Privacy Policy

1. Introduction

Nuqualis.com ("Company," "we," "us," or "our") respects your privacy and is committed to protecting it through our compliance with this Privacy Policy.

This Privacy Policy describes how we collect, use, store, and disclose information about you when you use our AI-powered email assistant service (the "Service"). By accessing or using the Service, you agree to this Privacy Policy.

This policy applies to information we collect:

• Through your interaction with our email addresses, including but not limited to: hello@nuqualis.com, signup@nuqualis.com, inform@nuqualis.com, ask@nuqualis.com, and your unique assistant email address (e.g., yourID@inquiry.email).
• When you visit our website at https://www.nuqualis.com.
• Through documents, context, or instructions you provide to train your email assistant via specific service email addresses like inform@nuqualis.com.
• Through email and other electronic communications between you and our Service or other users of our Service (e.g., emails sent to/from yourID@inquiry.email).

Important Clarification on AI Processing: Please be aware that interactions with the service email addresses hello@nuqualis.com, signup@nuqualis.com, inform@nuqualis.com, and ask@nuqualis.com are processed exclusively by our automated AI agents. There is no human review involved in the routine processing of emails sent to these specific addresses. These agents handle tasks such as initial setup, receiving training data, and responding to configuration or information queries based on the data provided. For any matter requiring human review, intervention, or specific support, please contact support@nuqualis.com.

Please read this Privacy Policy carefully to understand our policies and practices regarding your information. If you do not agree with our policies and practices, your choice is not to use our Service.

2. Information We Collect

We collect several types of information from and about users of our Service, including:

• Personal Information: Information that identifies you as an individual or relates to an identifiable person, such as name, email address, and optional location (used primarily for timezone settings).
• Email Content: The content of emails sent to and processed by your unique assistant email address (e.g., yourID@inquiry.email), including attachments, which may contain personal information.
• Training Documents and Instructions: Documents, information, and specific instructions you provide via email (e.g., to inform@nuqualis.com) to train your assistant, which may include business information, product details, pricing, FAQs, event schedules, and other business-related content. This information is processed by our AI agents.
• Usage Information: Information about your interaction with the Service, such as the number of emails processed, response times, assistant performance metrics, and settings preferences communicated via AI-handled service emails like ask@nuqualis.com.
• Device Information: Information about the device and internet connection you use to access our website, including IP address, browser type, and operating system.

We collect this information:

• Directly from you when you provide it to us (e.g., during signup, sending training materials, interacting with service emails).
• Automatically as you navigate through and interact with our Service (e.g., email processing, website visits).
• From third parties who interact with your assistant via its unique email address.

3. How We Use Your Information

We use the information that we collect about you or that you provide to us for the following purposes:

• To provide, maintain, personalize, and improve our Service's functionality and accuracy for you and your users.
• To train your specific AI assistant to properly respond to emails based on the context and instructions you provide via emails processed by our AI (e.g., to inform@nuqualis.com).
• To automatically process and respond to your inquiries, support requests, and account management instructions sent to AI-handled service emails (e.g., ask@nuqualis.com). For issues requiring human intervention, please use support@nuqualis.com.
• To notify you about changes to our Service, your account status, usage, and potential new features or improvements relevant to your use.
• To monitor and analyze usage patterns and trends to enhance the user experience and service effectiveness.
• To detect, prevent, and address technical issues or potential misuse of the Service.
• To set appropriate service parameters, such as time zone, if you optionally provide location data.
• To comply with applicable legal obligations and enforce our terms.

Important: We use your data to operate and enhance the service for you. We will not sell, rent, or provide your personal information or specific email content to third parties for their independent marketing or promotional purposes.

4. Information Sharing and Disclosure

We do not sell or rent your personal information. We may disclose your personal information only in the following limited circumstances:

• Core Service Providers (including AI/LLM Platforms): To provide the core functionality of our AI-powered Service, we must share certain information, specifically Email Content and Training Documents/Instructions, with essential third-party service providers, including hosting services and the underlying Artificial Intelligence (AI) / Large Language Model (LLM) platforms that process the text to generate responses. These providers are carefully selected and bound by contractual obligations to maintain the confidentiality and security of your information and are restricted to using it solely for the purpose of providing and improving the services necessary for Nuqualis to operate. They are prohibited from using your data for their own independent purposes.
• Other Service Providers: We may share necessary information with other third-party vendors and contractors who perform services on our behalf, such as email delivery infrastructure or payment processing. These providers are also bound by confidentiality and data use restrictions.
• Business Transfers: If Nuqualis.com is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction, subject to standard confidentiality arrangements.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order, subpoena, or government agency request), or to comply with national security or law enforcement requirements.
• Protection of Rights: We may disclose your information when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request, or to enforce our Terms of Service.

We do not provide your personal information to third parties for their independent marketing or promotional purposes.

5. Data Security

We have implemented appropriate technical and organizational measures designed to protect the security of your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. However, please note that no method of transmission over the Internet or method of electronic storage is 100% secure.

We take steps to ensure that your information is treated securely and in accordance with this Privacy Policy, including:

• Using encryption for data in transit and at rest where appropriate.
• Implementing access controls to limit access to personal information to employees, contractors, and agents who have a legitimate need to know. Human access to user email content or specific training data is restricted and only occurs when necessary for specific support requests initiated by the user via support@nuqualis.com, or for critical service maintenance or security investigations, under strict controls.
• Maintaining physical, electronic, and procedural safeguards in connection with the collection, storage, processing, and disclosure of personal information.
• Requiring contractual commitments from our third-party service providers (including AI/LLM platforms) to maintain data confidentiality and security.

While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. The security of your data also depends on you. You are responsible for maintaining the confidentiality of any passwords or account credentials associated with our Service and for securing the email account you use to interact with the Service.

6. Data Retention

We will retain your personal information for as long as your account is active or as needed to provide you with the Service and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

When you request to close your account (via support@nuqualis.com), we will initiate the process to remove your personal information, email content, and training data from our active systems. This removal process may take up to 30 days from the date of confirmation. Some anonymized or aggregated usage data may be retained for analytical purposes. Residual information may remain in our backup systems for a limited period (typically up to 90 days) as part of our standard backup cycles, after which it will be securely deleted.

We may retain certain information after account closure only if necessary:

• To comply with our legal obligations (e.g., retaining transaction records).
• To resolve disputes.
• To enforce our agreements and Terms of Service.
• To protect our legal interests or prevent fraud or abuse.

Any retained information will continue to be handled in accordance with this Privacy Policy.

7. Your Rights and Choices

Depending on your location and applicable data protection laws, you may have certain rights regarding your personal information. These may include:

• Access: You can request access to the personal information we hold about you. You can also query the training content associated with your account by emailing the AI agent at ask@nuqualis.com. For formal data access requests, contact support@nuqualis.com.
• Correction: You can request that we correct inaccurate or incomplete personal information about you (e.g., update your name or location by emailing the AI agent at ask@nuqualis.com). You can update your training data by sending new documents/instructions via AI processing to inform@nuqualis.com after requesting removal of outdated content via the AI agent at ask@nuqualis.com. For corrections requiring human verification, contact support@nuqualis.com.
• Deletion: You can request that we delete your personal information or specific training content. To delete specific training content via AI, email your request to ask@nuqualis.com (e.g., "remove content related to the December promotion"). To request deletion of your entire account and associated data, which requires human verification, please contact support@nuqualis.com. We will process deletion requests subject to the retention needs outlined in Section 6.
• Restriction: You can request that we restrict the processing of your information under certain circumstances (e.g., if you contest its accuracy). Contact support@nuqualis.com for such requests.
• Data Portability: You can request a copy of certain personal information you provided to us in a structured, commonly used, and machine-readable format. Contact support@nuqualis.com for such requests.
• Objection: You can object to our processing of your personal information based on legitimate interests (as described in Section 8) under certain circumstances. Contact support@nuqualis.com to file an objection.

To exercise any rights requiring human verification or intervention, please contact us at support@nuqualis.com. For standard operational requests like updating training data or querying settings, you may use the designated AI agent emails (like `ask@nuqualis.com` or `inform@nuqualis.com`). We will respond to requests sent to `support@nuqualis.com` within a reasonable timeframe and in accordance with applicable data protection laws. We may need to verify your identity before processing your request.

8. GDPR Compliance

For users in the European Economic Area (EEA), UK, or Switzerland, we comply with the General Data Protection Regulation (GDPR) and related data protection laws. Our processing of your personal data is based on the following legal bases:

• Performance of Contract: Processing necessary to provide the Service you requested, according to our Terms of Service (e.g., processing emails, applying training data via AI).
• Legitimate Interests: Processing necessary for our legitimate interests, provided these are not overridden by your data protection interests or fundamental rights and freedoms. Our legitimate interests include developing, improving, and securing our Service, analyzing usage to enhance user experience, and informing users about relevant service updates. We conduct balancing tests for processing based on legitimate interests.
• Consent: Where required by law, or in specific situations (like optional marketing communications, if introduced), we will process your data based on your explicit consent, which you can withdraw at any time. Note that use of the AI-handled service emails implies consent to automated processing as described herein.
• Legal Obligation: Processing necessary to comply with laws and regulations that apply to us (e.g., responding to legal process, maintaining financial records).

We process your personal data lawfully, fairly, and transparently. We collect personal data only for specified, explicit, and legitimate purposes and do not process it in a manner incompatible with those purposes. We limit collection to what is adequate, relevant, and necessary. We take reasonable steps to ensure personal data is accurate and kept up to date. We store personal data allowing identification for no longer than necessary for the processing purposes. We maintain appropriate technical and organizational security measures.

If you are in the EEA, UK, or Switzerland, you have the rights outlined in Section 7, and the right to lodge a complaint with a supervisory authority.

9. Children's Privacy

Our Service is intended for business users and is not directed at children under the age of 13 (or a higher age threshold where applicable by local law). We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us at support@nuqualis.com, and we will take steps to delete such information from our systems.

10. Email Communications

Since our Service operates primarily via email, essential email communications are integral to its functionality. By using our Service, you agree to receive transactional and service-related emails necessary for its operation, including:

• Onboarding, welcome, and setup confirmation emails (often processed by AI agents).
• Service notifications, including confirmations of actions taken via service emails (e.g., settings changes, content removal confirmations generated by AI).
• Account status notifications, including usage metrics, credit information, and low credit warnings.
• Important service updates, including changes to terms, policies, or critical features.
• Draft emails for review and approval if your assistant requires human intervention or if you have enabled reviewer mode.
• Responses generated by our AI agent to your queries sent to ask@nuqualis.com.

Your consent to receive these essential operational emails is a condition for using our Service. If you no longer wish to receive these communications, you will need to discontinue use of the Service and request account closure by contacting support@nuqualis.com.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we update our Privacy Policy, we will take appropriate measures to inform you, consistent with the significance of the changes we make (e.g., by posting the updated policy on our website, updating the "Effective Date," or sending an email notification for material changes).

Your continued use of the Service after any modifications to the Privacy Policy constitutes your acknowledgment of the changes and your agreement to abide and be bound by the updated Privacy Policy.

We encourage you to periodically review this Privacy Policy (accessible via our website) to stay informed about how we are protecting your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, particularly those requiring human attention or relating to data subject rights, please contact us first at:

Email for Support & Privacy Inquiries (Human Review): support@nuqualis.com

Please include "Privacy Policy Inquiry" in the subject line to help us direct your inquiry effectively.

For general inquiries about the company, you can also reach us at info@nuqualis.com.

Remember that emails sent to service addresses like hello@nuqualis.com, signup@nuqualis.com, inform@nuqualis.com, and ask@nuqualis.com are handled by AI agents for operational purposes and are not monitored by human support staff.

We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy.