Privacy Policy
Last updated: 1 January 2026
1. Introduction
NexaBooks AI ("we", "us", "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and protect information about you when you use our platform.
2. Information We Collect
We collect information you provide directly (such as name, email, company details, and financial data you enter), information collected automatically (such as IP address, browser type, pages visited, and usage data), and information from third-party integrations (such as bank accounts and payment processors you connect).
3. How We Use Your Information
We use your information to: provide, operate, and improve the Service; process transactions and send billing communications; send product updates and support messages; personalise your experience; train and improve our AI models (using anonymised, aggregated data only); and comply with legal obligations.
4. Financial Data
Financial data you enter is encrypted using AES-256 at rest and TLS 1.3 in transit. We access your financial data only to provide the Service. We never sell your financial data. Bank connections are made through FCA-regulated, PSD2-compliant open banking providers.
5. AI and Data Processing
Our AI agents process your business data to perform tasks on your behalf. We do not use individually identifiable financial data to train our AI models. All AI processing is carried out within our secure, SOC 2 Type II certified infrastructure.
6. Data Sharing
We do not sell your personal data. We share data only with: service providers who help us deliver the Service (under strict data processing agreements); payment processors (for billing purposes); and when required by law or to protect rights and safety.
7. Data Retention
We retain your data for as long as your account is active and for 30 days after termination. You may request deletion of your data at any time. Some data may be retained longer to comply with legal obligations.
8. Your Rights
Depending on your location, you may have rights including: access to your personal data; correction of inaccurate data; deletion of your data; objection to processing; data portability; and the right to withdraw consent. Contact us at privacy@nexabooks.ai to exercise these rights.
9. Cookies
We use essential cookies for authentication and security. We use analytics cookies to understand how the Service is used. You can control cookie settings through your browser. Disabling certain cookies may affect Service functionality.
10. Security
We implement industry-standard security measures including AES-256 encryption, TLS 1.3, SOC 2 Type II certification, regular penetration testing, and role-based access controls. No system is 100% secure; we encourage strong passwords and two-factor authentication.
11. International Transfers
Your data may be processed in countries other than your own. We ensure appropriate safeguards (such as Standard Contractual Clauses) are in place for international transfers.
12. Children's Privacy
The Service is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or via the Service. Your continued use after changes constitutes acceptance of the updated policy.
14. Contact Us
For privacy-related enquiries, contact our Data Protection Officer at privacy@nexabooks.ai, or write to us at NexaBooks AI, or use our contact page.