Privacy Policy

Last Updated: October 2026

1. Who We Are & How This Applies

Your Organization Controls Uploaded Documents: Nvnest is a B2B service. If you use an account provided by your employer or an organization, that organization controls the documents and files you upload (“Customer Content”). We process that data strictly on the organization’s instructions.

Nvnest Controls Account Data: We act as an independent controller only for standard operational data, such as your user profile, login credentials, billing records, and direct support inquiries.

2. Information We Process

• Account Details: Name, business email, organization name, role, and authentication credentials.
• Uploaded Documents: Files you upload (e.g., PDFs, images, scans), extracted text, layout coordinates, metadata, and citation data. Documents may contain business, financial, or personal information.
• System Identifiers: Tenant‑specific pseudonyms and internal entity tags generated to organize your data.
• Technical & Usage Data: IP addresses, browser and device information, access logs, and performance metrics.
• Billing Details: Subscription tiers and transaction records. Payment card details are processed directly by our third‑party payment processor; Nvnest does not store credit card numbers.

3. How Document Processing Works

To parse, extract, and search your documents, files pass through our automated technical pipeline:

1. Storage & Validation: Files are stored in secure cloud storage. A system scanner checks file types and standard safety constraints. This scanner is a structural format check, not a guarantee against malware or viruses.
2. External Parsing: To extract text, tables, and visual layouts, the original document is transmitted over an encrypted connection to an authorized document‑parsing provider. This parsing step occurs before any local redaction or tokenization. Uploaded files do not remain solely on our local servers.
3. Automated PII Masking & Tokenization: We use automated systems to detect sensitive identifiers and replace them with internal pseudonyms before sending text for analysis. While this process reduces exposure, automated detection is probabilistic and cannot guarantee 100 % identification or redaction of all sensitive data.
4. AI & Language Model Processing: Structured, processed text streams and search queries are sent to external cloud and artificial‑intelligence infrastructure providers to generate search results, summaries, and citations.

4. Machine Learning & AI Training

We do not use your documents, parsed text, or extracted outputs to train public or general‑purpose AI models without your organization’s explicit, prior written consent.

5. Third‑Party Service Providers

We share data with trusted third‑party service providers strictly as necessary to operate and secure the platform. These include:

• Cloud Infrastructure & Database Hosts: For secure hosting, data storage, and network routing.
• Document Parsing & OCR Vendors: For layout analysis and text extraction from raw files.
• AI & Language Model Infrastructure: For vector indexing, natural language search, and summarization.
• Authentication Providers: For login security, identity management, and access controls.
• Payment Processors: For subscription billing and fraud prevention.
• Communications Vendors: For transactional system emails and notifications.

All service providers are bound by confidentiality obligations and data‑protection terms.

6. Data Retention & Security

• Retention: We retain documents and data for as long as your account remains active or until an authorized administrator requests deletion. Rolling, encrypted system backups overwrite on a standard technical schedule.
• Security: We apply technical and organizational safeguards, including encryption in transit and at rest, alongside logical tenant isolation. However, no internet transmission or cloud platform is 100 % secure, and we cannot guarantee absolute security.

7. Your Choices and Rights

Depending on your location, you may have statutory rights to access, correct, or delete personal data we maintain about you, or to object to certain processing.

• If your personal data is contained within a document uploaded by an organization, please contact that organization directly.
• To exercise rights regarding your direct account profile or billing data, contact us at [email protected].

8. Changes and Contact

We may update this Privacy Policy from time to time. The latest version will always be posted here with an updated “Last Updated” date.

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