Privacy Policy
Last Updated: January 2026
At nuvexasent, we respect your privacy and take protecting your personal information seriously. This policy explains how we collect, use, store, and protect data when you interact with our budget approval workflow platform and services across Australia.
Information We Collect
We collect information that you provide directly when setting up accounts, using our workflow tools, or communicating with our team. This includes basic details needed for platform functionality and service delivery.
Account and Profile Data
- Full name, business email address, and phone number for account registration
- Company name, role title, and department information for workflow permissions
- Business address details for invoicing and service delivery purposes
- Payment information processed securely through our authorized payment partners
- Profile preferences including notification settings and interface customization
Usage and Technical Information
- Browser type, device information, and operating system details
- IP address and general location data for security and fraud prevention
- Session data including login times and feature usage patterns
- Workflow interactions such as budget submissions, approvals, and document uploads
- Search queries and navigation paths within the platform
| Data Type | Collection Method | Purpose |
|---|---|---|
| Contact Details | Direct input during registration | Account management and communication |
| Financial Records | Budget workflow submissions | Processing approvals and maintaining audit trails |
| Usage Analytics | Automatic platform tracking | Service improvement and feature development |
| Device Information | Technical logs and cookies | Security monitoring and technical support |
How We Use Your Information
Your data helps us deliver reliable budget approval services and continuously improve our platform. We're straightforward about what we do with your information.
- Processing budget submissions and managing approval workflows across your organization
- Sending notifications about workflow status changes, approvals, and system updates
- Providing customer support and responding to your inquiries or technical issues
- Analyzing usage patterns to identify areas for platform improvement
- Maintaining security measures and preventing unauthorized access or fraudulent activity
- Generating reports and analytics for your internal financial management needs
- Ensuring compliance with Australian financial regulations and data protection laws
- Communicating service updates, new features, and relevant educational content
We never sell your personal information to third parties. Your financial data remains confidential and is only used to support the services you've specifically requested from nuvexasent.
Data Sharing and Third Parties
We work with trusted partners who help us deliver our services effectively. These relationships are carefully managed with strict data protection agreements in place.
Service Providers We Work With
- Cloud hosting providers for secure data storage and platform infrastructure
- Payment processors for handling subscription billing and financial transactions
- Email service providers for delivering notifications and communications
- Analytics tools for understanding platform usage and identifying improvements
- Security services for monitoring threats and protecting against cyber attacks
These partners are contractually obligated to handle your data responsibly and can only use it for the specific services they provide to nuvexasent. They're prohibited from using your information for their own purposes or sharing it with others.
Legal Disclosure Circumstances
We may disclose information when legally required, such as responding to court orders, government investigations, or protecting against fraud. We'll notify you about such requests unless legally prohibited from doing so.
Your Privacy Rights Under Australian Law
Australian Privacy Principles give you specific rights regarding your personal information. We've designed our processes to make exercising these rights straightforward.
Access Your Data
Request a complete copy of the personal information we hold about you. We'll provide this in a commonly used electronic format within 30 days.
Correct Inaccuracies
Update or correct any personal information that's outdated or incorrect. Most details can be changed directly through your account settings.
Request Deletion
Ask us to delete your personal information, subject to legal record-keeping requirements. Some financial records must be retained for compliance purposes.
Object to Processing
Opt out of certain data uses, such as marketing communications or non-essential analytics, while continuing to use core platform features.
Data Portability
Receive your data in a structured format that can be transferred to another service provider if you choose to leave nuvexasent.
Lodge Complaints
Contact the Office of the Australian Information Commissioner if you believe we've mishandled your personal information or violated privacy laws.
To exercise any of these rights, contact our privacy team using the details at the bottom of this page. We'll verify your identity and process your request promptly.
Data Security and Protection
We implement multiple layers of security to protect your information from unauthorized access, alteration, or disclosure. Financial data deserves serious protection, and we've built our systems accordingly.
- Industry-standard encryption for data transmission and storage using AES-256 standards
- Regular security audits conducted by independent third-party specialists
- Multi-factor authentication options to prevent unauthorized account access
- Automated backup systems with geographically distributed redundancy
- Staff training on data protection procedures and information security protocols
- Network monitoring and intrusion detection systems operating continuously
- Strict access controls limiting employee access to only necessary information
- Incident response procedures for quickly addressing any potential security breaches
While we maintain robust security measures, no system is completely impenetrable. We encourage you to use strong passwords, enable multi-factor authentication, and report any suspicious activity immediately to our support team.
Data Retention and Deletion
We keep your information only as long as necessary for providing services and meeting legal obligations. Different types of data have different retention periods based on their purpose and regulatory requirements.
| Information Type | Retention Period | Reason |
|---|---|---|
| Active Account Data | Duration of subscription | Ongoing service delivery and platform functionality |
| Financial Records | 7 years after transaction | Australian taxation and accounting requirements |
| Usage Analytics | 18 months | Platform improvement and feature development insights |
| Support Communications | 3 years after resolution | Quality assurance and dispute resolution purposes |
| Marketing Preferences | Until withdrawal of consent | Respecting your communication choices |
When data reaches the end of its retention period, we securely delete or anonymize it so it can no longer identify you personally. Financial records required for legal compliance are archived securely with restricted access.
Cookies and Tracking Technologies
Like most online platforms, we use cookies and similar technologies to make our service work properly and understand how people use it. You have control over how these technologies are used.
Types of Cookies We Use
- Essential cookies required for login, security, and basic platform functionality
- Performance cookies that help us understand which features are most valuable
- Functional cookies that remember your preferences and settings
- Analytics cookies for measuring traffic patterns and usage trends
You can manage cookie preferences through your browser settings, though disabling certain cookies may limit platform functionality. Essential cookies necessary for security and core features cannot be disabled while using the platform.
International Data Transfers
Your data is primarily stored on servers located within Australia. However, some service providers we work with may process data in other countries with appropriate safeguards in place.
When data is transferred internationally, we ensure adequate protection through approved mechanisms such as standard contractual clauses, adequacy decisions, or other legally recognized frameworks. These safeguards maintain your privacy rights regardless of where data is processed.
Children's Privacy
nuvexasent's budget approval workflow platform is designed for business use by adults. We don't knowingly collect information from individuals under 18 years of age. If we become aware that someone under 18 has provided us with personal information, we'll delete it promptly.
Changes to This Policy
We update this privacy policy occasionally to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we'll notify active users by email and display a notice on the platform.
The updated date at the top of this page shows when the policy was last revised. We encourage you to review it periodically, especially after receiving update notifications. Continuing to use nuvexasent after changes take effect means you accept the updated terms.
Contact Our Privacy Team
Questions about this privacy policy or how we handle your information? We're here to help clarify anything or assist with privacy-related requests.