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Collaborate Acceptable Use Policy

Last Modified: July 27, 2026 (Version 1.0)

This Acceptable Use Policy (this "AUP") governs use of Collaborate, the case-management platform operated by Network Ninja, Inc. ("NNI"). It is the acceptable-use policy referenced in Section 3(a) of the Terms of Service and is incorporated into that agreement. Capitalized terms not defined here have the meanings given in the Terms of Service.

This AUP applies to the Customer organization, to every Authorized User, to anyone who accesses the Services using Customer's credentials, and to individuals who access the Participant Portal. Customer is responsible for its Authorized Users' compliance.

NNI may update this AUP. For a Customer under an Order, a material change does not take effect during that Customer's then-current Order Term.

1. What the Services Are For

The Services exist so that human-services organizations can manage the individuals and families they serve: cases, participants, forms and form submissions, documents, activities, tasks, assignments, notes, contacts, referrals, and related program records. Use of the Services must stay within that professional purpose. The Services are not for personal, household, or consumer use.

Recording sensitive information about the people an Organization serves, including allegations of abuse, health information, and information about minors, is a core intended use. Nothing in this AUP restricts an Organization from documenting its work.

2. Prohibited Content and Conduct

(a) Unlawful use. Do not use the Services in violation of any applicable law or regulation, or to further any unlawful, fraudulent, or deceptive act. Do not submit material whose mere possession, creation, or distribution is unlawful.

(b) Child sexual abuse material. Do not upload, store, or transmit through the Services any visual depiction that constitutes child pornography or child sexual abuse material as defined in 18 U.S.C. § 2256(8).

This prohibition is directed at the contraband material itself. It does not restrict the lawful documentation that human-services organizations exist to produce: case notes, forms, assessments, correspondence, medical and forensic reports, and other records that describe or record allegations, disclosures, injuries, or investigative findings are permitted and are a core intended use of the Services.

Because material of that kind is normally held in evidence systems operated by law enforcement under their own chain-of-custody rules, Customer should not route it to the Services. If NNI obtains actual knowledge of an apparent violation of this Section, NNI will preserve the relevant material and make any report required of it under 18 U.S.C. § 2258A, and may suspend access under Section 2(f) of the Terms of Service.

(c) Harm to others. Do not use the Services to harass, threaten, stalk, defame, or intimidate any person, or to disclose another person's information to someone not authorized to receive it. This includes using the Services to locate or contact an individual in violation of a protective order, a confidentiality obligation, or a program's own safety protocols.

(d) Unsolicited and marketing messages. The Services' email and SMS features are for transactional program communication. Do not use them to send marketing, advertising, promotional, or political messages, or any unsolicited bulk message. Do not text or email a person who has not consented or whose consent has been withdrawn, and honor every opt-out. Customer is responsible for its own compliance with the Telephone Consumer Protection Act, the CAN-SPAM Act, and comparable state law. Section 13 of the Terms of Service governs the SMS program.

(e) Malicious code. Do not upload or transmit any virus, worm, trojan horse, ransomware, or other code intended to disrupt, disable, damage, or gain unauthorized access to the Services, to another user's systems, or to any Customer Data.

(f) Platform and tenant integrity. The Services are multi-tenant, and every Organization's data is isolated from every other Organization's. Do not:

  • attempt to access, or attempt to determine the existence of, any Organization, workspace, program, case, individual, or record you are not authorized to access;
  • attempt to bypass, disable, or probe any authentication, multi-factor, session, authorization, workspace-isolation, program-scoping, rate-limiting, or audit-logging control;
  • conduct any vulnerability scan, penetration test, load test, or other security testing against the Services without NNI's prior written authorization;
  • interfere with or disrupt the integrity or performance of the Services or the data they contain; or
  • use any scraping, harvesting, or automated extraction method to pull data in bulk outside the export functionality NNI provides.

(g) Credentials and identity. Do not share, sell, or transfer access credentials, use another person's credentials, or misrepresent your identity, role, or authority within the Services. Each Authorized User must have their own account.

(h) Reliance on automated output. Do not use any AI-assisted output or generated report as the sole basis for a decision affecting an individual's rights, benefits, custody, safety, services, or legal position. Those outputs are aids and require review by a qualified person. The Services do not perform automated profiling, risk scoring, or eligibility determinations about individuals, and must not be used as though they do.

(i) Competitive and derivative use. Do not reverse engineer the Services, or use the Services or their outputs to build or improve a competing product, or to train any machine-learning model. Section 2(c) of the Terms of Service states these restrictions in full.

3. Data About Other People

Most information in the Services is about people who are not users of the Services. Customer is responsible for:

  • having the legal authority, consent, or authorization required to submit each record, and for obtaining verifiable parental or guardian consent where a minor's information requires it;
  • limiting what each Authorized User can reach to what that person needs, using the workspace and program roles the Services provide;
  • deciding which individuals receive Participant Portal access and what is made visible to them; and
  • meeting its own retention, confidentiality, and disclosure obligations, including any imposed by a funder, a grant condition, or a statute such as the Victims of Crime Act or the Violence Against Women Act.

4. Reporting Misuse or a Security Concern

Report suspected misuse of the Services, or a suspected security vulnerability, to legal@networkninja.com. Please include enough detail to reproduce or locate the problem, and do not access, alter, or download another Organization's data while investigating. Report a suspected compromise of your own credentials or account under Section 3(d) of the Terms of Service.

5. Enforcement

NNI may investigate a suspected violation of this AUP and may suspend access under Section 2(f) of the Terms of Service, delete violating Customer Data under Section 8(b), terminate for cause under Section 12(b)(ii), and make any disclosure or report required by law.

Where practicable, and except where prohibited by law or where the violation poses an ongoing security, safety, or legal risk, NNI will notify Customer and give a reasonable opportunity to correct the problem before acting. NNI will not use its enforcement rights under this AUP to require Customer to delete records Customer is legally required to retain.

Collaborate is a product of Network Ninja, Inc. For questions about this Acceptable Use Policy, contact legal@networkninja.com