Privacy Policy

Effective Date: 19-01-2026

1. Introduction

Welcome! You have clicked on the Privacy Policy of Nova Finance AI BV, a private limited liability company (besloten vennootschap) incorporated under the laws of the Netherlands ("Nova Finance AI BV", "we", "us", "our").

This Privacy Policy explains how Nova Finance AI ("we", "us", "our") collects, uses, and protects personal data when you visit our website; you use our AI-powered finance platform; you contact us and when you interact with us as a customer or prospect.

We are committed to protecting personal data in accordance with the General Data Protection Regulation (EU) 2016/679) ("GDPR") and applicable Dutch data protection laws.

2. What Personal Data We Collect

Depending on your interaction with us, we may collect the following data:

  • Website Visitors: name, e-mail address, company name, IP address, browser and device information and cookie-related data;
  • AI Finance Platform Visitors: name and business contact details, user credentials, role and permissions and login history and audit logs;
  • Customer Communication Data: e-mail and support requests, meeting notes and contract information
  • Customer Platform Users: invoice data, ledger entries, payment references and business contact details of customers/suppliers of our clients.

We do not intentionally collect special categories of personal data.

3. How We Use Personal Data

We process personal data on the following legal grounds:

  • Performance of a contract to provide our services as described in our terms & conditions
  • Legal obligations to comply with legal obligations and regulatory requirements
  • Legitimate interest to ensure platform security, fraud prevention and service improvement

We use personal data to provide and maintain our services, to manage our user accounts, to provide customer support, to ensure platform security, to improve our services, to comply with legal obligations and to communicate with customers and prospects.

4. AI & Automated Processing

For our services we are using AI to assist us with the automation of workflows, the automation of financial bookkeeping activities, reconciliations and anomaly detections. The safeguards we have in place:

  • AI functions as a decision-support tool;
  • No legally binding decisions are made solely by automated processing;
  • Personal data is not used to train general-purpose AI models unless explicitly agreed;
  • Human oversight remains in place.

5. Data Sharing

We may share personal data with:

  • Cloud infrastructure providers
  • IT service providers
  • Professional advisers (legal, accounting)
  • Authorities, where legally required

All subprocessors are bound by data protection agreements compliant with Article 28 GDPR. We do not sell any personal data. Our customers remain the Data Controllers over their data and have access to their data via our platform.

6. Data Retention

We retain personal data only as long as necessary for contractual purposes, to adhere to legal obligations (e.g., tax laws), to resolve any potential disputes and for security monitoring. Customer platform data is deleted or returned upon termination of services, subject to legal retention requirements.

7. Security Measures

We implement appropriate technical and organisational measures. We refer to our Data Processing Policy for more information about our measures. Our measures comprise access controls, encryption, infrastructure security, change management, monitoring and logging, business continuity and secure development practices.

8. Your Rights Under GDPR

If we act as Data Controller, you have the right to:

  • Access your data
  • Rectify inaccurate data
  • Request erasure
  • Restrict processing
  • Object to processing
  • Data portability
  • Withdraw consent (where applicable)

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

To exercise your rights, contact: privacy@nova-finance.ai

9. Updates to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be published on our website with the updated effective date.