Coellaborate, LLC ("Coellaborate," "we," "us," or "our") provides operational consulting services to independent registered investment advisers. This Privacy Policy describes how we collect, use, and protect information when you use our client portal at portal.coellaborate.com or interact with our website at coellaborate.com.
The short version: We collect only what we need to do our work together. We do not share your information with anyone — ever. Not for marketing, not for analytics, not for any other purpose.
Information We Collect
When you use the client portal or engage our services, we may collect the following:
- Account information: Your name, email address, firm name, and login credentials
- Project files and documents: Files, spreadsheets, templates, SOPs, and other materials shared within the portal in connection with your engagement
- Communications: Messages, notes, and feedback exchanged within the portal or via email
- Basic usage data: Login timestamps and technical information collected automatically by the portal platform (see Third-Party Platform section below)
We do not collect payment card information directly. Invoicing and payment processing are handled through QuickBooks (Intuit). Any payment information you provide is governed by Intuit's Privacy Statement. We do not store or have access to your credit card details.
How We Use Your Information
Your information is used solely to provide the consulting services described in your engagement agreement. Specifically, we use it to:
- Set up and maintain your portal workspace
- Share project deliverables, documentation, and resources
- Communicate with you about your engagement
- Maintain records of our work together for the duration of and after the engagement
We Do Not Share Your Information — Ever
We do not sell, rent, trade, share, or disclose your personal information or your firm's confidential information to any third party for any reason — including marketing, analytics, research, advertising, or otherwise.
The sole exception is the third-party platform used to operate the portal itself (described below), which is a technical necessity to provide you with a secure workspace. No information is provided to any other external party under any circumstances.
Third-Party Portal Platform
The client portal is hosted and operated on SuiteDash, a third-party client portal and project management platform. By using the portal, your data is also subject to SuiteDash's own terms of service and privacy practices:
We have selected SuiteDash with client security and confidentiality in mind. We are not responsible for SuiteDash's independent data practices, and we encourage you to review their policies directly. We will notify you if we change the platform used to host your workspace.
Data Security
Access to the client portal is protected by login credentials. We recommend using a strong, unique password and keeping your login information confidential. Do not share your credentials with anyone, and notify us immediately at erin@coellaborate.com if you suspect unauthorized access.
The portal platform, SuiteDash, maintains its own security infrastructure. You can review their approach at suitedash.com/security-overview. While we take reasonable precautions to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to using current best practices.
Data Retention
We retain your information for the duration of our engagement and for a reasonable period afterward — typically up to three years — for professional recordkeeping purposes. At the conclusion of an engagement, you will have a reasonable window to retrieve any files you have shared through the portal. After that period, files may be deleted from the platform.
You may request earlier deletion of your information by contacting us directly. Some information may be retained longer where required by applicable law or professional standards.
Your Rights
You have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information at the conclusion of your engagement
- Receive a copy of project files associated with your engagement
To exercise any of these rights, contact us at erin@coellaborate.com. We will respond within a reasonable timeframe.
Children's Privacy
The client portal is intended for use by business professionals only. We do not knowingly collect information from individuals under the age of 18. If you believe a minor has provided information through our portal, please contact us immediately.
Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the portal before the changes take effect. Your continued use of the portal after notice constitutes acceptance of the updated policy. The effective date at the top of this page will always reflect the most current version.
Questions about this Privacy Policy?
Erin M. Coe · Coellaborate, LLC