Privacy Policy
Learn how we collect, use, and protect your personal information. Our commitment to transparency and data protection.
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Company Information
Nixa
460 Rue St Gabriel, 3rd floor
Montréal, QC H2Y 2Z9
Canada
Data Protection Manager:
David Kristensen, CTO
Email: david@nixa.ca
Last Updated: January 15, 2025
1. Information We Collect
Personal Information You Provide
We collect personal information that you voluntarily provide to us when:
- Creating an account or registering for our services
- Using our platform and entering data
- Contacting us for support or inquiries
- Subscribing to our newsletters or marketing communications
- Participating in surveys, contests, or promotional activities
This information may include:
| Category | Examples | Purpose |
|---|---|---|
| Identity Information | Name, email address, phone number | Account creation and communication |
| Professional Information | Job title, company name, industry | Service customization and support |
| Business Data | Documents, records, workflow data | Platform functionality and data processing |
| Communication Data | Support messages, feedback, survey responses | Customer support and service improvement |
Information Automatically Collected
We automatically collect certain information when you use our services:
- Usage Data: Pages visited, features used, time spent on platform
- Device Information: Browser type, operating system, IP address
- Log Data: Access times, error logs, performance metrics
- Cookies: Session cookies, preference cookies (see Section 6)
2. How We Use Your Information
We use your personal information for the following purposes, based on legitimate business interests and your consent where required:
Service Provision
- Providing and maintaining our platform services
- Processing your data and business workflows
- Authenticating users and managing accounts
- Enabling collaboration features
Customer Support
- Responding to your inquiries and support requests
- Troubleshooting technical issues
- Providing training and onboarding assistance
Service Improvement
- Analyzing usage patterns to improve our services
- Developing new features and functionality
- Conducting research and analytics
- Performance monitoring and optimization
Security & Compliance
- Detecting and preventing fraud and abuse
- Ensuring platform security and integrity
- Complying with legal obligations
- Protecting our rights and those of our users
3. Data Sharing and Disclosure
We do not sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:
Service Providers
We may share data with trusted third-party service providers who assist us in operating our platform, conducting business, or serving our users. These providers are bound by strict confidentiality agreements and are only authorized to use your information as necessary to provide services to us.
Legal Requirements
We may disclose your information when required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect our rights, property, or safety, or that of our users or the public.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such change in ownership or control of your personal information.
4. Data Storage and Security
Security Measures
We implement industry-standard security measures to protect your personal information:
- Encryption: Data is encrypted in transit and at rest using AES-256 encryption
- Access Controls: Strict access controls and authentication mechanisms
- Regular Audits: Security audits and vulnerability assessments
- Staff Training: Regular privacy and security training for our team
- Infrastructure: Secure cloud infrastructure with Canadian data centers
Data Backup and Recovery
We maintain regular backups of your data to ensure business continuity and disaster recovery. All backups are encrypted and stored in secure Canadian facilities.
5. Your Privacy Rights
Under Quebec's Law 25 and other applicable privacy laws, you have the following rights regarding your personal information:
Right to Access
You have the right to request access to the personal information we hold about you, including the purposes for processing and the categories of data.
Right to Rectification
You have the right to request correction of inaccurate or incomplete personal information.
Right to Erasure
You have the right to request deletion of your personal information, subject to certain legal obligations and legitimate business interests.
Right to Data Portability
You have the right to receive your personal information in a structured, commonly used, and machine-readable format.
Right to Object
You have the right to object to the processing of your personal information for direct marketing purposes or based on legitimate interests.
How to Exercise Your Rights
To exercise any of these rights, please contact our Data Protection Manager:
David Kristensen, CTO
Email: david@nixa.ca
Phone: Available through our contact page
We will respond to your request within 30 days as required by Quebec Law 25.
6. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience on our platform. Cookies are small text files stored on your device that help us provide and improve our services.
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential Cookies | Required for platform functionality and security | Session |
| Performance Cookies | Help us understand how you use our platform | 1-2 years |
| Preference Cookies | Remember your settings and preferences | 1 year |
You can control cookie settings through your browser preferences. However, disabling certain cookies may affect the functionality of our platform.
7. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required by law.
Account Data
We retain your account information for the duration of your active subscription plus 90 days after account closure, unless you request immediate deletion.
Business Data
Your business data (documents, records, workflows) is retained according to your subscription terms and can be deleted upon request or account closure.
Support Communications
Support tickets and communications are retained for 3 years for quality assurance and training purposes.
Legal Requirements
Some information may be retained longer to comply with legal obligations, resolve disputes, or enforce our agreements.
8. International Data Transfers
Future GDPR Compliance
While we currently operate exclusively within Canada, we are preparing for GDPR compliance to support European clients in the future. Our data protection practices already align with many GDPR requirements, and we will implement additional safeguards as needed.
9. Contact Information
If you have any questions, concerns, or requests regarding this privacy policy or our data practices, please contact us:
Data Protection Manager
David Kristensen, CTO
Email: david@nixa.ca
Company Address
Nixa
460 Rue St Gabriel, 3rd floor
Montréal, QC H2Y 2Z9
Canada
General Contact
For general inquiries: Contact Form
For support: Available through our platform
10. Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you by email if the changes are material
- Post the updated policy on our website
- Provide a summary of key changes where appropriate
We encourage you to review this privacy policy periodically to stay informed about how we protect your personal information.
Your Privacy is Protected
We are fully compliant with Quebec's Law 25 and committed to protecting your privacy rights. Your data stays in Canada, and you have full control over your personal information.