Privacy Policy

Introduction

Nexxflow ("we", "us", or "our") is an AI automation agency that helps businesses replace manual workflows with intelligent systems. This Privacy Policy explains what personal data we collect, why we collect it, how it is processed and stored, and what rights you have over your information.

By using our website (nexxflow.online) or engaging with our services, you agree to the practices described in this policy. If you have any questions, you can reach us directly at dhruvi@nexxflow.online.

1. Data We Collect

We collect information that you provide directly to us and data that is generated as you interact with our website and services.

Information you provide

When you submit our demo booking form or contact form, we collect the following personal and business data:

• First and last name
• Business email address
• Company name and industry type
• A description of the workflows or bottlenecks you want to automate

Analytics and usage data

We use basic analytics tools to understand how visitors discover and navigate our site. This may include anonymised page view counts, referral sources, browser type, and general geographic region. No personally identifiable information is linked to this data.

Cookies

Our website uses basic analytics cookies to optimise performance and understand usage patterns. These cookies do not track you across third-party websites and do not contain personally identifiable information. You may accept or decline cookies via the banner presented on your first visit.

2. How We Use Your Data

The information you submit through our demo booking or contact form is used exclusively to:

• Respond to your inquiry and schedule a discovery or demo call
• Understand your business context and automation requirements
• Communicate proposals, onboarding materials, and service updates relevant to your account
• Maintain records of our client relationships for service delivery and support purposes

We do not use your personal data for unsolicited marketing to third parties, nor do we sell, rent, or trade your information to any external organisations.

3. Processing Platforms

To deliver our automation services, your data is handled by a small set of trusted third-party platforms. Each platform is selected for its reliability and data security standards.

Make.com (workflow automation)

Form submissions and inbound lead data are routed securely through Make.com automation pipelines. Make.com acts as an intermediary processing layer that routes your submitted information to our internal systems. Data in transit through Make.com is encrypted and access is restricted to authorised Nexxflow team members only.

Notion (CRM data store)

Client records — including your name, email, company details, and the notes from your onboarding — are stored in a private Notion workspace that functions as our CRM. This workspace is access-controlled and not publicly visible. We use Notion to manage the full lifecycle of your client relationship, from initial inquiry through ongoing service delivery.

4. Data Retention

We retain client records for as long as necessary to fulfil the purposes outlined in this policy, or as required by applicable law. Specifically:

• Demo booking submissions are retained for up to 12 months if no service engagement follows
• Active client records are retained for the duration of the service relationship plus a 24-month period thereafter for reference and support continuity
• Analytics data is retained in aggregated, anonymised form indefinitely

You may request deletion of your data at any time by contacting us (see Section 5 below).

5. Your Rights

You have the following rights with respect to the personal data we hold about you:

• Right of access — Request a copy of all personal data we hold about you
• Right to rectification — Ask us to correct inaccurate or incomplete information
• Right to erasure — Request that your personal data be deleted from our systems
• Right to restriction — Ask us to limit how we process your data in specific circumstances
• Right to data portability — Request your data in a structured, machine-readable format
• Right to object — Object to the processing of your data for specific purposes

To exercise any of these rights, or to request removal of your records from our systems, please contact us directly:

6. Data Security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include:

• Encrypted data transmission via HTTPS on all website traffic
• Access-controlled storage in Make.com and Notion with two-factor authentication enforced on all team accounts
• Limiting access to personal data strictly to team members who require it for service delivery

No method of transmission or storage is 100% secure. If you have concerns about the security of your data, please contact us at dhruvi@nexxflow.online.

7. Third-Party Links

Our website may contain links to third-party websites and tools (such as Calendly booking pages or partner platforms). This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of any third-party sites and encourage you to review their policies independently.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or platform integrations. When we make material changes, we will update the "Last updated" date at the top of this page. We recommend reviewing this page periodically.

Continued use of our website or services after any update constitutes acceptance of the revised policy.

Contact

For any questions, concerns, or requests related to this Privacy Policy or your personal data, please reach out: