1. Information We Collect

We may collect the following categories of personal and business-related information:

• Contact Information: Name, email address, phone number, business name, and job title, provided when you register, communicate with us, or use the Services.

• Payment and Billing Information: Billing contact details, billing address, subscription plan and status, and transaction and invoice history. Limited payment-method details (such as card brand, expiry date, and the last four digits, or a payment token) may be retained to manage your subscription. Full payment card numbers are collected and processed directly by our third-party payment processor (see Section 3); NexScale does not store complete card numbers.

• Client Interaction Data: Names, contact details, preferences, and notes about your clients or members that you manually input or sync from connected third-party systems (such as CRMs). You are responsible for ensuring you have the lawful authority or consent required to share this data with NexScale.

• Integrated Communication Data: Metadata and content summaries (such as timestamps, sender/recipient identifiers, and message context) from communication channels you choose to connect to the platform, including WhatsApp, Telegram, SMS, and email. Full message content is processed only where enabled or configured by you.

• Document Uploads: Business-related documents you upload to the platform, including contracts, service reports, proposals, and client or member records. These documents may contain personal data that you are responsible for collecting and sharing lawfully.

• Usage Data: Technical and usage information automatically collected when you interact with the Services, such as IP address, browser type, operating system, device information, session duration, and feature usage patterns.

• Cookies and Tracking Technologies: Information collected through cookies and similar technologies to enable core functionality, enhance user experience, remember preferences, and perform analytics.

We do not intentionally collect sensitive personal data (such as health or biometric data). If you upload such data, you represent that you have obtained all required consents and legal authority to do so.

2. How We Use Your Information

We use personal information to:

• Provide, operate, maintain, and improve the Services, including AI-powered features;

• Enable integrations with connected systems and communication channels;

• Store and manage business records and Client Data as directed by you;

• Process payments and manage your subscription — including the Discounted Introductory Period, billing, renewals, and cancellations — and send related billing, renewal, and transactional notices (such as the advance notice inviting you to continue with a Standard Subscription before the Discounted Introductory Period ends);

• Provide customer support and respond to inquiries;

• Monitor performance, security, and platform usage;

• Prevent misuse, fraud, or unauthorized access;

• Comply with legal and regulatory obligations.

Where you have opted in or where otherwise permitted by law, we may also send you product updates, newsletters, and marketing communications. You can opt out of marketing messages at any time using the unsubscribe link or by contacting us; this does not affect billing, security, or other service-related communications.

2.1 Legal Bases for Processing

Where required by law, we process personal data based on one or more of the following legal bases:

• Performance of a contract;

• Consent (where obtained);

• Legal obligations;

• Legitimate business interests, balanced against individual rights and freedoms.

3. Sharing Your Information

We do not sell or rent personal information.

We may share personal data with:

• Service providers and subprocessors that help us operate the Services (for example, cloud hosting, analytics, AI model providers, and communication APIs), under strict confidentiality and data-protection obligations.

• Payment processor: payments and card transactions are processed by Stripe, Inc., our third-party payment processor. Stripe handles payment card data under its own privacy policy and security standards (including PCI-DSS); NexScale receives transaction confirmations and limited billing details but does not store complete card numbers.

• Legal or regulatory authorities where required to comply with law or enforce our agreements.

• Successor entities in connection with a merger, acquisition, or corporate restructuring.

NexScale does not use identifiable Client Data to train shared or general-purpose AI models. Any data used for service improvement is de-identified, anonymized, or aggregated so that it cannot reasonably identify you or your clients.

A current list of NexScale's subprocessors is available on request to legal@nexscale.ai.

4. Data Retention

We retain personal data only for as long as necessary to provide the Services and fulfill legal or contractual obligations.

• While your Account is active, we retain your account, billing, and Client Data to provide the Services.

• For up to ninety (90) days after termination or expiration of your subscription (the "Wind-Down Period"), you may request export of your Client Data in a commonly used machine-readable format.

• After the Wind-Down Period, we delete or anonymize personal data from our active production systems, unless earlier deletion is requested or longer retention is required by law. Residual copies may persist in routine, secured backups for a limited additional period (generally up to ninety (90) days) before being overwritten in the ordinary course.

• Aggregated or anonymized data that cannot identify you or your clients may be retained for analytics and service-improvement purposes.

5. Your Responsibilities and Rights

5.1 Your Responsibilities

You are responsible for ensuring that any Client Data you submit to the Services is collected and shared in compliance with applicable privacy laws and that you have obtained any required consents or legal authority.

5.2 Your Rights

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

• Access personal data we hold about you;

• Request correction or deletion;

• Request a copy of your personal data in a portable format;

• Withdraw consent (where applicable);

• Object to or restrict certain processing activities.

To exercise your rights, contact legal@nexscale.ai. We may need to verify your identity and will respond to verified requests within 30 days, where required by law.

6. Cross-Border Data Transfers

Your personal data may be stored or processed in jurisdictions outside your own, including Canada and the United States. Our cloud hosting and payment processing providers may process data in the United States. Where required by law, we use appropriate safeguards (such as contractual protections) to ensure personal data remains protected in accordance with applicable privacy laws.

7. Security

We implement administrative, technical, and physical safeguards designed to protect personal data against unauthorized access, disclosure, alteration, or misuse. These measures include encryption, access controls, secure development practices, and ongoing monitoring. However, no system is completely secure, and we cannot guarantee absolute security.

If we become aware of a confirmed security breach affecting personal data, we will notify affected customers — and, where applicable, regulators or affected individuals — without undue delay and in accordance with applicable law. You can report a security concern to security@nexscale.ai.

8. Third-Party Services

The Services may integrate with or link to third-party platforms and tools. Their privacy practices are governed by their own policies, not this Privacy Policy. We encourage you to review those policies before enabling integrations.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to support platform functionality and analytics. These may include:

• Strictly necessary cookies (for security and login);

• Performance and analytics cookies;

• Functional cookies (to remember preferences).

You can manage cookies through your browser settings or any cookie consent mechanism we provide.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the website or the Services. Continued use of the Services after changes take effect constitutes acceptance of the updated Policy.

11. Language

The parties confirm that they have expressly requested that this Privacy Policy and all related documents and communications be drafted in the English language only.

Les parties confirment avoir expressément exigé que la présente politique de confidentialité ainsi que tous les documents et communications s'y rattachant soient rédigés en anglais seulement.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, or wish to exercise your rights, please contact:

NexScale Inc. 99 Kirk Drive, Thornhill, Ontario, Canada

Privacy / Legal: legal@nexscale.ai

Security: security@nexscale.ai

Web: https://www.nexscale.ai

Trademark Notice. NexScale™ and NexScale Chloe™ are trademarks of NexScale Inc., whether registered or unregistered. Other product, service, and company names referenced in this Privacy Policy may be trademarks of their respective owners. All rights reserved.