1. Who We Are

NexXaBase ("we," "our," "us") provides AI automation systems for real estate agencies and brokerages. Our registered business email is hello@nexxabase.com. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

2. Information We Collect

We collect information in the following ways:

• Contact and account data — name, email address, phone number, and company name when you fill out our contact form or book a strategy call.
• Client operational data — lead contact records, CRM pipeline data, property listing details, and conversation logs processed through our automation systems on your behalf.
• Usage data — pages visited, time on site, referral source, and browser/device type collected automatically via our website analytics.
• Communications — emails, messages, and meeting notes exchanged during the delivery of our services.

3. How We Use Your Information

We use collected information to:

• Deliver, maintain, and improve our automation systems.
• Respond to inquiries and provide client support.
• Send service-related communications (system alerts, performance reports).
• Process payments and manage billing.
• Comply with legal obligations.

We do not sell your personal data to third parties. We do not use your data for advertising targeting on external platforms.

4. Third-Party Tools and Sub-Processors

Our systems are built on the following third-party platforms, each of which processes data as part of delivering your automation:

• GoHighLevel (GHL) — CRM, SMS, and email delivery platform. Data is stored in GHL sub-accounts owned by the client.
• Make.com (Integromat) — Automation workflow engine. Processes data in-transit between connected tools.
• Vapi — AI voice call infrastructure. Call recordings and transcripts are stored per their platform retention policy.
• Voiceflow — Chatbot conversation platform. Stores conversation logs subject to their data retention policy.
• Stripe — Payment processing. NexXaBase does not store payment card details.

Each sub-processor maintains their own privacy policy. We only use sub-processors that meet industry-standard data protection practices.

5. Data Retention

We retain client operational data for the duration of the active engagement plus 12 months. Contact form and inquiry data is retained for 24 months. You may request deletion of your data at any time by emailing hello@nexxabase.com.

6. Cookies and Analytics

Our website uses anonymized analytics (no personally identifiable data) to understand traffic patterns and improve user experience. We do not use advertising cookies or cross-site tracking.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data.
• Object to or restrict certain processing activities.
• Receive a portable copy of your data.

To exercise any of these rights, email hello@nexxabase.com. We will respond within 30 days.

8. Changes to This Policy

We may update this policy periodically. Material changes will be communicated to active clients by email. The "last updated" date at the top of this page reflects the most recent revision.

9. Contact

For any privacy-related questions, contact us at hello@nexxabase.com.