1. Information we handle
The information depends on the organization’s configuration and use of NyxThrive. It can include:
- Account and organization details: organization name, member name, work email, role, department when provided, account status, and sign-in and verification records.
- Recognition and program records: selected recognition themes, points awards and adjustments, reward categories and requests, their status, administrator decisions, optional employer-recorded USD fulfillment expenses, shared challenge details and progress, and related audit records. Challenge-following choices are stored privately and are not shown with employee identities.
- Preferences and private employee settings: recognition visibility, optional work-anniversary month and day, portal theme, optional leaderboard participation, a selected private personal goal and its self-reported progress, and whether an employee hides the getting-started guide. Personal goals and onboarding choices are not included in administrator analytics.
- Milestones: private points and recognition milestones are calculated from an employee’s award ledger. Milestones do not create additional points or affect administrator analytics.
- Recognition wall and celebrations: recognition may include an optional company-value name saved with the award. The wall shows only shared recognition for currently active recipients who allow public recognition; recognition originally marked private stays off the wall. Members can save or remove their own Celebrate toggle. A toggle is linked to the member account and recognition record, but the portal exposes only that member's own state, not public counts or lists of people reacting. Toggles do not award points, create rankings or send notifications. Company-value tags are included in authorized ledger exports; celebration records are not. Removing a toggle deletes it from the live workspace; full organization deletion removes nested celebration records. No automatic expiration period is applied.
- Private in-app experiences: employees can save up to 30 reward identifiers privately and choose optional weekly summaries, recognition prompts and milestone celebrations. These preferences and wishlists are not shown in administrator reports, member directories or workspace exports. Weekly summaries use the employee's own recent ledger activity; no scheduled email or push delivery is provided.
- Subscription and billing records: when billing is configured, Stripe processes hosted checkout and customer billing management. NyxThrive retains relevant customer and subscription identifiers, plan, status and billing period details to manage workspace access. Payment credentials are entered in Stripe, not in NyxThrive.
- Opportunity completion records: published activity criteria, points, deadlines, private employee completion evidence and administrator decisions. Evidence is visible only to the submitting employee, their organization admins, and the authorized platform Owner managing that workspace and is included in authorized full-workspace exports. It is excluded from the award ledger and public feed. Approved points still contribute to normal totals, analytics, milestones and any opted-in standings.
- Workspace conversations: post and reply text, author identity and role at posting, timestamps and moderation records. These are visible to signed-in members of the same workspace and the authorized platform Owner managing it, not private messages. Authors and admins can remove text; admins can close/reopen replies. Removing a post hides replies in the portal, but retained reply text remains in authorized exports until workspace deletion. No automatic moderation or automatic expiration period is applied. Do not share sensitive records.
- Platform support and access records: the platform owner can view workspace names, access and subscription status, and aggregate account/onboarding counts, suspend or reactivate workspaces, and record private support notes and access-change reasons with owner identity and timestamps. The platform Owner can select a customer and open its real Admin portal to administer staff, balances, point changes, rewards, engagement, billing, integrations, exports and deletion without impersonating a member. Entry requires a recent sign-in and management reason. Selected-workspace requests record the Owner UID, request method/path and timestamps in both tenant audit and private platform history; request entries are not claims of completed actions. Successful mutations retain the Owner UID in their normal audit records. Employee personal account actions remain unavailable in this management context. Customer administrators cannot select another customer's workspace. It can assign an existing active member's customer leadership role using an exact registered work email, current role and reason after recent sign-in. The target email and reason are retained in private platform history; the role change is also logged in the tenant audit. Private platform history is separate from customer exports and deletion. Support notes must not contain employee-private information or secrets. Retention and privacy requests for platform history require the operator's support process, rather than an automatic expiration schedule.
- Optional employee pulse responses: a response is linked to an internal account reference to enforce one response per person. It is not anonymous. Administrators see group results only when at least five active employees have responded.
- Optional attendance-import records: if an organization uses the CSV workflow, the uploaded file may contain work email, scheduled shift times, and clock-in and clock-out times. The file is previewed in the administrator’s browser and is not retained as a raw upload; approved awards retain the employee reference and shift date used to prevent duplicate awards.
- Coordinated campaigns: administrators may publish campaign titles, invitations, UTC dates and references to existing opportunities and a shared challenge. These are visible to authorized workspace members and the authorized platform Owner managing the workspace. Campaigns do not collect a separate participation list, individual score or completion evidence; existing activity privacy and approval workflows still apply. Campaign records are included in authorized workspace exports, publication/closure is audited, and full organization deletion removes the live records. Closing or ending a campaign does not delete or change its linked activities. No automatic expiration period is applied.
- Optional workforce-directory information: if an organization connects Finch, NyxThrive can preview an active person’s name, work email, department, and provider identifier for administrator review. The current connector is read-only and does not process payroll or clock-in events.
- Organization identity and optional imagery: administrators can publish a workspace welcome, leadership signature and company values, and upload organization-owned logos, covers and reward photographs. These are visible to authorized members of that organization and the authorized platform Owner managing it. The browser resizes and re-encodes uploaded images, discarding original file metadata; stored images require authenticated, organization-scoped downloads and are not public image links. Image and identity changes are audited. Workspace exports include identity text and image download metadata, with images downloaded separately; organization deletion removes them from the live workspace. Do not upload people, employee information or sensitive documents.
- Technical and security information: service providers may process connection, device, browser, IP address, request, and diagnostic information as part of hosting, authentication, abuse prevention, and service security.
Do not use NyxThrive to store patient or protected health information, compensation, payroll transactions, bank details, government identifiers, passwords, or other sensitive information that is not necessary for the recognition program.
2. How information is used
NyxCollective uses information to operate organization workspaces, authenticate users, administer recognition and points, process reward requests, provide configured reports and preferences, support approved directory workflows, maintain security, prevent misuse, respond to support requests, and meet legal obligations. Organizations are responsible for choosing appropriate program settings, giving required workforce notices, and having a lawful basis for their use of member information.
NyxThrive does not currently load third-party advertising pixels or Google Analytics. The browser stores authentication state using Firebase Authentication’s persistence mechanism, may store account-scoped color theme, light/dark mode, text size, motion, spacing, card shape, surface effects and contrast settings locally, and stores a selected purchase plan for the browser session to support registration and billing continuity. Appearance settings are not synchronized across devices. Live previews do not save preferences until confirmed. Vercel or other infrastructure providers may use necessary security mechanisms.
3. How information is shared
- Within the organization: authorized administrators can access workspace records. Recognition and standings are shown according to organization settings and member preferences. A leaderboard is off unless an administrator enables it, requires each employee to opt in, and is visible only to signed-in members of that organization.
- Service providers: Firebase Authentication and Google Cloud Firestore support sign-in and data storage; Vercel hosts the web application and API. Stripe processes configured subscription payments and billing management. Finch receives or returns information only when an organization authorizes its optional connection. These providers process information under their applicable service terms.
- External reward destinations: an organization may list an external reward-store link. Following it takes the user to that independent third party, which handles its own data practices.
- Legal and safety needs: information may be disclosed where required by law or where reasonably necessary to protect users, the service, or legal rights.
NyxCollective does not sell personal information for money and does not share it for cross-context behavioral advertising. We do not use workforce information to advertise products to employees.
4. Retention and deletion
Workspace information is generally retained while the organization uses the service. Administrators manage member access. An authorized administrator can permanently delete the workspace, its live application records, and member sign-in accounts. Deletion from the live database does not immediately remove copies held in provider backups, recovery systems, or security logs. Backup and log retention depends on provider configuration and applicable agreements.
NyxThrive does not currently apply one universal automatic expiration period to all recognition, ledger, pulse, and audit records. Any customer-specific retention schedule must be agreed in writing. Employees should direct requests to their organization administrator first; NyxCollective will assist the organization as required by the applicable agreement and law.
5. U.S. privacy choices and rights
Depending on where you live and the applicable law, you may have rights to request access to, correction of, or deletion of personal information, to receive a portable copy, or to appeal a decision about a request. An organization may control workforce records that NyxCollective processes on its behalf, and legal or operational obligations may limit a request. We will route or coordinate a request with the relevant organization when appropriate. We will not unlawfully discriminate against a person for exercising a privacy right.
To submit a privacy question or request, email info@nyxthrive.com. Please do not include passwords, government identifiers, or sensitive employee records in your message. We may need to verify your identity and authority before acting.
6. Security and account access
NyxThrive uses server-side access controls and organization scoping. No method of electronic storage or transmission is perfectly secure, and the protections, incident response duties, and service commitments that apply to a customer are set out in the signed agreement. Notify your organization administrator promptly if you suspect unauthorized account access.
7. Children and intended use
NyxThrive is a workforce service for organizations and is not designed or marketed as a service for children. Organizations should not invite a person who is not eligible under their policies and applicable law.
8. Changes to this notice
We may update this notice as the service or legal requirements change. We will update the effective date above and provide notice of material changes as required by law or the applicable customer agreement. An organization’s signed agreement may provide additional privacy terms.
9. Contact
NyxCollective LLC
Privacy questions and requests: info@nyxthrive.com