Privacy Policy

# NexusCRM Privacy Policy 1. Who We Are 2. What Information We Collect About You 3. How We Use the Information That We Collect 4. How We Share the Information That We Collect 5. How We Handle Your Customer Data 6. How We Store and Secure the Information We Collect 7. How We Transfer Your Personal Information Internationally 8. Your Rights and Choices 9. Country and State-Specific Privacy Rights 10. Other Important Privacy Information 11. Our Policy Toward Children 12. Changes to This Privacy Policy 13. Terms and Conditions 14. Contact Us 15. Definitions Effective: April 6, 2026. NexusCRM ("NexusCRM", "we", "our", or "us") is committed to protecting the privacy of individuals who visit our websites ("Visitors"), subscribe to our services ("Customers"), or register for our events ("Attendees"). This Privacy Policy governs the collection, use and disclosure of personal information we receive through our Services (as defined in the Terms of Service), and covers the data you share with us through our websites, online, offline, or mobile applications ("NexusCRM Services" or "Our Services"). By using any of our services, you consent to our collection, use and disclosure practices, and other activities as described in this Privacy Policy. We encourage you to read this Policy before using any of our services. Your use of our services signifies that you agree with all terms of this Policy. Do not use any of our services if you disagree with any part of this Policy. ## 1. Who We Are NexusCRM makes cloud CRM software that helps businesses build stronger and more profitable customer relationships through AI-powered lead management, deal pipelines, automated sequences, document processing, and database reactivation. ## 2. What Information We Collect About You We collect the following information directly from you, or through the Service. ### Usage Information As you navigate our websites and application, NexusCRM may collect information through the use of commonly-used information-gathering tools such as cookies and web beacons. With it, we collect: - Browser information (type and language) - IP address - Open / click-through tracking URL: In some of our email communications, we use a "click-through tracking URL" that, when clicked, sends you to a different web address, which logs your click, before redirecting you to your expected destination. - The actions you take on our websites and within our application (such as the web pages viewed and the links clicked, and time spent) - Referrer information ### Personal Information When you use our website to request information about us or our Services, register for a NexusCRM account, or register to attend an event, we may collect the following personal information: - First Name & Last Name - Email Address - Phone Number - Job Title - Company Name - IP Address: When you use the NexusCRM application, we automatically collect Internet Protocol ("IP") address, the date and time of your login and logout sessions. - Region ### Subscription Information When you purchase our Services, NexusCRM will require you to provide us with the following: - Business Name - Billing details such as Credit Card Number or PayPal - Mailing Address - Quantity of users ### Support Communication If we communicate with you to offer support through any medium (phone, chat, email) we will collect and store the following information: - Chat transcripts - Emails - Phone call logs ### Integrated Services You may be given the option to access or register for the Service through the use of your user name and passwords for certain services provided by third parties (each, an "Integrated Service"), such as through the use of your Google account, or otherwise have the option to authorize an Integrated Service to provide Personal Data or other information to us. By authorizing us to connect with an Integrated Service, you authorize us to access and store your name, email address(es) and other information that the Integrated Service makes available to us, and to use and disclose it in accordance with this Policy. You should check your privacy settings on each Integrated Service to understand what information that Integrated Service makes available to us and make changes as appropriate. ### Single Sign-On You can log in to our Service using sign-in services such as Google, Microsoft, etc. These services will authenticate your identity and provide you the option to share certain personal information with us such as your name and email address. ### Information from Other Sources We may obtain information, including Personal Data, from third parties and sources other than the Service. These include publicly available sources of information. This information may be collected to facilitate our understanding of who you are and your needs, as well as to help us improve our products and services. If we combine or associate information from other sources with Personal Data that we collect through the Service, we will treat the combined information as Personal Data in accordance with this Policy. ## 3. How We Use the Information That We Collect We will never disclose, share or sell your data without your consent unless required to do so by law. We use your information for the following purposes: ### To Provide You with Our Products and Services We use the information — other than Customer Data — to operate, maintain, enhance and provide all features of the Service, to provide the services and information that you request, to respond to comments and questions and to provide support to users of the Service. We process Customer Data solely in accordance with the directions provided by the applicable Customer or User. ### To Improve the Usefulness of Our Communications We use your click-through tracking data for various purposes, including to help us determine interest in particular topics and measure the effectiveness of our customer communications. You may grant or decline consent for this tracking from your Preferences page, accessible from the "Unsubscribe" or "Manage Preferences" link in the footer of any communication that we send to you. ### To Respond to Your Requests We use your contact information and other information shared with us via email and over other channels like chat and phone to respond to your requests. ### To Process Your Payments We use credit card and PayPal information solely to process payment for the Services. We pass your billing information on to our billing partners, who store your information securely for future billing as authorized by you. ### To Improve Our Website and Application We use website navigational information, IP address, browser type, browser language, referring URL, files accessed, errors generated, time zone, operating system and other visitor details collected in our log files to analyze trends, administer our website, track visitors' movements and to improve our website and application. ### To Improve Our Products and Services Your usage details such as time, frequency, duration, pattern of use, features used and the amount of storage used might be recorded by us and used to improve the NexusCRM service. ### AI-Powered Features NexusCRM uses artificial intelligence to power features such as lead qualification scoring, document data extraction, email personalization, and database reactivation scoring. When you use these features: - Your relevant data is sent to our AI service provider (Anthropic) for processing. - Data sent to AI providers is used solely for the purpose of generating the requested output and is not used to train AI models. - AI-generated results (scores, extracted data, suggested content) are stored within your NexusCRM account. - You can choose not to use AI-powered features without affecting your access to the core CRM functionality. ### Communications We may use a Visitor's or User's email address or other information — other than Customer Data — to contact that Visitor or User (i) for administrative purposes such as customer service, or (ii) with updates on promotions and events, relating to products and services offered by us. You may unsubscribe from email notifications by clicking on the unsubscribe link provided in all email notifications or by contacting support@nexuscrm.com. You cannot opt out of receiving transactional emails related to your account or use of the Services. ## 4. How We Share the Information That We Collect Except as described in this Policy, we will not intentionally disclose the Personal Data or Customer Data that we collect or store on the Service to third parties without the consent of the applicable Visitor, User or Customer. We may disclose information to third parties if you consent to us doing so, as well as in the following circumstances: ### Unrestricted Information Any information that you voluntarily choose to include in a Public Area of the Service, such as a public profile page, will be available to any Visitor or User who has access to that content. ### Service Providers We work with third party service providers who provide website, application development, hosting, maintenance, email delivery, AI processing, and other services for us. These third parties may have access to, or process Personal Data or Customer Data as part of providing those services for us. We limit the information provided to these service providers to that which is reasonably necessary for them to perform their functions, and our contracts with them require them to maintain the confidentiality of such information. Our key service providers include: - **Neon** — Database hosting - **Anthropic** — AI processing (lead qualification, document extraction, content personalization) - **Resend** — Transactional email delivery - **Upstash** — Background job processing (Redis) ### Non-Personally Identifiable Information We may make certain automatically-collected, aggregated, or otherwise non-personally-identifiable information available to third parties for various purposes, including (i) compliance with various reporting obligations; (ii) for business or marketing purposes; or (iii) to assist such parties in understanding our Customers', Users' and Visitors' interests, habits, and usage patterns for certain programs, content, services, and/or functionality available through the Service. ### Law Enforcement, Legal Process, and Compliance We may disclose Personal Data or other information if required to do so by law or in the good-faith belief that such action is necessary to comply with applicable laws, in response to a facially valid court order, judicial or other government subpoena or warrant, or to otherwise cooperate with law enforcement or other governmental agencies. ### Change of Ownership Information about Users, including Personal Data, may be disclosed and otherwise transferred to an acquirer, successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets, to the extent and in the way permitted by applicable law. ## 5. How We Handle Your Customer Data NexusCRM Customers may electronically submit data or information to the Services for hosting, processing, and use by the Customer ("Customer Data"). NexusCRM will not review, share, distribute, or reference any such Customer Data except as provided in this Privacy Policy, or as may be required by law. NexusCRM may access Customer Data only for the purpose of providing the Services or preventing or addressing service or technical problems, or at a Customer's request in connection with customer support matters. ### Data Collected on Behalf of Our Customers NexusCRM collects information under the direction of its Customers, and has no direct relationship with the individuals whose personal data it processes on behalf of such Customers. If you are a customer of one of our Customers and would no longer like to be contacted by one of our Customers that use our Services, please contact the Customer that you interact with directly. ### Access and Retention of Data Controlled by Our Customers An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct their query to the NexusCRM Customer (the data controller). If requested to remove data, we will respond within a reasonable timeframe. We will retain personal data we process on behalf of our Customers for as long as needed to provide services to our Customers. NexusCRM will retain this personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. ## 6. How We Store and Secure the Information We Collect NexusCRM uses commercially reasonable physical, managerial, and technical safeguards to preserve the integrity and security of your personal information and implement your privacy settings. However, we cannot guarantee that unauthorized third parties will never be able to defeat our security measures or use your personal information for improper purposes. You acknowledge that you provide your personal information at your own risk. ### Security Measures - All data in transit is encrypted using TLS/SSL. - Database connections use SSL encryption. - Passwords are hashed using bcrypt with appropriate salt rounds. - JWT tokens are used for session management with configurable expiration. - Role-based access control limits data access to authorized users. - Multi-tenant data isolation ensures customers cannot access each other's data. - Regular security audits and vulnerability assessments. ### Data Storage Your data is stored in secure, managed database infrastructure provided by Neon (PostgreSQL). Backups are performed regularly in accordance with our data retention policies. ## 7. How We Transfer Your Personal Information Internationally NexusCRM may store and process data in the United States or any other country in which NexusCRM or its service providers maintain facilities. By using the Service, you consent to the transfer of information to countries outside of your country of residence, which may have different data protection rules than those of your country. ## 8. Your Rights and Choices ### Access and Update Your Information You may access and update your account information at any time by logging into your account settings. You can also contact us at support@nexuscrm.com to request access to, correct, or delete any personal information that you have provided to us. ### Opt-Out of Communications You may opt out of receiving promotional communications from us by using the unsubscribe link within each email. Even after you opt out, we may still send you non-promotional communications, such as those about your account or our ongoing business relations. ### Data Portability You have the right to request a copy of your data in a commonly used, machine-readable format. Super administrators can export all account data at any time through the admin panel. ### Account Deletion You may request deletion of your account and all associated data. The deletion process includes admin review, 2FA verification, a 72-hour grace period, and permanent data removal, as described in the Terms of Service. ### Cookie Preferences You may control the use of cookies at the individual browser level. If you reject cookies, you may still use our websites, but your ability to use some features may be limited. ## 9. Country and State-Specific Privacy Rights ### California Privacy Rights (CCPA) If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA), including: - **Right to Know:** You can request information about the categories and specific pieces of personal information we have collected about you. - **Right to Delete:** You can request that we delete personal information we have collected from you. - **Right to Opt-Out:** You can opt out of the sale of your personal information. Note: NexusCRM does not sell personal information. - **Right to Non-Discrimination:** We will not discriminate against you for exercising any of your CCPA rights. To exercise these rights, contact us at privacy@nexuscrm.com. ### European Economic Area (GDPR) If you are in the European Economic Area (EEA), you have the following rights under the General Data Protection Regulation (GDPR): - Right of access to your personal data - Right to rectification of inaccurate personal data - Right to erasure ("right to be forgotten") - Right to restriction of processing - Right to data portability - Right to object to processing - Right to withdraw consent To exercise these rights, contact us at privacy@nexuscrm.com. Our legal basis for processing personal information depends on the specific context: - **Contract performance:** Processing necessary to provide our Services to you. - **Legitimate interests:** Processing for our business purposes, such as improving our products and communicating with you. - **Consent:** Where you have given us explicit consent to process your data for a specific purpose. - **Legal obligation:** Processing necessary to comply with applicable laws. ## 10. Other Important Privacy Information ### Third-Party Websites Our websites may contain links to third-party websites. NexusCRM is not responsible for the privacy practices of these websites. We encourage you to review the privacy policies of any third-party websites you visit. ### Do Not Track Some browsers have a "Do Not Track" feature that signals to websites that you do not want your online activity tracked. Due to a lack of industry standards for recognizing and honoring DNT signals, NexusCRM does not currently respond to them. ### Data Retention We retain your personal information for as long as your account is active or as needed to provide you services, comply with our legal obligations, resolve disputes, and enforce our agreements. When your account is terminated or deleted, we will delete your personal data in accordance with our data deletion policies, subject to any legal retention requirements. ## 11. Our Policy Toward Children Our Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us at privacy@nexuscrm.com. ## 12. Changes to This Privacy Policy We may modify this Privacy Policy from time to time. If we make material changes to this Policy, we will notify you by email or by posting a notice on our website prior to the effective date of the changes. We encourage you to periodically review this page for the latest information on our privacy practices. Your continued use of our Services after the effective date of a revised Privacy Policy constitutes your acceptance of the revised terms. ## 13. Terms and Conditions Please also read the Terms of Service governing the use of the NexusCRM Service. ## 14. Contact Us If you have questions regarding this Privacy Policy or the information practices of NexusCRM, please contact us at: - **Privacy inquiries:** privacy@nexuscrm.com - **General support:** support@nexuscrm.com - **Legal inquiries:** legal@nexuscrm.com ## 15. Definitions **"Customer Data"** means any data, including all text, sound, video, or image files, and software, that is provided to NexusCRM by, or on behalf of, a Customer through use of the Service. **"Personal Data"** means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. **"Processing"** means any operation which is performed on Personal Data, whether or not by automated means, such as collection, recording, organization, storage, adaptation, retrieval, consultation, use, disclosure, dissemination, restriction, erasure or destruction. **"Service"** means the NexusCRM cloud application and any associated websites, APIs, and mobile applications made available by NexusCRM. **"Sub-processor"** means any entity engaged by NexusCRM to process Customer Data on behalf of the Customer. --- Copyright 2026 NexusCRM LLC. All rights reserved.