Privacy Policy

1. General provisions

Nexora Digital Systems respects user privacy and processes personal data transparently, in good faith, and only to the extent necessary to handle requests from prospective and current clients.

This Policy explains what personal data may be processed when interacting with Nexora Digital Systems, for what purposes it is used, on what legal grounds, how long it may be stored, and what rights the user has.

The Policy takes into account the requirements of the EU General Data Protection Regulation (GDPR, Regulation (EU) 2016/679).

2. Data controller

The data controller is the entity that determines the purpose and means of processing personal data.

Brand

Nexora Digital Systems

Website

nexoradigitalsystems.com

Email

digital.systems.nexora@gmail.com

The official legal name, registration number, and legal address will be added to this Policy once the company is registered and before the site's public launch.

3. What personal data may be processed

Nexora may receive only the data that the user voluntarily provides when making contact or in further communication, in particular:

• first and last name
• company name and job title
• email address
• phone number or other contact details provided
• information about the business, processes, tasks, or automation request
• the content of messages, requests, and other business communication
• the preferred call day and time chosen in the site's form
• the answers to the four format questions and the recommended package
• technical details of the request: site language, page, and traffic source (a UTM tag or the domain of the referring site)
• other information the user chooses to share with Nexora as part of their request

Nexora does not ask for special categories of personal data (such as health data, biometric data, or information about political or religious beliefs) through the initial contact form, unless this is objectively necessary for a specific service and separately agreed.

4. Why personal data is used

Personal data may be used for the following purposes:

• handling the user's inquiry or request
• communicating with a prospective or current client
• clarifying the business task and preparing a preliminary analysis
• preparing a consultation, commercial proposal, or project documentation
• concluding and performing a contract
• organizing communication during project delivery
• supporting the client after the solution is launched
• keeping internal records of inquiries and projects
• fulfilling legal, accounting, and tax obligations where they arise
• protecting Nexora's legitimate interests in the event of disputes, abuse, or violations

5. Legal grounds for processing

Depending on the specific situation, Nexora may process personal data on one or more of the following grounds:

• the user's consent, where required
• the necessity of taking steps at the user's request prior to entering into a contract
• the necessity of performing a contract
• compliance with legal obligations
• Nexora's legitimate interest, provided that interest does not override the user's rights and freedoms

Where processing is based on consent, the user has the right to withdraw it at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

6. How Nexora receives data

At the current stage, data may come directly from the user:

• through the request form on the site
• by email
• during a call or online meeting
• through another communication channel the user chose for contacting Nexora

7. Cookies and analytics

Nexora uses Google Analytics (GA4) to understand how many people visit the site, which pages interest them, and where they came from. This is aggregate usage data, not an attempt to identify a specific person.

Google Analytics sets cookies only after the user clicks Accept in the site's banner. Without that consent, Google Analytics does not load and collects no data.

The data Google Analytics collects (pages the user viewed, approximate city-level location, device type, referral source) is processed by Google as a separate controller or processor under Google's own privacy policy. The user can withdraw consent at any time via the Cookie settings link in the site's footer.

Nexora also uses Microsoft Clarity: click and scroll heatmaps and session recordings, to see where the site is inconvenient and where visitors leave. Clarity masks typed text by default, and the request form fields on the site are additionally marked as masked, so names, contact details, and request text never reach the recordings. Clarity loads only after the user clicks Accept and receives a consent signal for analytics only, not advertising. The data is processed by Microsoft under Microsoft's own privacy policy.

The site remembers the choice made in the banner (accept or decline analytics) in the browser's local storage (localStorage, key cookie_consent) so the banner is not shown again. This entry is not a cookie, is not sent to any server, and exists only to respect the user's choice.

The site does not use advertising cookies, social media pixels, or any other tracking tools beyond Google Analytics and Microsoft Clarity.

8. Retention of personal data

Personal data is kept for no longer than necessary for the purpose it was collected for, unless a longer period is required by law or is reasonably necessary to protect Nexora's rights and legitimate interests.

A prospective client's data may be kept for the duration of negotiations and a reasonable period afterward, so communication can continue if the user returns to their request.

Documents and data of current clients may be kept longer where needed for contract performance, accounting or tax records, or protecting the parties' rights.

9. Disclosure to third parties

Nexora does not sell personal data to third parties.

Personal data may be shared with another party only where necessary to perform a contract, comply with legal requirements, protect Nexora's legitimate rights, or where the user has separately agreed to such a transfer.

Nexora uses the following services to run the site and handle requests:

• Hostinger: website hosting; the hosting server keeps technical request logs (IP address, time, requested page).
• Google: Google Apps Script receives the request from the form, Google Sheets stores it, Google Calendar creates an event for the scheduled call, and Gmail sends the team a notification about the new request.
• Google Analytics: only after the user's consent, as described in section 7.
• Microsoft Clarity: heatmaps and session recordings, only after the user's consent, as described in section 7.

Google and Microsoft services may process data outside the European Economic Area. In that case the transfer takes place under the terms and data protection mechanisms those companies apply.

10. Data security

Nexora applies reasonable technical and organizational measures to protect personal data from unauthorized access, loss, alteration, disclosure, or destruction.

Access to personal data is granted only to those who need it to perform their work duties.

No method of transmitting or storing information can guarantee absolute security, so protective measures are reviewed in light of the nature of the data and the actual infrastructure.

11. User rights

In cases provided for by the GDPR, the user may have the right to:

• obtain information about the processing of their personal data
• access their personal data
• request correction of inaccurate or incomplete data
• request deletion of data where there is no lawful ground for its continued storage
• request restriction of processing in cases provided for by law
• object to processing based on legitimate interest
• withdraw previously given consent
• receive their data in a structured, commonly used, machine-readable format, where the right to data portability applies
• lodge a complaint with the competent data protection authority

To exercise these rights, the user can contact: digital.systems.nexora@gmail.com.

12. Automated decisions

At the current stage, Nexora does not make decisions that produce legal or similarly significant effects for the user based solely on automated processing of personal data.

13. Changes to this Policy

This Policy may be updated in connection with changes in legislation, the launch of new site features, the connection of external services, or changes in how personal data is processed.

The current version will be published on the Nexora Digital Systems website along with the date of the last update.

14. Contacts

Brand

Nexora Digital Systems

Website

nexoradigitalsystems.com

Email

digital.systems.nexora@gmail.com