Privacy Policy

Last Updated: February 24, 2026

1. Introduction

Noobiesoft ("we," "our," or "us"), the company behind Nexus, is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Nexus collaborative workspace platform ("Service").

This Privacy Policy complies with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

2. Information We Collect

Personal Information

We collect information you provide directly to us, including:

  • Account Information: Name, email address, password, profile picture
  • Billing Information: Payment method details (processed securely through Stripe)
  • Workspace Information: Workspace names, descriptions, member lists, currency preferences
  • Content: Files, messages, tasks, and other content you create or upload
  • Invoice Data: Invoice details, line items, amounts, currency, tax information
  • Client Information: Client names, addresses, contact information, tax IDs, and business details you provide
  • Invoice Templates: Custom invoice templates, headers, footers, and branding elements
  • Forms & Submissions: Form definitions, client submissions, and associated data
  • Asset Data: Equipment, inventory, maintenance records, and assignments
  • Calendar Data: Events, availability, and booking requests
  • Communication: Support requests, feedback, and correspondence

Automatically Collected Information

We automatically collect certain information when you use our Service:

  • Usage Data: How you interact with the Service, features used, time spent
  • Device Information: IP address, browser type, operating system, device identifiers
  • Log Data: Server logs, error reports, performance data
  • Cookies and Similar Technologies: To enhance your experience and analyze usage

Third-Party Information

We may receive information from third-party services:

  • Authentication Providers: When you sign in with Google, Microsoft, or other providers
  • Payment Processors: Stripe (subscriptions and invoice payments) and Square (invoice payments when workspace owners connect their accounts) may provide us with billing and payment information
  • Analytics Services: Usage statistics and performance metrics

3. How We Use Your Information

We use your information to:

  • Provide the Service: Deliver workspace features, file storage, collaboration tools, invoicing, and client management
  • Process Payments: Handle subscription billing and payment processing
  • Generate Invoices: Create, store, and manage invoices on your behalf
  • Manage Client Data: Store and organize client information you provide for invoicing and business purposes
  • Communicate: Send service updates, support responses, and important notifications
  • Improve the Service: Analyze usage patterns to enhance features and performance
  • Ensure Security: Monitor for fraud, abuse, and security threats
  • Comply with Legal Obligations: Meet regulatory requirements and respond to legal requests

4. Information Sharing and Disclosure

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

With Your Consent

  • When you explicitly consent to sharing
  • When you invite others to your workspaces

Within Your Workspace

  • Information you create within a workspace (including invoices and client data) is shared with other workspace members based on permissions you set
  • Workspace owners and administrators can access all workspace data
  • You control who has access to invoice and client information within your workspace

Service Providers

We share information with trusted third-party service providers who assist us in operating the Service:

  • Stripe: Payment processing and billing for subscriptions; when workspace owners connect their own Stripe accounts (Stripe Connect), invoice payments may be processed directly by their connected account
  • Square: When workspace owners connect their Square accounts (OAuth), invoice payments may be processed directly by their connected account
  • Cloud Storage Providers: Secure file storage and backup
  • Email Services: Communication and notifications
  • Analytics Providers: Usage analysis and performance monitoring

Legal Requirements

We may disclose information when required by law or to:

  • Comply with legal processes or government requests
  • Protect our rights, property, or safety
  • Protect the rights, property, or safety of our users
  • Investigate fraud or security issues

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

  • Encryption: Data is encrypted in transit and at rest
  • Access Controls: Limited access to personal information on a need-to-know basis
  • Regular Audits: Security assessments and vulnerability testing
  • Secure Infrastructure: Industry-standard security practices and monitoring

Invoice and Client Data Security

  • Invoice and client data is stored with the same encryption standards as all other data
  • Access to invoice and client data is restricted to workspace members with appropriate permissions
  • Workspace owners control who can view, create, and edit invoices and client information
  • Invoice PDFs are generated securely and can be password protected if desired

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to:

  • Provide the Service to you
  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

Specific Retention Periods

  • Account Information: Retained while your account is active and for 2 years after closure
  • Content: Retained while your account is active and for 30 days after account closure
  • Billing Information: Retained for 7 years as required by Canadian tax law
  • Invoice Data: Retained for 7 years for accounting and tax compliance purposes
  • Client Information: Retained while your account is active and for 7 years after deletion for legal and compliance purposes
  • Invoice Templates: Retained while your account is active and for 30 days after account closure
  • Log Data: Retained for 1 year for security and performance analysis

7. Your Rights and Choices

Under Canadian privacy law, you have the following rights:

Access and Correction

  • Request access to your personal information
  • Request correction of inaccurate or incomplete information
  • Request a copy of your data in a portable format

Withdrawal of Consent

  • Withdraw consent for certain uses of your information
  • Note: Withdrawing consent may limit your ability to use certain features

Deletion

  • Request deletion of your personal information
  • Note: Some information may be retained for legal or business purposes
  • Invoice and client data may be retained for 7 years to comply with tax and accounting regulations

Data Portability

  • Request your data in a structured, commonly used format
  • Transfer your data to another service provider
  • Download My Data (Account Settings): Export your personal data including profile, preferences, subscription, workspace memberships, notifications, invites, and security activity as JSON
  • Export Workspace Data (Workspace Settings, creator only): Download all workspace data including tasks, messages, files, invoices, clients, assets, forms, calendar events, and more as a ZIP archive

To exercise these rights, contact us at contact@noobiesoft.com or use the in-app data export features.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Remember your preferences and settings
  • Analyze how you use our Service
  • Provide personalized content and features
  • Ensure security and prevent fraud

Cookie Types

  • Essential Cookies: Required for the Service to function properly
  • Analytics Cookies: Help us understand usage patterns and improve the Service
  • Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings, but disabling certain cookies may affect Service functionality.

9. International Data Transfers

Your information may be transferred to and processed in countries other than Canada. When we transfer information internationally, we ensure appropriate safeguards are in place to protect your privacy rights.

Client Data and Cross-Border Transfers

  • If you store client information for individuals or businesses in other jurisdictions, you are responsible for ensuring compliance with applicable data protection laws
  • You must obtain appropriate consent from your clients before storing their information in our Service
  • We provide encryption and security measures, but you are responsible for lawful data processing

10. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete such information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

  • Post the updated policy on our website
  • Send you an email notification
  • Update the "Last Updated" date

Your continued use of the Service after changes become effective constitutes acceptance of the updated Privacy Policy.

12. Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us:

13. Complaints

If you have concerns about how we handle your personal information, you may:

  1. Contact our Privacy Officer at Noobiesoft directly
  2. File a complaint with the Privacy Commissioner of Canada
  3. Contact your provincial privacy commissioner if applicable

14. Additional Provisions for Québec Residents

If you are a resident of Québec, you have additional rights under Law 25:

  • Right to data portability in a structured format
  • Right to request anonymization of your personal information
  • Enhanced consent requirements for certain data processing activities

Effective Date: February 24, 2026 Version: 2.2