Privacy Policy

Nexis ("we", "our", or "us") operates the Nexis platform, including the web application and mobile application (collectively, the "Service"). This Privacy Policy informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data.

1. Information We Collect

We collect several types of information to provide and improve our Service to you:

• Account Information: Name, email address, phone number, company name, and job title provided during registration.
• Location Data: Real-time GPS location data when using field operations features (with your explicit permission).
• Device Information: Device type, operating system, unique device identifiers, and mobile network information.
• Usage Data: Features accessed, pages visited, actions taken, time and date of visits, and interaction patterns.
• Business Data: Orders, invoices, customer information, product data, and other business records entered into the platform.

2. How We Use Your Information

We use the collected data for the following purposes:

• To provide, maintain, and improve our field execution and sales management platform.
• To enable real-time location tracking, route planning, geofencing, and visit verification features.
• To generate performance analytics, reports, and AI-powered business insights for your organization.
• To send you service updates, security alerts, and administrative notifications.
• To detect, prevent, and address technical issues and security threats.

3. Polaris AI Features

Polaris is available only to authorized super-admin and admin users to answer questions about Nexis business data, generate briefings, review alerts, and propose audited operational actions.

• Prompts and relevant Nexis business context may be processed by configured AI providers to generate responses.
• Polaris consent records are stored for audit and compliance purposes.
• Polaris action proposals, approvals, execution results, and undo records may be retained as operational audit records.

4. Location Data

Our Service relies on location data for core features. Location tracking is used for:

• Real-time field team tracking and employee timeline visualization.
• Geofencing for automatic check-in/check-out at customer locations.
• Route planning, optimization, and progress tracking.
• Visit verification and activity reporting for field operations.
• Security and audit evidence for important administrative actions when location is available.

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information only in the following circumstances:

• With Your Organization: Data is shared with your employer/organization administrators as part of the platform's management features.
• Service Providers: We use third-party services for hosting, analytics, and AI processing that may access data as needed to perform their functions.
• Legal Requirements: When required by law, regulation, or legal process, or to protect the rights and safety of our users.

6. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit and at rest, secure authentication, role-based access controls, and regular security audits. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Location data is retained according to your organization's configured retention policies.

Usage data: to learn which parts of Nexis are used and improve them, the web and mobile apps record the screens you open, the time you spend on them, when your sessions begin and end, your device type and app version, and, only if your device has already shared its location with Nexis, where a session began. Nexis never asks for your location for this purpose. Only Nexis staff read usage data, to improve the Service; it is not shared with your organization. It is kept for no longer than 24 months.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right of Correction: Request correction of inaccurate or incomplete data.
• Right of Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Right of Portability: Request export of your data in a machine-readable format.
• Right to Opt-Out: Disable location tracking through your device settings or app permissions.

9. Children's Privacy

Our Service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us and we will take steps to delete such information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at support@volkod.com or through our Support page.