Privacy Policy — Nirvexa

Last updated: September 2026

1. What Data We Collect

We may collect the following information:

• Technical data, such as IP address, browser type, and device information
• Usage data, such as pages visited, time spent, and referral source
• Information you voluntarily provide, such as name, email, or phone number, via contact forms, booking requests, or our AI chat assistant

2. Our AI Chat Assistant (Nira)

Our website features an AI powered chat assistant, Nira, that helps visitors with inquiries and bookings. When you use this chat:

• You are interacting with an automated AI system, not a human, unless otherwise stated.
• Messages you send are processed by our AI provider, Anthropic, to generate responses.
• If you share contact details, such as name, email, or phone, or request a booking during the chat, this information is passed to our CRM (HubSpot) and, for confirmed bookings, to our calendar system.
• Your conversation with Nira is stored so that you can access your own conversation history (including, in the future, through our client portal), and so that we can verify what was discussed if a dispute arises about information given during the chat. Conversations are kept for 3 years, matching Finland's general limitation period for legal claims, after which they are deleted. You can request access to or deletion of your conversation history at any time by contacting us.

3. Cookies We Use

• Necessary cookies: required for the website to function properly. These cookies do not store any personally identifiable data.
• Analytics cookies: we use Google Analytics to understand how visitors use our site, such as number of visits and traffic sources, so we can improve it.

We do not currently use functional, performance, or advertising cookies beyond the above. For the full list of cookies with their names and durations, see our Evästekäytäntö.

4. How We Use Your Data

We use collected data to:

• Operate and improve our website and AI chat assistant
• Respond to inquiries and process bookings
• Send updates you've subscribed to
• Comply with legal obligations, such as accounting and tax record keeping

5. Third Party Services (Sub processors)

We work with the following service providers, who process data on our behalf under Data Processing Agreements (DPAs):

Each provider has its own privacy policy and is contractually bound to protect your data under GDPR.

6. International Data Transfers

Some of our sub processors, such as HubSpot, Anthropic, and Google (Calendar and Analytics), may process data outside the European Economic Area (EEA), including in the United States. Where this occurs, transfers are safeguarded by Standard Contractual Clauses (SCCs) or equivalent mechanisms approved under GDPR.

7. Data Retention

We retain personal data only as long as necessary for the purposes described in this policy:

• Customer contact and booking information (HubSpot): for the duration of the active relationship, plus 24 months after your last interaction with us
• Booking records (booking confirmations, codes, and calendar events): 7 years, in accordance with Finnish and EU accounting and tax law
• AI chat conversations (Nira): 3 years from the date of the conversation, matching Finland's general limitation period for legal claims

After the applicable retention period, personal identifying information is anonymized or deleted, while non identifying business statistics may be retained for reporting purposes.

8. Your Rights (Under GDPR)

If you are located in the EU or EEA, you have the right to:

• Access the personal data we hold about you
• Request correction or deletion of your data
• Withdraw consent at any time
• Object to processing of your data
• Request data portability
• Lodge a complaint with a supervisory authority, in Finland the Office of the Data Protection Ombudsman

9. Managing Cookie Preferences

You can change or withdraw your cookie consent at any time using the "Cookie Preferences" link in our website footer.

10. Contact Us

For any questions about this policy or your data, contact us at info@nirvexa.fi