Privacy Policy

Analytics Intell, LLC ("NexusIntell," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your data. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our NexusIntell platform and services.

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide when using our services, including:

• Account Information: Name, email address, job title, organization name, phone number, and billing information when you create an account or request a demo.
• Municipal Data: Documents, records, ordinances, meeting minutes, and other archival materials you upload to the platform for processing and indexing.
• Communications: Information you provide when contacting our support team, participating in surveys, or providing feedback.
• Query Data: Questions and search queries you submit through the conversational interface.

1.2 Information Collected Automatically

When you access our platform, we automatically collect certain information, including:

• Usage Data: Information about how you interact with our services, including features used, queries submitted, and time spent on the platform.
• Device Information: Browser type, operating system, device identifiers, and IP address.
• Log Data: Server logs that record system activity, timestamps, and error reports.
• Cookies and Similar Technologies: We use cookies and similar tracking technologies to enhance your experience and analyze platform usage.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our document intelligence and conversational AI services.
• Document Processing: To digitize, OCR, index, and vectorize your archival documents for semantic search capabilities.
• Query Response: To generate accurate, citation-backed responses to your questions using AI technology.
• Analytics and Reporting: To provide usage analytics, ROI metrics, and administrative dashboards to authorized users.
• Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
• Platform Improvement: To analyze usage patterns and improve our AI models, features, and user experience.
• Security: To detect, prevent, and address technical issues, fraud, and security threats.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

3. Data Security

We implement robust security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256).
• Access Controls: Role-based access controls ensure only authorized personnel can access sensitive data.
• SOC 2 Compliance: Our infrastructure and processes are designed to meet SOC 2 Type II requirements.
• Regular Audits: We conduct regular security assessments and penetration testing.
• Data Isolation: Each customer's data is logically isolated from other customers.
• Backup and Recovery: We maintain secure backups and disaster recovery procedures.

4. Data Sharing and Disclosure

We do not sell your personal information or municipal data. We may share information in the following circumstances:

• Service Providers: We work with trusted third-party vendors who assist in operating our platform (e.g., cloud hosting, payment processing). These providers are contractually obligated to protect your data.
• Legal Requirements: We may disclose information if required by law, court order, or government regulation.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
• With Your Consent: We may share information with your explicit consent.

5. AI and Machine Learning

Our platform uses artificial intelligence and machine learning technologies. Important information about our AI practices:

• No Training on Customer Data: Your municipal documents and query data are NOT used to train our general AI models. Your data remains yours.
• Citation Verification: Our AI provides source citations for all responses, allowing you to verify accuracy.
• PII Redaction: Our AI automatically detects and can redact personally identifiable information before indexing.
• Human Oversight: Our systems are designed with human oversight capabilities for sensitive operations.

6. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy:

• Account Data: Retained for the duration of your account and for a reasonable period thereafter for legal and business purposes.
• Municipal Documents: Retained according to your organization's preferences and applicable records retention requirements.
• Query Logs: Retained for analytics and service improvement purposes, typically for 24 months.
• Upon Termination: You may request deletion of your data upon termination of services, subject to legal retention requirements.

7. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information:

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal obligations.
• Data Portability: Request a copy of your data in a portable format.
• Opt-Out: Opt out of certain data processing activities, including marketing communications.
• Withdraw Consent: Withdraw consent where processing is based on consent.

To exercise these rights, please contact us at privacy@nexusintell.ai.

8. Municipal and Government Data

We understand the sensitive nature of municipal records and government data:

• FOIA/FOIL Compliance: Our platform is designed to support compliance with Freedom of Information laws.
• Public Records: We help you manage what information is publicly accessible versus restricted.
• Audit Trails: We maintain comprehensive audit logs for accountability and compliance.
• Government Standards: We align with government security standards and best practices.

9. 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 collected information from a child, please contact us immediately.

10. International Data Transfers

If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. We implement appropriate safeguards for international data transfers in compliance with applicable laws.

11. Third-Party Links

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For data protection inquiries or to exercise your privacy rights, please email privacy@nexusintell.ai with the subject line "Privacy Request."