Privacy Policy for Nuvix Software
Effective Date: 10th May, 2025
Your privacy is important to us. This Privacy Policy explains how we collect, use, disclose and protect your personal data when you use Nuvix Software’s website, software, products and services (collectively, the “Services”). We comply with the General Data Protection Regulation (GDPR) and Dutch data protection laws.
1. Controller and Contact Details
- Data Controller: Nuvix Software B.V.
- Registered Office: Nuvix Software HQ Vlaardingen
- Email for Privacy Matters: info@nuvix-software.com
2. Personal Data We Collect
We may collect and process the following categories of personal data:
- Identification & Contact Information
- Name (first name, last name)
- Email address
- Telephone number (if voluntarily provided)
- Account Data
- Username and password (hashed/ encrypted)
- Profile information (e.g., company name, job title, address)
- Transactional & Billing Data
- Payment information (credit card number, billing address, invoicing details) (Note: We do not store full payment card data on our own servers; we rely on accredited third-party payment processors.)
- Usage Data & Technical Information
- IP address
- Device identifiers (e.g., browser type/version, operating system)
- Log files, crash reports, cookies, and analytics data (e.g., pages visited, time spent on pages, referring/exit URLs)
- Location data (country, city) based on IP address or as permitted by your device/browser settings
- Communications Data
- Any information you provide in email correspondence, support tickets, live chat, surveys or feedback forms.
- Third-Party Data
- If you choose to connect your account with third-party services (e.g., Google, Microsoft), we may receive information from those services, such as your name, email address and profile picture, in accordance with your privacy settings on those platforms.
3. Legal Basis for Processing
Under the GDPR, we rely on one or more of the following legal bases to process your personal data:
- Contract Performance: To perform our contract with you (e.g., to provide the Services you request).
- Legitimate Interests:
- To maintain, secure and enhance stability of our Services.
- To understand how users interact with and use our Services (analytics and usage trends).
- To send you non-promotional, administrative communications (e.g., changes in Terms, service announcements).
- Consent: Where we ask for your consent (e.g., for marketing communications or to process optional cookies), we will process your data only after obtaining your valid consent. You have the right to withdraw consent at any time.
- Legal Obligation: To comply with applicable laws, regulations or court orders (e.g., tax or accounting laws).
4. How We Use Your Data
We will use your personal data for the following purposes:
- Provision of Services
- To register and manage your Account.
- To authenticate and authorise your access.
- To deliver, update and maintain the Services you request.
- To process payments and manage billing.
- Communication
- To respond to your inquiries, support requests and feedback.
- To send you important notices regarding the Services (e.g., updates to Terms, security alerts).
- To administer surveys, newsletters or marketing communications, where you have opted in.
- Improvement & Personalisation
- To analyse how you use the Services, in order to improve performance, features and user experience.
- To personalise content and recommendations (e.g., product announcements, feature suggestions).
- Security & Fraud Prevention
- To detect, prevent and respond to security incidents, unauthorised access, malicious activities or fraud.
- To ensure compliance with internal policies and applicable laws.
- Analytics & Business Insights
- To generate statistical reports on user demographics, behaviour patterns and service performance.
- To make business decisions, plan marketing strategies and develop new features.
- Legal & Regulatory Compliance
- To comply with statutory obligations (e.g., retaining records for tax purposes).
- To cooperate with regulatory bodies, law enforcement or other authorities when required by law.
5. Sharing & Disclosure of Personal Data
We will not sell your personal data. We may share your information in the following circumstances:
- Service Providers
We engage trusted third-party vendors to assist in providing our Services. These may include:- Payment processors (e.g., Stripe, PayPal) to handle transactions.
- Cloud hosting providers (e.g., AWS, Azure) to store and process data.
- Analytics providers (e.g., Google Analytics, Matomo) to gather and analyse usage data.
- Email and marketing platforms (e.g., Mailchimp, SendGrid) to manage communications.
- Customer support tools (e.g., Zendesk, Intercom) to provide helpdesk services.
- These vendors are contractually bound to process personal data only for the purposes we specify and to implement appropriate technical and organisational measures to protect your data.
- Legal Requirements
We may disclose your personal data to comply with applicable laws, regulations, court orders or governmental requests. We will endeavour to notify you unless legally prohibited. - Business Transfers
In connection with any merger, acquisition, reorganisation, sale of assets or financing, we may transfer or assign personal data to the acquiring entity, provided that the recipient agrees to treat your data in accordance with this Privacy Policy. - With Your Consent
We may share your personal data for any purpose disclosed to you and with your explicit consent.
6. International Transfers
Nuvix Software is based in the Netherlands. Your data may be stored or processed in countries outside your own, including the European Economic Area (EEA) and non-EEA jurisdictions. Whenever we transfer your personal data to a country outside the EEA, we ensure adequate safeguards such as:
- Standard Contractual Clauses (SCCs) approved by the European Commission;
- Binding Corporate Rules (BCRs) for intra-group transfers (where applicable);
- Or such other lawful transfer mechanisms as required under the GDPR.
7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, and to comply with applicable laws and regulations. Specifically:
- Active Accounts: We retain account and profile information for the duration of your subscription or active use.
- Inactive/Deleted Accounts: If you delete your Account or if your Account is terminated, we will securely delete or anonymise personal data within 30 days, except where retention is necessary to:
- Comply with legal obligations (e.g., financial records for tax purposes, up to 7 years under Dutch law);
- Resolve disputes;
- Enforce our agreements;
- Prevent fraud or misuse of our Services.
8. Cookies & Tracking Technologies
Please refer to our separate Cookies Policy (below) for detailed information on how and why we use cookies, web beacons, pixel tags and similar technologies.
9. Your Data Subject Rights (Under GDPR)
If you are located in the European Economic Area (EEA), you have the following rights regarding your personal data:
- Right of Access: You may request a copy of the personal data we hold about you.
- Right to Rectification: You may ask us to correct or update inaccurate or incomplete information.
- Right to Erasure (“Right to be Forgotten”): You may request deletion of your personal data when there is no legitimate reason for us to continue processing it.
- Right to Restrict Processing: You may ask us to limit or suspend the processing of your data, under certain circumstances.
- Right to Data Portability: You may request a machine-readable copy of the personal data you provided, to transmit to another controller.
- Right to Object: You may object to our processing of your data based on legitimate interests or for direct marketing.
- Right to Withdraw Consent: If processing is based on your consent, you may withdraw that consent at any time without affecting the lawfulness of processing performed before withdrawal.
To exercise any of these rights, please contact us at info@nuvix-software.com. We will respond within one month of your request, in accordance with applicable law.
10. Data Security
We implement appropriate technical and organisational measures to safeguard your personal data against unauthorised access, disclosure, alteration, loss or destruction. These may include:
- Encryption (TLS/SSL) for data in transit;
- Encryption or hashing for certain data at rest (e.g., passwords);
- Access controls and authentication mechanisms for internal systems;
- Regular security assessments, penetration tests and audits;
- Data backup and disaster recovery procedures.
Despite our efforts, no system can be 100% secure. If you believe your Account or data has been compromised, please notify us immediately at info@nuvix-software.com.
11. Third-Party Links
Our Services may contain links to third-party websites, products or services that are not owned or controlled by Nuvix Software. We do not endorse or assume responsibility for the privacy practices or content of such third parties. We encourage you to review the privacy policies of any third-party site you visit.
12. Children’s Privacy
Our Services are not directed to children under the age of 16. We do not knowingly collect personal data from individuals under 16. If we become aware that we have unintentionally received personal information from a child under 16, we will delete such information from our records.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal requirements. When changes are made, we will revise the “Effective Date” at the top and post the updated policy on our website. Your continued use of the Services after the effective date constitutes acceptance of the revised Privacy Policy.
14. Contact Us
If you have any questions, complaints or requests regarding this Privacy Policy or our data practices, please contact:
Nuvix Software B.V.
Email: info@nuvix-software.com