Privacy Policy

Who We Are

Nexarra IT Solutions, doing business as Nexarra AI, is a DTI-registered sole proprietorship that also holds a valid Business/Mayor's Permit issued by the City of Mabalacat, based in Mabalacat City, Pampanga, Philippines. We design, build, and operate AI-powered automation systems, including Facebook Messenger and Instagram bots, comment reply automations, WhatsApp message automation, and business workflow tools, primarily for Philippine small and medium enterprises (SMEs).

In the context of the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), Nexarra IT Solutions acts as a Personal Information Processor (PIP) when processing data on behalf of our clients, and as a Personal Information Controller (PIC) for data we collect directly through our own website and services.

Our clients, the businesses whose chatbots and automation systems you interact with, are the Personal Information Controllers for data processed through their systems.

Information We Collect

The information we collect depends on how you interact with our services:

When you interact with a chatbot or automation system we operate:

• Your public Facebook profile name and Facebook User ID (sender_id)
• Messages, comments, and inquiries you send to the service
• Booking and order information you voluntarily provide (e.g. travel dates, number of passengers, contact details)
• Interaction timestamps and conversation history
• Platform source (e.g. Facebook Messenger, Instagram DM, WhatsApp)

When you visit getnexarra.com:

• Name, business name, email address, and message submitted via our contact form
• The service plan you are interested in
• Basic browser and device information (via standard server logs)

We do not collect:

• Government-issued ID numbers (SSS, PhilHealth, TIN, passport numbers)
• Financial account numbers, credit card details, or banking information
• Biometric data of any kind
• Sensitive personal information as defined under Section 3(l) of RA 10173

How We Use Your Information

We use collected information for the following purposes:

• To respond to your inquiries and provide automated customer service on behalf of our clients
• To process bookings, orders, and reservations as instructed by you and our client
• To route conversations to a human agent when required (e.g. when you request to speak to someone)
• To log interactions for quality assurance, dispute resolution, and compliance purposes
• To improve the accuracy and relevance of our AI-generated responses
• To send you a confirmation or follow-up email when you submit a contact form on our website
• To comply with our legal obligations under Philippine law

Data Sharing & Disclosure

We do not sell, rent, or trade your personal information to any third party. We share data only in the following circumstances:

All third-party service providers are required to handle your data in accordance with applicable data protection laws and are bound by their own privacy policies and terms of service.

Data Storage & Retention

Data collected through our NexDesk social inbox platform, including messages, comments, contacts, and conversation history, is stored in a secure, managed PostgreSQL database (Supabase) protected by encryption and row-level access controls. Some legacy automation services and our website contact form may store limited data in Google Workspace (Google Sheets) managed by us or the relevant client. Nexarra AI also operates automation servers hosted by Hostinger that process data in transit.

We retain personal data only as long as necessary for the purpose it was collected, or as required by law:

• Conversation logs and CRM data: retained for as long as the client's service agreement is active, then deleted within 30 days of contract termination
• Contact form submissions: retained for up to 12 months for sales follow-up purposes
• Server access logs: retained for up to 90 days for security and troubleshooting

All data is protected by HTTPS/TLS encryption in transit. Our primary database (Supabase) provides encryption at rest and strict row-level access controls; where Google Workspace is used, data is protected by Google's enterprise-grade security controls.

AI & Automated Processing Disclosure

In compliance with NPC Advisory No. 2024-04 on Artificial Intelligence Systems, we disclose the following:

• Our AI systems use Claude (by Anthropic) to generate conversational responses
• AI responses are based on the context and information you provide in the conversation
• No fully automated decisions with legal or significant effects are made about you without human review
• Human takeover is available at any time: simply type "supervisor", "refund", "complaint", or similar keywords, or ask to speak with a person
• AI-generated responses are informational only and do not constitute a legally binding agreement unless confirmed by a human representative

Your Rights Under PH DPA 2012

Under the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations, you have the following rights:

1. Right to be Informed: You have the right to know how your personal information is collected, processed, and used.
2. Right to Access: You may request a copy of the personal information we hold about you.
3. Right to Rectification: You may request correction of any inaccurate or incomplete personal information.
4. Right to Erasure or Blocking: You may request deletion or blocking of your personal information when it is no longer necessary, or when processing is unlawful.
5. Right to Object: You may object to the processing of your personal information for direct marketing or other purposes not covered by consent or legal obligation.
6. Right to Data Portability: You may request your personal information in a structured, commonly used format.
7. Right to Lodge a Complaint: You may file a complaint with the National Privacy Commission (NPC) at privacy.gov.ph.

To exercise any of these rights, contact us at support@getnexarra.com. We will respond within 15 business days in accordance with NPC guidelines.

Cookies & Tracking

The getnexarra.com website does not use cookies, tracking pixels, or behavioral analytics scripts. No behavioral data is collected from website visitors beyond standard server access logs (IP address, browser type, pages visited, timestamps) which are retained for up to 90 days for security purposes.

We do not use Google Analytics, Meta Pixel, or any third-party behavioral tracking on our website at this time.

Third-Party Services

Our services integrate with the following third-party platforms. Each has its own privacy policy which governs their data handling:

• Meta (Facebook / Instagram / WhatsApp): facebook.com/privacy/policy
• Supabase (database hosting): supabase.com/privacy
• Vercel (application hosting): vercel.com/legal/privacy-policy
• Google (Sheets, Gmail, Drive): policies.google.com/privacy
• Anthropic (Claude AI): anthropic.com/privacy
• Hostinger (Hosting & Email): hostinger.com/privacy-policy

Nexarra AI is not responsible for the privacy practices of these third-party services. We encourage you to review their policies.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. When we make material changes, we will update the "Last Updated" date at the top of this page.

Continued use of our services after the effective date of any changes constitutes your acceptance of the updated policy. If you have concerns about any changes, please contact us before continuing to use our services.

Contact & Data Privacy Officer

For any privacy-related concerns, requests, or complaints, please contact:

You also have the right to file a complaint directly with the National Privacy Commission (NPC) of the Philippines at privacy.gov.ph if you believe your data privacy rights have been violated.