Privacy Policy
Last updated: November 19, 2025
At Nexus Marketing Agency, transparency and data protection are core to every engagement. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our client portal, or engage with our AI chatbot.
1. Information We Collect
Information You Provide
We collect information you voluntarily provide when you:
- • Fill out contact forms or request a proposal
- • Engage with our AI chatbot (Nexus Copilot)
- • Register for a client portal account
- • Subscribe to our newsletter or marketing communications
- • Participate in surveys or provide feedback
Data types: Name, email address, company name, job title, phone number, project details, communication preferences
Automatically Collected Information
When you access our Services, we automatically collect:
- • Device information (type, OS, browser)
- • IP address and geolocation data
- • Usage data (pages viewed, time spent, navigation paths)
- • Referral source and exit pages
- • Cookies and similar tracking technologies (see our Cookie Policy)
Client Project Data
For active clients, we collect and process project-related information including deliverables, messaging frameworks, competitive research, customer interview transcripts, and other work product as specified in your Statement of Work (SOW). This data is stored securely and access is restricted to your dedicated project team.
2. How We Use Your Information
We use the information we collect for the following purposes:
Service Delivery
Provide, operate, and maintain our Services; manage client projects and deliverables
Communication
Respond to inquiries, send project updates, and provide customer support
Personalization
Customize your experience based on preferences and usage patterns
Analytics
Analyze usage trends, improve Services, and optimize performance
Marketing
Send promotional content, case studies, and thought leadership (with consent)
Security
Detect, prevent, and address technical issues, fraud, and security threats
3. How We Share Your Information
We do not sell your personal information. We may share your data in the following circumstances:
Service Providers
We engage trusted third-party vendors to support our operations:
- • Hosting: AWS, Heroku (SOC 2 Type II certified infrastructure)
- • Email: SendGrid (transactional and marketing emails)
- • Analytics: Google Analytics (anonymized website usage data)
- • AI Services: Anthropic (chatbot conversations)
- • Payment Processing: Stripe (invoice payments)
All vendors are contractually required to protect your data and use it only for the purposes we specify.
Legal Obligations
We may disclose your information if required by law, legal process, or government request, or to protect the rights, property, or safety of Nexus, our clients, or others.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you via email and/or prominent notice on our website of any such change in ownership.
4. Data Security
We implement industry-standard security measures to protect your information:
Encryption
TLS 1.3 in transit, AES-256 at rest
Access Control
Role-based permissions, MFA for admin accounts
Auditing
Quarterly penetration tests, vendor security reviews
Infrastructure
SOC 2 Type II certified hosting providers
Important: No method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.
5. Data Retention
We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
- Lead data: 3 years after last engagement or until deletion is requested
- Client project data: 7 years after project completion (for legal and warranty purposes)
- Analytics data: 26 months (aligned with Google Analytics retention limits)
- Chatbot conversations: 90 days (anonymized and used for AI training)
6. Your Data Rights
Depending on your location, you may have the following rights regarding your personal information:
Access
Request a copy of the personal data we hold about you
Correction
Request correction of inaccurate or incomplete data
Deletion
Request deletion of your personal data (right to be forgotten)
Portability
Request transfer of your data in a machine-readable format
Objection
Object to processing of your data for certain purposes
Restriction
Request restriction of processing in certain circumstances
To exercise any of these rights, email privacy@thenexusagency.app with your request. We will respond within 30 days.
Note: Certain data may be retained for legal or legitimate business purposes even after a deletion request.
7. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction.
We ensure appropriate safeguards are in place for such transfers, including Standard Contractual Clauses (SCCs) approved by the European Commission and adherence to the EU-U.S. Data Privacy Framework principles.
8. Children's Privacy
Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@thenexusagency.app.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:
- • Posting the updated policy with a new "Last Updated" date
- • Sending an email notification to registered users
- • Displaying a prominent notice on our website
10. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Privacy Team: privacy@thenexusagency.app
Legal Team: legal@thenexusagency.app
Response Time: We typically respond within 1 business day
