Legal

Privacy Policy

How NexViro AI collects, uses, and safeguards information across our custom AI chatbot services. Last updated: 1 January 1970.

1

Introduction

Welcome to NexViro AI (“we,” “our,” or “us”). We provide conversational AI chatbots, lead capture automation, and digital customer relationship tools to businesses.

We respect your privacy and are committed to protecting your personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (EU/UK GDPR), the Irish Data Protection Act, and applicable US state privacy legislation.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, interact with our AI chatbots, or utilize our services.

2

Data Controller & Contact Information

For the purposes of the GDPR and applicable privacy laws, NexViro AI operates as the Data Controller for personal data collected directly through our website and primary communication channels.

When we provide AI chatbot services to our commercial clients, NexViro AI acts as a Data Processor, processing user inputs on behalf of our client (who acts as the Data Controller).

If you have any questions regarding this Privacy Policy or wish to exercise your data rights, please contact our Data Privacy Team:

Company Name
NexViro AI
Operating Address
Online Business (Headquartered in Ireland)
Privacy Contact Email
Contact@nexviro.site
Website
www.nexviro.site
3

What Information We Collect

We only collect personal information necessary to deliver our services, answer customer inquiries, and optimize user experience.

A

Information Provided Directly by You

When interacting with our AI chatbots, fill-out forms, or booking calls, you may provide:

  • Contact Details: Full Name, Email Address, Phone Number.
  • Business Information: Business Name, Business Website/Domain.
  • Chat Inputs & Inquiry Data: Free-text messages, questions, and details submitted inside the conversational AI chat window.
B

Information Automatically Collected

When visiting our website, we automatically collect technical metadata via browser cookies and log files, including:

  • IP address, browser type, device identifiers, and system interaction data.
4

Lawful Basis for Processing

Under the GDPR (Article 6), we rely on the following legal bases to process your personal data:

  1. 1Consent: Where you explicitly agree to provide details via our AI chat widget or web forms (e.g., submitting your email for follow-up).
  2. 2Contractual Performance: To fulfil requests, deliver software services, or process client onboardings.
  3. 3Legitimate Interests: To secure our web infrastructure, improve chatbot accuracy, prevent fraud, and run our agency business efficiently.
5

AI Data Processing & Sub-Processors

NexViro AI utilizes secure, enterprise-grade cloud providers to host, process, and respond to user messages.

We do not sell your personal data. We share information strictly with trusted sub-processors under Data Processing Addendums (DPAs) that mandate confidentiality and security compliance:

  • Our CRM & chat-delivery platform — serves as our primary CRM, database host, and chat widget delivery platform.
  • OpenAI LLC — generates automated response output via API integrations. Crucial disclosure: personal data submitted through our AI chatbot interface via enterprise/commercial API endpoints is strictly prohibited from being used to train or fine-tune public base AI models.
  • Stripe Inc. (upcoming) — will process payment processing and invoicing transactions securely under PCI-DSS standards.
6

International Data Transfers

As NexViro AI serves clients across Ireland, the UK, the European Union, the United States, and globally, personal data may be transferred across international borders.

Where personal data originates in the EU/EEA or UK and is transferred to servers outside those zones (e.g., the United States), transfers are safeguarded using legal mechanisms approved by the European Commission — specifically Standard Contractual Clauses (SCCs) and the EU-U.S. Data Privacy Framework.

7

Data Retention & Deletion Policy

We do not retain personal data indefinitely. We store personal information only for as long as necessary to fulfil the operational purpose for which it was collected, or to satisfy legal, tax, or accounting requirements. We categorize and manage personal data under the following retention frameworks:

A

Unconverted Inquiries & Chat Logs (12-Month Rule)

Scope
General website chat transcripts, prospective lead details, and inquiry submissions where no commercial contract or paid relationship is established.
Retention Period
Retained for 12 months from the date of initial interaction.
Deletion Process
Unconverted lead records and temporary conversation logs are automatically purged or anonymized from our CRM database after 365 days of inactivity.
B

Marketing Email Subscribers (Consent-Based)

Scope
Contact details submitted by users who explicitly checked the optional marketing consent box to receive newsletters, updates, or promotional materials.
Retention Period
Retained for as long as the subscriber remains active, or until consent is explicitly withdrawn.
Deletion Process
Subscribers may click the “Unsubscribe” link at the bottom of any marketing email at any time. Once clicked, the user’s email is instantly suppressed and permanently removed from our active marketing broadcast lists.
C

Active Clients & Financial Records (6-Year Rule)

Scope
Contact information, contract details, invoicing histories, and transaction logs for paying agency clients.
Retention Period
Retained for the duration of the active business contract, plus up to 6 years following the termination of service.
Deletion Process
This extended period allows NexViro AI to comply with statutory tax, auditing, revenue, and accounting obligations in accordance with Irish, UK, and European commercial laws. Upon expiration of the 6-year statutory limit, client records are manually and permanently erased from our core database.
D

Manual Right to Erasure Requests

Under Article 17 of the GDPR, all users retain the right to request the immediate erasure of their personal records at any time (“Right to be Forgotten”).

  • Email our team at Contact@nexviro.site with the subject line “Data Erasure Request.”
  • Requests are processed manually across all CRM systems and sub-processors within 30 days of verified receipt.
8

Your Data Protection Rights

Regardless of location, all users interacting with NexViro AI hold the following individual privacy rights:

  • Right to Access: request a copy of the personal information we hold about you.
  • Right to Erasure (“Right to be Forgotten”): request that we permanently delete your contact records or AI conversation transcripts.
  • Right to Rectification: request correction of inaccurate or incomplete information.
  • Right to Restrict or Object: object to or restrict how your data is processed.
  • Right to Withdraw Consent: where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, submit a request to our privacy team at Contact@nexviro.site.

9

Right to Lodge a Complaint

If you reside in the EU/UK and believe your personal data has been processed unlawfully, you have the right to lodge a complaint with your local supervisory authority:

  • Ireland: Data Protection Commission (DPC) — www.dataprotection.ie
  • United Kingdom: Information Commissioner’s Office (ICO) — www.ico.org.uk
10

Policy Updates

We may update this Privacy Policy from time to time to reflect technological changes, legal requirements, or platform updates. Any revisions will be published directly on our website with an updated “Last Updated” timestamp.