Privacy Policy
Last updated: January 2025
NOVA™ ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our defence training intelligence platform ("Service").
1. Information We Collect
1.1 Information You Provide
We collect information you provide directly to us, including:
- Account Information: Name, email address, organisation, job title, and password when you create an account
- Profile Information: Professional details, role, and preferences you add to your profile
- Content: Documents, data, and other content you upload for processing
- Communications: Information you provide when you contact us for support
1.2 Information Collected Automatically
When you use the Service, we automatically collect:
- Usage Data: Features used, actions taken, time spent, and interaction patterns
- Device Information: Browser type, operating system, device identifiers
- Log Data: IP address, access times, pages viewed, and referring URLs
- Cookies: See our Cookie Policy for details
1.3 Information from AI Processing
When you use our AI features, we process:
- Input prompts and queries you submit
- Documents and data you upload for analysis
- Generated outputs and your interactions with them
2. How We Use Your Information
We use the information we collect to:
| Purpose | Legal Basis |
|---|---|
| Provide and maintain the Service | Contract performance |
| Process your AI requests and generate outputs | Contract performance |
| Authenticate users and maintain security | Legitimate interests |
| Send service notifications and updates | Contract performance |
| Improve and develop the Service | Legitimate interests |
| Respond to support requests | Contract performance |
| Comply with legal obligations | Legal obligation |
3. AI Training and Your Data
We do not use your data to train our AI models. Your uploaded documents, prompts, and generated outputs are processed solely to provide the Service to you. Specifically:
- Your data is not used to train, improve, or fine-tune any AI models
- Your content remains confidential and is not shared with other users
- AI processing is performed in isolated sessions
- Generated outputs are stored only in your account
4. Data Sharing and Disclosure
We do not sell your personal information. We may share your information in the following circumstances:
- Service Providers: With third-party vendors who assist in operating the Service (hosting, analytics, support), under strict data protection agreements
- Legal Requirements: When required by law, regulation, or legal process
- Safety: To protect the rights, property, or safety of NOVA, our users, or others
- Business Transfers: In connection with a merger, acquisition, or sale of assets
- With Your Consent: When you have given us permission to share
5. Data Retention
We retain your information for as long as your account is active or as needed to provide the Service. Specifically:
- Account Data: Retained until account deletion
- Generated Content: Retained until you delete it or close your account
- Usage Logs: Retained for 12 months for security and analytics
- Support Communications: Retained for 3 years
After account deletion, we may retain certain information as required by law or for legitimate business purposes.
6. Data Security
We implement appropriate technical and organisational measures to protect your data, including:
- Encryption in transit (TLS 1.3) and at rest (AES-256)
- Access controls and authentication requirements
- Regular security assessments and monitoring
- Employee training on data protection
- Incident response procedures
7. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of your personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data
- Portability: Request a copy of your data in a portable format
- Restriction: Request limitation of processing
- Objection: Object to processing based on legitimate interests
- Withdraw Consent: Withdraw consent where processing is based on consent
To exercise these rights, contact us at privacy@nova-training.com.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your own. When we transfer data internationally, we ensure appropriate safeguards are in place, including:
- Standard Contractual Clauses approved by the European Commission
- Data processing agreements with all third-party processors
- Assessment of data protection laws in recipient countries
9. Children's Privacy
The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
10. 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 new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.
11. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
Data Protection Officer
Email: privacy@nova-training.com
Address: NOVA Training Intelligence Ltd, United Kingdom
You also have the right to lodge a complaint with your local data protection authority. In the UK, this is the Information Commissioner's Office (ICO) at ico.org.uk.