the visit time, destination, IP address, browser or device information, and associated message or account record before redirecting the recipient to the customer’s or payment provider’s destination. This helps provide click reporting, prevent abuse, and maintain an audit trail.

8.4 Advertising Technologies. CashNudge does not currently use third-party advertising cookies to profile users across unrelated websites for targeted advertising. If our practices materially change, we will update this Policy and provide required choices.

9. Email, Text Messages, and Other Communications

9.1 Service and Account Communications. We may send business users transactional or operational communications about account activity, billing, integrations, security, support, legal terms, and changes to the Service. These communications are necessary to operate the business relationship and may not be optional while the account remains active.

9.2 Marketing Communications. We may send prospective or current business customers marketing communications where permitted by law. Recipients may unsubscribe using the message instructions or by contacting us. Unsubscribing from marketing does not stop transactional or security notices.

9.3 Customer-Sent Communications. Email and text messages initiated through the Service are sent for and on behalf of the CashNudge customer. The customer controls the recipient, content, timing, and legal basis for the communication. CashNudge records communication and delivery information to provide the Service.

9.4 Opt-Outs and Suppression. The Service may process STOP, unsubscribe, do-not-contact, consent-revocation, and similar requests. CashNudge customers are responsible for honoring applicable requests and maintaining accurate contact and suppression records.

10. Data Retention

10.1 General Standard. We retain Personal Information for as long as reasonably necessary to provide the Service, maintain the business relationship, comply with contractual and legal obligations, resolve disputes, enforce agreements, prevent fraud, maintain security, and support legitimate business operations.

10.2 Customer Workspace Data. Customer Data is generally retained while the customer account is active and for a reasonable period after termination or cancellation to permit transition, export, backup rotation, dispute resolution, and legal compliance. The applicable agreement or written customer instructions may specify additional retention or deletion terms.

10.3 Audit History. CashNudge is configured to retain detailed audit-event history for up to seven years, after which older detailed audit events may be deleted. Certain transaction, accounting, payment, security, aggregated, or business records may be retained longer when reasonably necessary or required by law.

10.4 Backups and Provider Records. Deleted information may remain temporarily in backup, disaster-recovery, provider, and security systems until those records are overwritten or deleted under normal retention cycles. Third-party providers may retain information under their own legal and contractual obligations.

10.5 Deidentified Information. We may retain aggregated or deidentified information for longer periods because it is not reasonably capable of identifying an individual.

11. Security and Incident Response

11.1 Safeguards. We use administrative, technical, and organizational measures designed to protect Personal Information against unauthorized access, use, alteration, loss, and disclosure. Depending on the system and risk, these measures may include access controls, password hashing, encryption of integration credentials, secure transmission, role-based permissions, logging, monitoring, vendor management, and incident-response procedures.

11.2 Customer Responsibilities. No system is completely secure. Customers and Authorized Users must protect credentials, configure permissions appropriately, maintain secure devices and networks, promptly remove former users, and notify us of suspected unauthorized access.

11.3 Security Incidents. If we discover a security incident affecting Personal Information, we will investigate, contain, and remediate it and provide notices to customers, affected individuals, regulators, or others when required by applicable law or contract.

11.4 Security Questions. Customers may contact CashNudge with security questions or to report suspected vulnerabilities. Do not publicly disclose a suspected vulnerability until we have had a reasonable opportunity to investigate and address it.

12. Privacy Choices and Rights

12.1 Business users

• Business users may review and update certain profile, company, sender, billing, and integration information through the Service or by contacting an account administrator or CashNudge support.
• Business users may unsubscribe from marketing email, but will continue to receive necessary account, billing, legal, and security communications.
• Account administrators may manage Authorized Users, roles, integrations, communication templates, and Customer Data according to their subscription and permissions.

12.2 Applicable privacy rights

Depending on your state and the circumstances, you may have rights to request access, correction, deletion, portability, or information about the collection and disclosure of Personal Information; to opt out of certain sales, sharing, targeted advertising, or profiling; to limit certain uses of sensitive information; and to appeal a decision. These rights are subject to legal exceptions and may not apply to information processed solely on behalf of a CashNudge customer.

12.3 How to submit a request

Submit a request to david@cashnudgepays.com. Describe your relationship with CashNudge and the information or right involved. We may need to verify your identity and authority before acting. Authorized agents may submit requests where permitted by law, but we may require proof of authorization and direct verification with the individual.

12.4 No unlawful discrimination

We will not unlawfully discriminate against an individual for exercising an applicable privacy right. We may offer different service levels or pricing when reasonably related to the value or cost of the data and permitted by law.

13. Additional Notice for Certain U.S. State Residents

This section applies only to the extent a U.S. state comprehensive privacy law applies to CashNudge and the relevant Personal Information. During the preceding twelve months, CashNudge may have collected and disclosed the categories below for the business purposes described in this Policy. We do not sell these categories for money or share them for cross-context behavioral advertising.

CashNudge does not knowingly use or disclose sensitive Personal Information for purposes that require a right to limit under applicable state law, except as necessary to provide, secure, and administer the Service or as otherwise permitted by law.

14. Children, Health Information, and Other Sensitive Data

14.1 Children. The Service is not directed to children under thirteen, and CashNudge does not knowingly permit children to create user accounts. Business customers are responsible for ensuring that any information about minors submitted to the Service is lawful, necessary, and appropriately protected. Contact us if you believe a child provided information directly to CashNudge without appropriate authorization.

14.2 Protected Health Information. The standard Service is not intended to receive or process protected health information regulated by HIPAA. A covered entity or business associate must not submit protected health information unless CashNudge has expressly approved the use case in writing and the parties have executed an appropriate Business Associate Agreement before the information is submitted.

14.3 Other Highly Sensitive Information. Do not submit Social Security numbers, government identification numbers, complete payment-card data, online-banking credentials, consumer reports, biometric identifiers, precise medical information, or other highly sensitive data unless the information is expressly supported by the Service, necessary for an approved use, and lawfully provided.

15. United States Operations and Third-Party Services

15.1 United States Operations. CashNudge is designed for United States business use. Personal Information may be stored and processed in the United States, where privacy and data-protection laws may differ from those in other jurisdictions. Do not use the Service from or for another country unless CashNudge has approved the use in writing.

15.2 Third-Party Services. The Service may contain links to or integrate with third-party websites and services. CashNudge does not control and is not responsible for a third party’s independent privacy practices. Review the third party’s privacy policy before providing information or enabling an integration.

15.3 Changes in Providers. We may replace, add, or discontinue service providers as our infrastructure and product evolve. We will update this Policy or provide other notice when a change materially affects our privacy practices and notice is required.

16. Changes to This Policy

We may update this Policy to reflect changes in the Service, technology, vendors, legal requirements, or business practices. We will post the revised Policy and update the “Last Updated” date. If a change materially affects how we use or disclose Personal Information, we will provide additional notice when required by law or contract. Continued use of the Service after the effective date of an updated Policy is subject to the updated Policy, except where additional consent is legally required.

17. Contact Us

Waldron Digital Solutions, LLC d/b/a CashNudge

Website: cashnudgepays.com

Privacy & Support requests: david@cashnudgepays.com