Privacy Policy

Introduction

Nexify AI ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI customer service platform and visit our website. We are a Dutch company registered in The Hague (KVK 42114767) and comply fully with the General Data Protection Regulation (GDPR).

1. Data We Collect

1.1 Information you provide

• Contact information: name, email address, company name, and phone number when you contact us or request a demo
• Business information: company size, industry, and specific requirements shared during onboarding or pilot applications
• Communications: messages sent through our contact form, chat widget, or email

1.2 Information collected automatically

• Usage data: pages visited, time spent, referral sources, and device information
• Chat interactions: conversations with our AI assistant on your website or ours
• Technical data: IP address, browser type, operating system, and cookies

1.3 Customer data processed on your behalf

When you use our service, we process end-customer data on your behalf as a data processor. This includes chat messages, phone call transcripts, email content, and any information collected during customer interactions. This data is processed strictly per your instructions and our Data Processing Agreement (DPA).

2. How We Use Your Data

We use the collected data for the following purposes:

• Service provision: to deliver, maintain, and improve our AI customer service platform
• Customer support: to respond to inquiries, provide technical support, and handle requests
• Model improvement: to train and improve our AI models (only with anonymized or aggregated data, or with your explicit consent)
• Marketing: to send newsletters, product updates, or promotional materials (only with your consent)
• Analytics: to understand how our website and services are used and to optimize user experience
• Legal compliance: to meet our legal obligations, enforce our terms, and prevent fraud or abuse

3. Data Storage & Location

All data is stored within the European Union. We use EU-based cloud infrastructure providers and do not transfer personal data outside the EU/EEA without appropriate safeguards.

We implement industry-standard security measures including encryption in transit (TLS 1.3) and at rest, access controls, regular security audits, and data minimization practices.

Data retention periods:

• Lead and contact data: retained for up to 24 months unless you request deletion
• Service usage data: retained for the duration of your contract plus 30 days
• Chat and conversation logs: retained per your configuration (default: 90 days)
• Legal and financial records: retained as required by Dutch law (typically 7 years)

4. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of access: obtain a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate or incomplete data
• Right to erasure: request deletion of your personal data ("right to be forgotten")
• Right to restriction: request limitation of processing under certain conditions
• Right to data portability: receive your data in a machine-readable format
• Right to object: object to processing based on legitimate interests
• Right to withdraw consent: withdraw any previously given consent at any time

To exercise any of these rights, please contact us at hello@nexifyai.org. We will respond within 30 days of receiving your request.

5. Cookie Policy

We use cookies and similar tracking technologies to enhance your experience on our website. Here's what we use:

Essential cookies

These are necessary for the website to function properly, including session cookies, language preference cookies, and security cookies. They cannot be switched off in our systems.

Analytics cookies

We use privacy-friendly analytics tools (like Plausible or Matomo) to understand how visitors interact with our website. These do not collect personally identifiable information and are GDPR compliant.

Managing cookies

You can control and/or delete cookies as you wish through your browser settings. Deleting existing cookies may affect certain functionality of our website.

6. Third-Party Services

We may use the following third-party service providers, all of which are GDPR compliant:

• Cloud infrastructure: EU-based hosting and data storage
• Analytics: privacy-preserving web analytics
• Email services: for transactional and marketing communications
• Payment processors: for subscription billing (Stripe or similar)

We carefully vet all third-party providers and ensure they meet our data protection standards.

7. Children's Privacy

Our services are not directed to children under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us and we will promptly delete it.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a revised "last updated" date. We encourage you to review this policy periodically.

9. Contact Us

If you have any questions about this Privacy Policy, our data practices, or wish to exercise your GDPR rights, please contact us at:

Nexify AI
The Hague, Netherlands
KVK: 42114767
Email: hello@nexifyai.org