Your organization’s data
Each organization controls its own volunteer data. Organizations can’t see each other’s.
Security and privacy
Security and privacy
Each organization controls its own volunteer data. Nehemiah keeps it in the United States, limits access by role, and a person approves AI actions that send to groups, delete or bulk-change records.
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Security at a glance
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Hosted in the United States
On Google Cloud, encrypted in transit and at rest. Email goes out through Amazon SES.
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Access by role
Owner, admin, coordinator and viewer, each with clear limits. Volunteers see only their own records.
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Private documents
Licenses, TB results and agreements open only for coordinators and up, and for the volunteer who sent them.
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AI turned on by a person
Until an owner or admin accepts a plain-language notice, Nehemiah holds back uploads it identifies as health records from the AI.
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Not used to train AI
Content the AI reads is used only to run Nehemiah, not to train AI models.
Who owns the data in Nehemiah?
Your organization does. Each organization controls the volunteer information it collects, and Bytesize Data Solutions processes it only to run Nehemiah for you. Organizations can’t see each other’s data, and we don’t sell personal information.
- We share data only with the service providers listed below, and only to run Nehemiah.
- Volunteers can ask the organization they serve, or us, to see, correct or delete their information.
Where is data stored, and who processes it?
In the United States, on Google Cloud (Firebase). Email goes out through Amazon SES, and AI features run on Anthropic’s Claude. Data is encrypted in transit and at rest.
| Service | Used for | Notes |
|---|---|---|
| Google Cloud (Firebase) | Hosting, the database, document storage and background jobs | US regions |
| Amazon Web Services (SES) | Sending email | US region |
| Anthropic (Claude) | AI features: Ask Nehemiah, onboarding messages, document pre-checks and drafts | Not used to train AI models |
| Twilio | Text messages | Not in use yet. Texting is coming soon. |
| Your web browser | Voice input in Ask Nehemiah, if you use it | The browser’s own speech recognition, which may send audio to the browser maker (for example, Google in Chrome) |
Who can see volunteer documents?
Only your organization’s coordinators, admins and owner, and the volunteer who uploaded them. Licenses, TB results and signed agreements are stored privately, and Nehemiah checks who is asking every time a file is opened.
| Role | What they can do | Volunteer documents |
|---|---|---|
| Owner | Everything an admin can do, and owns the account. | Open and review |
| Admin | Runs the account: settings, roles, forms, emails, Autopilot and the team. Turns on Nehemiah’s AI and exports data. | Open and review |
| Coordinator | Manages people and the schedule, reviews documents and sends messages. | Open and review |
| Viewer | Sees the organization’s records but can’t change anything. | Sees what’s done; can’t open files |
| Volunteer | Signs in with a link by email. Sees their own schedule, hours and paperwork, never anyone else’s. | Their own only |
A volunteer who is archived loses access to their files right away. Staff keep the record.
How does the AI use our data?
Nehemiah’s AI runs on Anthropic’s Claude. It reads what each task calls for, such as an uploaded license or the details of a shift, and that content is used only to run Nehemiah, not to train AI models.
What always waits for a person:
- When Nehemiah’s AI wants to send to a group, delete anything or change more than 25 people at once, it waits for a person to approve.
- Approving someone for a role is always a person’s call.
- Staff-only checks, such as background checks and verifications, are marked done by your team.
- Any reply or message that’s sensitive, medical, about safety or a complaint goes to a person.
- Turning on an Autopilot recipe through Ask Nehemiah takes effect right away. It’s logged, and you can switch it off again.
- Every change Ask Nehemiah makes is logged, and you can undo it.
How are health records handled?
Your organization decides. Reading health records such as TB results and immunizations is part of the AI’s default package, but until an owner or admin accepts a plain-language notice of what it will do, Nehemiah holds back uploads it identifies as health records from the AI. Health-record reading can be switched off in that notice, or any time after.
- The notice lists what the AI will do, with the most help preselected: how far it takes onboarding, whether it reads every document including health records, and whether it approves documents it can read clearly. An owner or admin can change any of it, then ticks “I understand and agree” and turns it on.
- Until then, Nehemiah holds back uploads it identifies as health records from the AI, and the AI approves no documents. Health records go to your team; licenses and certificates are still pre-checked.
- Who turned the AI on, and when, is recorded in your organization’s activity log.
- Even with everything on, a document is approved only on a clean read: the right document, the volunteer’s name, not expired and at least 90% confidence. Anything else waits for a person.
Is Nehemiah HIPAA compliant?
No. Nehemiah manages volunteer records, not patient records, and we don’t sign BAAs today. Don’t store patient information in Nehemiah.
Nehemiah keeps volunteer records: who your volunteers are, when they serve and the paperwork their roles require. Some of that paperwork, like a TB result a clinic asks for, is a volunteer’s own health record. Reading it is part of the AI’s default package, which an owner or admin reviews, and can switch off, before the AI is turned on.
How do email opt-outs work?
Volunteer emails include an unsubscribe link and a link to message preferences, and inboxes that offer one-click unsubscribe (RFC 8058) can remove someone in a single click. Volunteers choose how often they hear from you.
- Quiet hours hold non-urgent email overnight, and Autopilot sends each person at most two general emails a day. Shift reminders still arrive on time.
- Each volunteer can choose everything, only important messages, or urgent only.
- Text messages are coming soon. Volunteers will opt in on your sign-up form, and STOP and HELP will work.
How do we export or delete our data?
Owners and admins can export your organization’s data from Settings at any time, and download people, reports and form responses as CSV files. To have your organization’s data deleted, email support@bytesizeds.com.
- The full export is a JSON file of your organization’s records, saved where only admins can reach it.
- Admins can archive a volunteer at any time. To have a volunteer’s record deleted, email support@bytesizeds.com.
- When an organization stops using Nehemiah, we delete its data when asked, unless the law requires us to keep it.
How do I report a security issue?
Email support@bytesizeds.com with what you found and the steps to reproduce it. Please don’t access other people’s data or disrupt the service while you look.
What doesn’t Nehemiah have yet?
Nehemiah is new, and a few things larger vendors offer aren’t in place yet. We’d rather you hear it from us:
- An independent security audit, certification or penetration test
- Business associate agreements (BAAs) under HIPAA
- Two-step verification or enterprise single sign-on (SAML) for staff accounts (staff can already sign in with Google)
- A written uptime commitment (SLA)
- Scheduled backups with point-in-time recovery
Ask us about any of these on a walkthrough. The details of how we handle data are in our Privacy Policy, Terms of Service and text message terms.
Tell us about your volunteer program.
We’ll show you Nehemiah running with your own roles, schedule and paperwork.