NOVACRM Privacy Policy

1.1 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.

1.2 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.

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.

3.1 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.

3.2 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.

4.1 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.

5.1 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.

5.2 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.

5.3 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.

5.4 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.

5.5 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.

5.6 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.

6.1 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.

7.1 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.

7.2 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.

7.3 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.

8.1 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.

8.2 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.

8.3 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.

9.1 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.

9.2 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.

9.3 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 privacy@novacrm.ca 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.

9.4 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.

9.5 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.

9.6 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.

9.7 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.

9.8 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.

9.9 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.

9.10 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.

9.11 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.

9.12 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.

9.13 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.

9.14 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.

9.15 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 privacy@novacrm.ca.

9.16 Exceptional Circumstances for Data Sharing

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

9.17 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.

9.18 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.

9.19 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.

9.20 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.

9.21 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.

10.1 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.

10.2 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.

10.3 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.

10.4 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.

11.1 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.

11.2 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.

11.3 Compliance with the General Data Protection Regulation (GDPR)

For users located in the European Union and European Economic Area (EEA), NOVACRM complies with the General Data Protection Regulation (GDPR).

11.4 Alternative Means of Contact

If you are unable to access the DSAR Portal, please send your requests to: Email: privacy@novacrm.ca, Phone Number: +1-844-574-9191. For any unresolved issues or additional inquiries, you are welcome to contact us through the provided email or address.

12.1 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.

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, or 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, business information, billing and payment information, user account information, and usage data.
2. Use of Personal Information
   The personal information we collect is used to provide, operate, and improve our services, process transactions and manage billing, communicate with you about your account and updates, respond to inquiries and provide customer support, personalise your experience, conduct research and analyse usage trends, and ensure compliance with legal obligations and our Terms of Service.
3. Consent for Processing Personal Information
   We may obtain explicit consent where required and may infer implied consent in certain situations based on your actions.
4. Withdrawal of Consent
   You may withdraw consent at any time; however, this may affect your ability to use certain services.
5. Processing Without Consent
   In limited situations, we may process personal information without consent where impractical or required, including for emergencies, fraud prevention, business transactions, or legal obligations.
6. Disclosure of Personal Information
   We do not sell, rent, or trade your personal information. We may share information with service providers under confidentiality agreements, during business transactions, as required by law, or to protect rights, property, or safety.
7. Data Security
   We use appropriate technical and organizational measures including encryption, secure servers, access controls, and regular security assessments.
8. Data Retention
   We retain personal information as long as necessary for the purposes collected or as required by law, and securely delete or anonymize it when no longer needed.
9. Your Rights
   Under PIPEDA, you may access your personal information, correct inaccuracies, withdraw consent for certain processing, and request deletion subject to legal obligations. To exercise these rights, contact privacy@novacrm.ca.
10. Changes to This Policy
    We may update this Privacy Policy from time to time and will notify you of significant changes.
11. Contact Information
    If you have questions or wish to exercise your rights under PIPEDA, please contact privacy@novacrm.ca.

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.

We may collect personal data such as contact information, account details, payment information, usage data, and communication records. We process personal data based on consent, contractual necessity, legal compliance, and legitimate interests. We use personal data for service delivery, billing, customer support, personalization, analytics, and legal compliance.

We may share data with service providers under confidentiality obligations, during business transactions, or where required by law. If personal data is transferred outside the EEA, we implement appropriate safeguards. We employ robust security measures and retain data only as long as necessary, after which it is securely deleted or anonymized.

EU users may request access, correction, erasure, restriction, portability, objection, and withdrawal of consent. To exercise these rights, contact privacy@novacrm.ca. Our website may use cookies and may contain external links, and we encourage reviewing third-party privacy policies. We may update this Data Protection Policy from time to time and will communicate significant changes through our website.

This section applies solely to residents of the State of California and is provided pursuant to the California Consumer Privacy Act of 2018 ("CCPA") and the California Privacy Rights Act of 2020 ("CPRA"). These laws grant California residents specific rights regarding their personal information.

During the preceding twelve (12) months, NOVACRM has collected the following categories of personal information, as defined under California law: identifiers such as names, email addresses, and account identifiers; personal information described in California customer records, including contact and billing information; commercial information such as purchase history and service usage; internet or electronic network activity information such as browsing and interaction data; geolocation data where enabled; and sensory information such as audio or visual data where required for service functionality.

NOVACRM does not sell personal information and does not intentionally collect sensitive personal information unless required by law, voluntarily provided by the user, or necessary to provide specific services.

California residents have the right to request access to their personal information, request correction of inaccurate information, request deletion of personal information, opt out of the sale or sharing of personal information (if applicable), and limit the use of sensitive personal information. Requests may be submitted through our Data Subject Access Request portal or by contacting us at privacy@novacrm.ca. We will verify and respond to all requests in accordance with applicable law. NOVACRM will not discriminate against California residents for exercising their privacy rights.

• Identifiers: Names, addresses, email addresses, and other unique identifiers.
• Personal Information (California Customer Records): Contact information, financial details, and other personal data.
• Commercial Information: Purchase history and consumer preferences.
• Internet Activity: Browsing and search history.
• Geolocation Data: Physical location or movements.
• Sensory Data: Audio, visual, and similar information.

We do not intentionally collect sensitive personal information unless required by law, voluntarily provided by the user, or necessary for specific services.

The CAN-SPAM Act regulates commercial email communications and provides recipients the right to opt out of future marketing messages. NOVACRM complies with the CAN-SPAM Act by ensuring our emails contain accurate sender information, appropriate subject lines, and a clear method for unsubscribing. If you wish to stop receiving promotional or marketing emails from us, you may use the unsubscribe link provided in our communications or contact us directly at privacy@novacrm.ca, and we will promptly process your request. Opting out of marketing communications does not affect our ability to send essential service-related or transactional messages.

Our Services are intended for individuals aged eighteen (18) years and older. NOVACRM does not knowingly collect personal information from anyone under the age of 18. If we become aware that personal information from a child under 18 has been collected inadvertently, we will take steps to delete such information as soon as reasonably possible. If you believe that we may have collected information from a child under the age of 18, please contact us at privacy@novacrm.ca.

When accessing or processing data from Google APIs, NOVACRM complies with Google's API Services User Data Policy, including the Limited Use requirements. Access to Gmail message bodies, metadata, and settings is used solely to provide and support email-related functionality within the Services. Google user data is not used for advertising purposes and is not transferred to third parties except where necessary to provide features, comply with legal obligations, or in connection with a corporate transaction such as a merger or acquisition. Human access to Google user data is strictly limited to purposes such as security investigations, legal compliance, or internal operational support, and only where appropriate authorization or aggregation is in place.

By accessing or using the Services and providing your information, you agree that any disputes arising in connection with privacy matters or this Privacy Policy shall be governed by the laws applicable to your region of subscription. For users in the United States, disputes shall be governed by the laws of the State of California. For users in Canada, disputes shall be governed by the laws of the Province of Ontario. For users in the European Union, disputes shall be governed by the laws of Lithuania. Any legal proceedings relating to this Privacy Policy shall be brought exclusively in the courts of the applicable jurisdiction.

This Privacy Policy forms part of and is subject to NOVACRM's Terms of Use, which include additional provisions regarding warranties, limitations of liability, intellectual property rights, and dispute resolution. Capitalized terms not defined in this Privacy Policy shall have the meanings set forth in the Terms of Use. Users are encouraged to review the Terms of Use for a complete understanding of the legal terms governing use of the Services.

NOVACRM reserves the right to modify or update this Privacy Policy at any time to reflect changes in our practices, legal requirements, or business operations. Any updates will be posted on this page, and the revised policy will become effective upon posting. Your continued use of the Services after any changes are posted constitutes your acceptance of the updated Privacy Policy.

If you have any questions or comments regarding this Privacy Policy, or if you wish to review, update, or delete your personal information, please use our Data Subject Access Request (DSAR) Portal. Should the DSAR Portal be unavailable, you can also contact us via email at privacy@novacrm.ca or by mail at:

NOVACRM

201-70 East Beaver Creek Road

Richmond Hill, Ontario L4B 3B2

Canada

Phone: 844-574-9191

For reporting violations of our Privacy Policy, please use our Contact Us Form.