Privacy policy

1. Who we are

• NoviDesk is an online business administration environment offered through novidesk.nl. For questions about privacy or the processing of personal data, contact us at info@novidesk.nl or 06 40426981.

2. What data may we process?

• The data processed depends on how you use the website and the service.

• Account data, such as your name, email address, username and account settings.
• Business details you enter, such as business name, address, contact details and any logo information.
• Administration data you store in NoviDesk, such as customers, products and services, quotes, invoices, trips, receipts, expenses and related files.
• Contact and support information you send us, for example by email or through the contact form.
• Technical information needed for operation and security, such as IP address, browser and device details, logs, session information and error messages.
• Subscription and payment status information. Payments processed through Mollie are also processed by Mollie.

3. Why do we process this data?

• We process personal data only for an appropriate purpose and on a valid legal basis. Depending on the situation, this may include:

• Creating and managing your account and providing the NoviDesk service.
• Storing, displaying and managing the administration you enter into the service.
• Processing and checking subscription and payment statuses.
• Answering questions, providing support and sending necessary service messages.
• Securing, maintaining and troubleshooting the website and service.
• Complying with legal obligations and handling or preventing disputes.

• Possible legal bases under the GDPR include performance of a contract, compliance with a legal obligation, legitimate interests (such as security and service management), and consent where legally required.

4. Data about your own customers

• If you enter information about your own customers, suppliers or other contacts in NoviDesk, you will generally decide why you need that information and how you use it. You remain primarily responsible for collecting and using that information lawfully. NoviDesk processes it as needed to provide the service to you and follow your instructions. Inform your own customers where required, and do not enter data for which you lack a valid legal basis.

5. With whom do we share data?

• We do not sell personal data. To provide and secure NoviDesk, data may, where necessary, be processed by categories of service providers such as:

• Hosting, storage, security and technical management providers.
• Email and communications providers needed for contact or service messages.
• Mollie, when you make a payment or subscribe through the payment environment.
• An external AI provider, but only when an AI feature is enabled and you use it.
• Google services, to the extent a service is configured on the website and actually used.

• These parties may process data only for the relevant service or another valid legal basis. If data is processed outside the European Economic Area, the applicable legal safeguards must be in place.

6. AI chat feature

• If the AI chat feature is available and the external AI integration is enabled, the text you enter into the chat may be sent to the configured AI provider to generate a response. Do not share passwords, full payment details or other sensitive or confidential information that is not needed for your question. The external provider may have additional terms and privacy information.

7. How long do we retain data?

• We do not retain data longer than necessary for the purpose for which it was collected, unless a legal obligation or another valid reason requires a longer retention period.

• Account data is generally retained while your account is active and as long as handling or security needs require.
• Contact and support messages are retained for as long as needed to handle your question and any follow-up.
• Administrative or payment data may be retained longer if required by law or needed for a dispute or audit.
• Backup copies may remain for a limited technical period before being overwritten or deleted.

• NoviDesk does not replace your own record-keeping obligations. As a business owner, you remain responsible for exporting and retaining records that you are legally required to keep.

8. Security

• We take appropriate technical and organisational measures to protect data against loss, misuse and unauthorised access. No online service can guarantee complete security. Use a strong, unique password, do not share your login details, and report suspected misuse as soon as possible.

9. Your privacy rights

• Depending on the circumstances, the GDPR may give you the right to access, correct or delete data, restrict processing, request data portability, and object to certain processing. If processing is based on consent, you may withdraw that consent. Withdrawal does not affect processing that was lawful before the withdrawal.

• Send a request to info@novidesk.nl. We may ask you to confirm your identity to prevent data being disclosed to the wrong person. You can also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

10. Cookies

• The website may use functional cookies or similar technologies for sessions, sign-in, security and service operation. External features may involve additional data processing. More information is available in the cookie policy.

11. Changes

• We may amend this privacy policy if the service, our practices or applicable rules change. The latest version is published on this page, with the date of the last update shown above. We will inform users of important changes where appropriate or legally required.

Questions?

Contact us at info@novidesk.nl or call 06 40426981.