1. Account Management Vigilance

To protect your privacy and secure your account, we strongly recommend logging out of your account after each session, especially if you are using a shared or public computer. This simple step helps prevent unauthorised access to your account and personal data. Additionally, it is important to keep your login credentials private. Sharing your username and password can compromise the security of both your personal and professional information.

2. Device Protection

We advise you to install and regularly update reliable antivirus software on your devices. Keeping your software up to date is a proactive measure to protect against malware, viruses, and other cyber threats that could potentially endanger your data security when interacting with our services.

Use of Google Workspace APIs

 

1. Restricted Usage: We do not use Google Workspace APIs to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models.
2. Data Handling: Any data accessed through Google Workspace APIs is used solely for the purpose of providing and improving the specific features and services outlined in our platform. No data is shared, used, or repurposed beyond these stated purposes.
3. Compliance with Google’s Data Policies: We adhere strictly to Google’s API Terms of Service and ensure that all interactions with Google Workspace APIs comply with their guidelines and requirements.
4. No Data Sharing: Data accessed via Google Workspace APIs is not shared with third parties or used for training external AI/ML models.
5. Data Privacy and Security: All data processed via Google Workspace APIs is handled securely and in accordance with applicable data privacy laws and regulations.

1. Defining Personal Information

Personal information refers to any data that can be used to identify you, either directly or indirectly. This includes obvious identifiers like your name and email address, but also encompasses less visible data such as IP addresses, device details, and behavioural patterns observed on our platform.

2. Types of Personal Data We Collect

At NOVACRM, the types of personal information we may collect include:

• Basic Identifiers: Such as your name, residential address, and date of birth.
• Contact Information: Including email addresses and phone numbers
• Professional Information: Job titles, company names, and related details
• Account Credentials: Usernames, passwords, and other login information.
• Financial Information: Payment details required for using our services.
• Technical Data: IP addresses, types of web browsers, and other device-related information.
• Usage Data: Patterns of how you interact with our platform, including pages visited and features used.

1. Who Is Covered?

Our privacy policy is crafted to ensure protection for everyone who interacts with NOVACRM. Here’s a detailed breakdown of who benefits from our privacy measures:

• Website Visitors and Mobile App Users: This includes anyone who browses our websites or uses our mobile applications. Regardless of whether you’re just visiting or actively engaging with our platforms, your privacy is safeguarded.
• Current and Prospective Clients: We cover both existing clients who use our services and potential clients who are exploring what we offer. Whether you are already a customer or considering becoming one, we are committed to protecting your personal information.
• Business Partners and Service Providers: This extends to organisations and individuals who work with us in a professional capacity. Our privacy policy ensures that any data shared with our partners and service providers is handled with the same level of care and confidentiality.
• Job Applicants and Employees: If you are applying for a job with us or are currently employed at NOVACRM, your personal data is protected under our policy. We ensure that any information related to your application or employment is securely managed.
• Other Third Parties: This includes any additional individuals or entities who interact with our services in any way. Whether you are a vendor, consultant, or have another type of engagement with NOVACRM, your privacy is respected and upheld.

1. Automated Data Collection

We utilise advanced, privacy-conscious technologies to automatically gather certain non-personal data. This includes technical information such as IP addresses, types of web browsers, and usage patterns on our site. This data is vital for improving our services, enhancing user experience, and maintaining the security of our platform.

2. Account Setup and Communication

When you sign up for our services or contact us, we collect the information you provide during the registration or communication process. This includes personal details like your name, email address, and other necessary information.

3. Support and Assistance

In the course of receiving customer support, we gather details from your interactions with our support team. This includes the specifics of your requests and any related communication to help us address your needs effectively.

4. Input and Opinions

To improve our services, we may solicit your input through various channels such as feedback forms or opinion surveys. The information collected includes your responses and suggestions on how we can enhance our offerings.

5. Customization Preferences

We track the settings and preferences you establish within your account. This helps us customise our services to better align with your individual preferences and needs.

6. Publicly Accessible Information

We may also use information that is publicly available and relevant to our services. This helps us improve and tailor our services based on widely accessible data.

1. Purpose of Data Collection

The data we collect is utilised to:

• Personalise Your Experience: Tailoring your interactions with our platform to better suit your preferences.
• Enhance Services: Improving our CRM and website services based on user feedback and behavioural insights.
• Respond to Inquiries: Efficiently handling customer support requests and inquiries.
• Conduct Market Research: Analysing trends and staying ahead in the industry.
• Ensure Compliance: Meeting legal and regulatory requirements.

Our aim is to handle your data with the utmost responsibility, ensuring that you receive the best possible service while adhering to high privacy and security standards.

1. Security Protocols

We implement state-of-the-art security measures to protect your personal data. These measures include encryption, firewalls, and regular security audits to prevent unauthorised access, alteration, or disclosure of your information.

2. Data Retention

We retain your personal information only for the period necessary to fulfil our service obligations or comply with legal requirements. Once the data is no longer needed for these purposes, we securely dispose of it to ensure your privacy.

3. User Control

We believe in empowering you with control over your data. You have the right to access, correct, or request the deletion of your personal information. Our dedicated support team is available to assist with any data-related requests or concerns you may have.

1. The Role of Cookies

We use cookies and similar technologies to enhance your browsing experience, remember your preferences, and analyse usage patterns. These technologies help us continually improve our platform and tailor it to your needs.

2. Types of Cookies We Use

• Session Cookies: Temporary cookies that maintain your session while you navigate our site.
• Persistent Cookies: Cookies that store your preferences for future visits.
• Analytics Cookies: Cookies that provide insights into how users interact with our site.

3. Managing Your Cookie Preferences

You have full control over cookie settings through your browser. While changing these settings may impact certain site functionalities, we respect your choices regarding online privacy.

1. Decoding Invisible Markers

Invisible markers, often referred to as web beacons, pixel tags, or clear GIFs, are tiny, transparent images embedded in web pages or emails. These markers gather non-personal data, such as interaction details and general usage patterns. Their primary role is to assist us in analysing the effectiveness of our marketing strategies and understanding broader usage trends.

2. Analysing Email Interactions

We incorporate invisible markers in our email communications to gauge how recipients engage with our messages. By tracking metrics like open rates and click-through rates, we can better tailor our content and improve the relevance and impact of our communications.

3. Personal Data Preferences: Your Control Options

You have the power to decide how we handle your Personal Information by choosing to “opt in” or “opt out” of certain uses. For example, you can decide if you want to receive our email updates and promotional content. We ensure your Personal Information remains confidential and will not be shared with third parties without your consent. If you wish to stop receiving marketing emails, click the opt out or “unsubscribe” link provided in those emails. You can also adjust your communication preferences via our Data Subject Access Request (DSAR) Portal at www.novacrm.ca. Should you encounter issues with the portal, you can contact us at [email protected] for support. Keep in mind that opting out of marketing messages does not affect our ability to contact you regarding important aspects of your account, transactions, or necessary updates. We may still reach out with essential information related to your engagement with our services or as required by law.

4. Purposeful Use of Your Data

At NOVACRM, we leverage your Personal Information to deliver and enhance our range of products and services. Our use of your data spans several key areas, including fulfilling your requests, personalising your experience, and ensuring compliance with legal requirements. We integrate both personal and non-personal data collected from various sources, including third-party providers, to achieve these goals.

5. Processing Your Requests

We utilise your information to efficiently process and fulfil your requests for products and services. This may involve sharing necessary details with third parties to ensure your requests are completed accurately and promptly.

6. Analysing User Behaviour

By examining your interactions and behaviours, we gain insights that help us refine our marketing strategies and optimise the distribution of our products and services. This analysis enables us to better understand and cater to your preferences.

7. Customising Your Experience

Your Personal Information allows us to tailor our services, websites, mobile applications, and advertisements to align with your interests and needs. This personalization ensures that you receive relevant content and offers that match your preferences.

8. Ensuring System Security

We use your data to safeguard the security and functionality of our platforms. This includes protecting our websites and services from potential threats and maintaining the integrity of our operations.

9. Adhering to Legal Requirements

We process your information to comply with applicable legal and regulatory obligations. This ensures that our practices align with relevant laws and standards.

10. Responding to Your Feedback

Your feedback, including reviews and comments, is used to address your concerns and make necessary improvements to our services. We value your input as it helps us enhance our offerings.

11. Handling Employment Applications

If you apply for a position with us, you may provide details such as your resume and educational background. We use this information for recruitment and employment purposes within NOVACRM and its affiliated entities.

12. Managing Marketing Communications

With your consent, we may send you promotional content about products and services that could interest you. We also engage in ad networks that serve personalised ads based on your online activities. You can opt out of these communications by following the unsubscribe instructions provided in our emails. If you provide your phone number, you consent to receiving telemarketing calls and automated messages. You can opt out of these communications at any time. By providing your phone number, you also release us from any liability related to these communications. Note that providing your phone number is not a prerequisite for receiving our services.

13. Engaging Third-Party Providers

To deliver and enhance our services, NOVACRM collaborates with various third-party providers. These partners assist us in areas such as website maintenance, product delivery, and customer support. For example, we may share your data with entities that handle web hosting, email communication, credit card processing, and data analytics on our behalf. These providers are bound by agreements to protect your information and only use it as necessary to fulfil their duties.

14. Necessitated Disclosures

We may be legally obligated to disclose your information under certain circumstances. This could include complying with legal investigations, responding to court orders, addressing unlawful activities, or safeguarding public safety. Disclosures might also occur if required to adhere to company policies or legal mandates.

15. Managing Your Data

You have the right to access, update, or request the deletion of your personal information. To exercise these rights, you can contact us directly or submit a request through our Data Subject Access Request (DSAR) Portal on www.novacrm.ca. If the DSAR Portal is unavailable, you may reach out to us via email at [email protected].

16. Exceptional Circumstances for Data Sharing

While we do not sell or rent your personal information, there are specific scenarios where data sharing is necessary:

17. Vendor Partnerships

We may share information with third-party vendors who assist in delivering services or products. Contracts with these vendors ensure that data is used solely for its intended purpose and protected according to applicable laws.

18. Business Transactions

In the event of a business transaction such as a merger or acquisition, we may transfer your data to the new entity, provided that strict confidentiality agreements are in place. If a transaction does not proceed, the data will be returned or destroyed.

19. Legal Obligations and Safety

We might disclose information to comply with legal processes or to protect individuals safety. This includes responding to law enforcement requests, handling emergencies, or complying with legal requirements. Disclosure without consent may occur in certain cases where it is necessary to prevent harm or fraud.

20. Third-Party Links and Services

Our website may contain links to external websites and services. We are not responsible for the privacy practices of these third parties. It’s important to review the privacy policies of any third-party sites you visit.

21. Changes in Ownership

Should NOVACRM undergo a change in ownership through merger, acquisition, or other means, your information will be transferred to the new entity. We will notify you via email or a prominent notice on our website regarding any changes in ownership and how it affects your personal data.

1. Correcting Personal Information

You have the right to request corrections to any inaccurate personal information we hold about you. We will make reasonable efforts to update or amend your data as directed.

2. Data Protection Measures

We implement a variety of security measures to protect your personal data, including administrative, technical, and physical safeguards. This involves using encryption technology, restricting access to authorised personnel, and conducting regular security reviews. However, while we strive to protect your data, no system can guarantee absolute security.

3. Data Retention and Disposal

We retain personal information only for as long as necessary for its intended purpose or to comply with legal requirements. Data may be kept as long as your account is active, for business purposes, or to meet legal obligations. Upon withdrawal of consent, processing of your data will cease immediately.

4. International Data Transfers

To support our global operations, personal information may be transferred to different countries. We ensure that data transferred internationally is protected to the standards required by applicable laws, such as the General Data Protection Regulation (GDPR). We use standard contractual clauses or obtain consent where necessary for such transfers.

1. Responding to Data Requests

At NOVACRM, we prioritise your rights regarding personal data. If you request access to, correction of, or deletion of your personal information, we will endeavour to address your request within 30 days from receipt. This time frame allows us to review and act on your request comprehensively. Should we need additional time to process your request—due to its complexity or volume—we will promptly inform you of the delay, providing the reasons for the extended timeframe. In such cases, a reasonable fee may be applied to cover administrative costs associated with the request.

2. Handling Data Breaches

In instances where we experience a data security breach, we will act swiftly to notify all affected individuals as well as relevant regulatory authorities. Our primary goal is to mitigate any potential harm resulting from the breach. We will provide you with detailed information about the breach, including the nature of the incident, the data involved, and the steps we are taking to address and rectify the situation.

3. Compliance with the General Data Protection Regulation (GDPR)

For our users in the US and Canada, NOVACRM fully complies with the General Data Protection Regulation (GDPR). This regulation mandates that we uphold stringent standards for the protection and handling of personal data. To address any concerns or complaints regarding our data practices.

4. Alternative Means of Contact

If you are unable to access the DSAR Portal, please send your requests to: Email: [email protected] , Phone Number: +1 844 644 0023 For any unresolved issues or additional inquiries, you are welcome to contact us through the provided email or address.

Utilization of Third-Party Services

At NOVACRM, we engage various third-party vendors and partners to support and enhance our services. These third-party entities may assist with customer service, data storage, or technical operations. We have formal agreements in place with these partners to ensure they adhere to strict privacy and security protocols, aligned with our Privacy Policy and relevant regulations. These partners may have access to, process, or store personal data as part of their service delivery but are restricted from using this data beyond the scope necessary to fulfill their roles. By interacting with our services, you consent to the sharing of your personal information with these third-party providers.

Handling of Personal Information Under PIPEDA ( Residents of Ontario, Canada)

At NOVACRM, we are committed to protecting the privacy and security of your personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA). This policy outlines how we handle personal information collected in the course of providing our services.

1. Collection of Personal Information

We may collect personal information from you when you:

• Register for our services
• Use our software or platforms
• Communicate with our support team
• Participate in surveys or promotions
• Visit our website or interact with our online resources

The types of personal information we may collect include, but are not limited to:

• Contact details (name, email address, phone number, mailing address)
• Business information (company name, job title, industry)
• Billing and payment information
• User account information (username, password)
• Usage data (IP address, browser type, operating system, interactions with our platform)

2. Use of Personal Information

The personal information we collect is used for the following purposes:

• To provide, operate, and improve our services
• To process transactions and manage billing
• To communicate with you about your account, services, and updates
• To respond to your inquiries and provide customer support
• To personalise your experience with our platform
• To conduct research and analyse usage trends
• To ensure compliance with legal obligations and our Terms of Service

3. Consent for Processing Personal Information

• Explicit Consent: We will obtain explicit consent from you when collecting, using, or disclosing your personal information for specific purposes, such as when you sign up for our services or participate in a promotion.
• Implied Consent: In certain situations, we may infer your consent from your actions, such as when you provide contact information to request a service or product.

4. Withdrawal of Consent

You have the right to withdraw your consent at any time. If you choose to withdraw your consent, we will stop processing your personal information for the purposes for which consent was provided. However, this does not affect the legality of any processing carried out prior to your withdrawal. Please note that withdrawing consent may affect your ability to use certain services.

5. Processing Without Consent

In certain exceptional circumstances, we may process your personal information without obtaining explicit consent, such as:

• When Consent is Impractical: If obtaining consent is not feasible in a timely manner and processing is necessary for the individual’s benefit, such as in an emergency situation.
• Fraud Detection and Prevention: We may process your information to detect, prevent, or investigate fraudulent activities to ensure the security of our services.
• Business Transactions: : In the event of a business transaction, such as a merger or acquisition, we may process your data under specific conditions necessary to complete the transaction.
• Legal Obligations: We may process personal information without consent if required by law or if we have reasonable grounds to believe it is necessary to comply with legal obligations.

6. Disclosure of Personal Information

We do not sell, rent, or trade your personal information. We may share your personal information with third parties only under the following circumstances:

• With service providers who assist us in operating our business, subject to confidentiality agreements
• In the event of a business transaction, where personal information may be transferred as part of the transaction
• As required by law, such as in response to a subpoena or legal process
• To protect our rights, property, or safety, or the rights, property, or safety of others

7. Data Security

We take appropriate technical and organizational measures to protect your personal information against unauthorized access, loss, or misuse. These measures include encryption, secure servers, access controls, and regular security assessments.

8. Data Retention

We will retain your personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law. When your personal information is no longer needed, we will securely delete or anonymize it.

9. Your Rights

Under PIPEDA, you have the right to:

• Access your personal information held by us
• Correct any inaccuracies in your personal information
• Withdraw your consent for certain types of processing
• Request the deletion of your personal information, subject to legal obligations

To exercise these rights, please contact us at [email protected].

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any significant changes and provide you with the opportunity to review the updated policy.

11. Contact Information

If you have any questions or concerns about how we handle your personal information, or if you wish to exercise your rights under PIPEDA, please contact us at [email protected].

1. Overview

At NOVACRM, we are committed to safeguarding your privacy and personal data. This Data Protection Policy outlines how we collect, use, disclose, and protect your personal information in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR) for our EU users.

2. Information We Collect

We may collect various types of personal data, including:

• Contact Information: Name, email address, phone number, and mailing address.
• Account Details: Username, password, and any related account information.
• Payment Information: Credit card details and other payment information.
• Usage Data: Information about your interactions with our platform, such as IP addresses, browser types, and activity logs.
• Communication Records: Data you provide when communicating with our support team or through feedback forms.

3. Legal Basis for Processing Your Data

We process your personal data based on the following legal grounds:

• Consent: When you have provided explicit consent for specific purposes.
• Contractual Obligations: Where processing is necessary for the performance of a contract.
• Legal Compliance: To fulfill legal obligations.
• Legitimate Interests: When processing is based on our legitimate interests, provided they do not override your rights and freedoms.

4. How We Use Your Data

Your personal data may be used for the following purposes:

• Service Delivery: To provide, maintain, and improve our services.
• Billing and Payments: To process payments and manage billing.
• Customer Support: To communicate with you about your account, services, and updates.
• Personalization: To customise your experience with our platform.
• Analytics and Research: To understand usage patterns and improve our services.
• Legal Compliance: To comply with applicable laws and regulations.

5. Data Sharing and Disclosure

We may share your personal data under the following circumstances:

• Service Providers: With trusted third-party providers who assist us in operating our business under strict confidentiality agreements.
• Business Transactions: In the event of mergers, acquisitions, or other business transactions, your data may be transferred as part of the process.
• Legal Requirements: When required by law or to protect our rights, property, or safety.

6. International Data Transfers

If your personal data is transferred outside of your home country or the European Economic Area (EEA), we will implement appropriate safeguards to ensure your data is protected in accordance with applicable laws.

7. Data Security

We employ robust security measures, including encryption and secure servers, to protect your personal data from unauthorized access, loss, or misuse.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Once your data is no longer needed, it will be securely deleted or anonymized.

9. Your Rights

You have the following rights regarding your personal data:

• Access: To request access to the personal data we hold about you.
• Correction: To correct any inaccuracies or incomplete data.
• Erasure: To request the deletion of your data.
• RestrictionTo restrict the processing of your data under certain conditions.
• PortabilityTo request the transfer of your data to another service provider.
• Objection: To object to certain types of processing, including direct marketing.
• Withdrawal of Consent: To withdraw your consent at any time without affecting the lawfulness of prior processing.

To exercise these rights, please contact us using the details provided below.

10. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your experience. You can manage your cookie preferences through your browser settings. Disabling cookies may impact the functionality of our services.

11. External Links

Our platform may include links to external websites. We are not responsible for their privacy practices, and we encourage you to review their privacy policies before providing any personal data.

12. Changes to This Data Protection Policy

We may update this Data Protection Policy to reflect changes in our practices or legal obligations. Any significant changes will be communicated through our website.

13. Contact Us