NEXYXEN Privacy

Who this applies to

This notice covers nexyxen.com and the enquiry form on it. It does not cover software NEXYXEN builds for a client, where the client decides what is collected and is responsible for their own privacy notice.

It also covers the NEXYXEN AI Receptionist when you message it through a chatbot or on WhatsApp.

Information collected through the enquiry form

When you send an enquiry, the form collects the details you enter so a person can reply:

• Your name
• Your business name
• Your email address
• Your phone number, if you enter one
• The topic you selected
• The message you wrote

Information collected automatically

This website does not run analytics, advertising or session-recording software. It does not build a profile of visitors and it does not store anything in your browser between visits.

As with any website, the hosting provider records standard server request information such as IP address, request time, requested page and browser user agent. That is used to serve pages and to keep the service secure and available.

NEXYXEN AI Receptionist and WhatsApp

The NEXYXEN AI Receptionist answers messages sent through a chatbot and on WhatsApp. Replies are written automatically by an AI system, not typed by a person, and they can be incomplete or wrong.

Do not send passwords, payment card numbers, government identity numbers or medical records in a conversation with our AI receptionist. Anything you type is processed and stored as described below.

Phone numbers and stored conversations

When you message our AI receptionist, NEXYXEN receives and stores:

• Your phone number, which is your WhatsApp number when you message on WhatsApp
• The messages you send and the replies our AI receptionist gives
• Any other details you choose to share in the conversation, such as your name, your business or what you need

Google Gemini AI processing

Our AI receptionist uses Google's Gemini AI service to write its replies. To do that, the text of your messages is sent to Google, which returns a reply to send back to you.

Google processes that text under its own terms and privacy policy, which NEXYXEN does not control.

AI receptionist service providers

Our AI receptionist runs on services that NEXYXEN does not operate itself. Each handles information under its own terms and privacy policy. The website's own hosting and email providers are covered under Who processes it.

• WhatsApp, operated by Meta, which carries the messages sent and received on WhatsApp
• Google, which provides the Gemini AI service that writes the AI receptionist's replies
• The hosting and storage services that run the AI receptionist and keep its conversations

How the information is used

Your details are not sold, rented or shared for marketing. NEXYXEN does not add you to a marketing list because you sent an enquiry.

• To reply to your enquiry and discuss the work you asked about
• To prepare a proposal or a quote when you ask for one
• To keep a record of business correspondence
• To let our AI receptionist answer your messages, and to keep the conversation so it can be followed up

Who processes it

Enquiries are delivered to NEXYXEN's own inbox and handling tools. The website hosting provider processes requests in order to serve the site. Email is processed by NEXYXEN's email provider. The providers involved in our AI receptionist and WhatsApp are listed under AI receptionist service providers.

Where a third-party service is involved, it is used only to run the business, under that provider's own terms and security controls. NEXYXEN does not pass your details to any other party for their own purposes.

How long it is kept

Enquiries are kept for as long as they are useful as business correspondence and removed on request where no legal or contractual retention duty applies. If a project starts, project correspondence is kept for the life of the engagement and for the period needed afterwards for accounting and contractual records.

AI receptionist conversations and phone numbers are kept for as long as they are needed to run the service and follow up, and are deleted on request where no legal or contractual retention duty applies.

Your rights

You can ask NEXYXEN to:

• Tell you what personal information is held about you
• Correct information that is wrong
• Delete your enquiry, correspondence and AI receptionist conversations where no legal or contractual retention duty applies
• Stop using your details for any purpose other than a legal obligation

AI receptionist privacy and deletion requests

To ask what our AI receptionist holds about you, to have a conversation corrected or to have it deleted, email the address below. Include the phone number you messaged from and whether you used WhatsApp or the chatbot, so the conversation can be found.

NEXYXEN may need to confirm that a request comes from the person who used that number before it acts. Deletion applies to what NEXYXEN holds, where no legal or contractual retention duty applies. It does not remove your own WhatsApp chat history, or any copy held by WhatsApp or Google under their own policies, which you would need to raise with them.

Children

This website is aimed at businesses and is not directed at children. NEXYXEN does not knowingly collect personal information from children through it.

Changes to this notice

If the website starts collecting something new, analytics for example, this notice is updated before that change goes live, and the review date at the top changes with it.