Privacy Policy

Nanexi provides software designed to help organizations manage RFP response workflows, including requirement extraction, approved knowledge retrieval, AI-assisted response generation, review, and document export.

References in this Privacy Policy to "Nanexi", "we", "us", or "our" refer to the entity responsible for operating the Nanexi service.

If you have questions about this Privacy Policy or our privacy practices, you can contact us at contact@nanexi.com.

The information we collect depends on how you interact with Nanexi and which features you use.

Account information

When you create or manage an account, we may collect information such as your name, email address, organization information, account preferences, and authentication-related information.

Uploaded documents and content

When you use Nanexi, you may upload RFP documents, knowledge-base documents, questions, responses, evidence, and other business content.

We process this information as necessary to provide the functionality you request, such as document processing, requirement extraction, knowledge retrieval, AI-assisted response generation, review, and export.

Billing information

If you purchase a paid plan, payment and subscription information may be processed by our payment service providers. Nanexi may receive transaction identifiers, subscription status, plan details, payment status, and related billing information.

Payment card or banking information may be collected directly by the applicable payment provider rather than by Nanexi.

Technical and usage information

We may collect information about how the service is accessed and used, including IP address, browser type, device information, timestamps, application events, request information, error information, and security logs.

Communications

If you contact us, we may process the information you provide in emails, support requests, feedback, or other communications.

We may use information collected through Nanexi for the following purposes:

• Provide, operate, and maintain the Nanexi service.
• Create and manage user accounts.
• Process uploaded RFP and knowledge-base documents.
• Extract and organize requirements.
• Retrieve relevant knowledge and evidence.
• Generate AI-assisted draft responses requested by users.
• Enable review, approval, and document export workflows.
• Manage subscriptions, billing status, and usage limits.
• Send account, authentication, security, and service-related communications.
• Provide customer support and respond to inquiries.
• Monitor service reliability and diagnose technical problems.
• Prevent fraud, misuse, abuse, and unauthorized access.
• Maintain and improve the security and performance of the service.
• Comply with applicable legal obligations.

Certain Nanexi features use artificial intelligence to assist with tasks such as requirement analysis, information retrieval, and response generation.

Information submitted to AI-enabled features may be processed by Nanexi and relevant infrastructure or AI service providers as necessary to perform the requested function.

AI-generated content may contain errors or incomplete information. Users are responsible for reviewing, verifying, editing, and approving generated responses before relying on or submitting them.

You should not upload information that you are not authorized to provide to Nanexi or its service providers.

We do not disclose personal information except as described in this Privacy Policy or as otherwise permitted or required by law.

Service providers

We may use third-party providers for infrastructure, hosting, databases, authentication, email delivery, payments, AI processing, monitoring, analytics, security, and other services necessary to operate Nanexi.

These providers may process information on our behalf as needed to perform their services.

Legal and safety requirements

We may disclose information if reasonably necessary to comply with applicable law, legal process, regulatory requirements, enforce agreements, protect the rights and safety of Nanexi or others, or investigate fraud, security incidents, or misuse.

Business transactions

If Nanexi is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar transaction, information may be transferred as part of that transaction subject to applicable legal requirements.

We retain information for as long as reasonably necessary to provide the service, maintain account functionality, comply with legal obligations, resolve disputes, enforce agreements, protect the service, and support legitimate business requirements.

Retention periods may vary depending on the type of information, how it is used, contractual requirements, and applicable law.

Some information may remain in backups, security logs, or records for a limited period after deletion where reasonably necessary for security, integrity, recovery, fraud prevention, or legal compliance.

We use technical and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, loss, or misuse.

Security measures may include access controls, authentication mechanisms, private storage, application-level protections, logging, validation, and other safeguards appropriate to the service.

However, no internet-based service or storage system can guarantee absolute security. Users are also responsible for protecting their account credentials and maintaining appropriate security practices.

Nanexi may use cookies, local storage, session technologies, and similar mechanisms that are necessary for authentication, security, preferences, and application functionality.

We may also use analytics or performance technologies to understand how the service is used and improve its reliability, subject to applicable requirements.

Your browser may allow you to control or remove cookies. Disabling essential cookies may prevent some parts of the service from functioning correctly.

Nanexi may use infrastructure and service providers that operate in different countries. As a result, information may be processed or stored outside the country where you are located.

Where required, we seek to use appropriate contractual, technical, and organizational safeguards for international processing of personal information.

Depending on where you live and applicable law, you may have certain rights relating to your personal information.

These rights may include the ability to:

• Request access to certain personal information.
• Request correction of inaccurate information.
• Request deletion of certain information.
• Object to or restrict certain processing.
• Request portability of certain information.
• Withdraw consent where processing is based on consent.
• Submit a complaint to an applicable data protection authority.

These rights are not absolute and may be subject to legal exceptions or verification requirements.

To submit a privacy request, contact contact@nanexi.com.

If you use Nanexi through an organization, your organization may control certain account information, access permissions, uploaded content, or workspace data.

In some circumstances, Nanexi may process personal information on behalf of the organization that provides your account. Questions about your organization's privacy practices should be directed to that organization where appropriate.

Nanexi is designed for business and professional use and is not intended for children.

If you believe a child has provided personal information to Nanexi inappropriately, contact us so we can review the matter.

Nanexi may contain links to third-party websites, services, or integrations. Their privacy practices are governed by their own policies, and Nanexi is not responsible for the privacy practices of independent third parties.

We may update this Privacy Policy from time to time to reflect changes to the service, our practices, legal requirements, or other operational needs.

When we update this policy, we may revise the "Last updated" date shown at the top of this page. Where required, additional notice may be provided.

If you have questions, concerns, or requests relating to this Privacy Policy or your personal information, contact Nanexi: