1. Who we are

NovaKern is a business decision workflow platform provided by FP-Operations. NovaKern helps companies use controlled workflows for business emails, supplier contracts, documents and related decision signals.

This Privacy Policy explains how we process personal data when you visit our website, contact us, use Decision Inbox, use ContractDecision, request a Premium Review or interact with our services.

2. Personal data we process

We may process contact details such as your name, business email address, company name, role or message content.

When you use a workflow, we may process the information you submit, such as supplier emails, contract text, business context, uploaded documents, workflow selections and related notes.

We may also process operational data such as workflow type, credit usage, payment status, report delivery status, timestamps, technical logs and communication history.

We ask users not to submit unnecessary personal, sensitive or confidential information unless it is strictly relevant to the business workflow.

3. Why we process data

We process data to deliver NovaKern workflows, generate business risk and decision indications, send reports or draft replies, manage credits and payments, provide support, improve service reliability and protect the platform against misuse.

We may also process data to comply with legal, tax, accounting and security obligations.

4. Legal bases

Depending on the situation, we process personal data based on performance of a contract, legitimate business interests, legal obligations or consent where required.

For example, processing submitted workflow data is usually necessary to provide the requested service. Communication and platform security may rely on legitimate interests. Payment and accounting records may be processed because of legal obligations.

5. AI and workflow processing

NovaKern uses controlled AI-enabled workflows to produce structured business risk and decision indications.

Submitted content may be processed by technology providers that support workflow automation, AI analysis, email delivery, hosting, payment processing, logging or operational infrastructure.

NovaKern does not provide legal advice. The output remains a business risk and decision indication and should be reviewed by the user before acting on it.

6. Sharing with service providers

We may share data with service providers that help us operate NovaKern, including hosting providers, automation tools, email providers, payment processors, analytics or logging tools and AI infrastructure providers.

These providers may only process data for the purposes needed to deliver the service, subject to appropriate contractual and security measures.

We may also disclose information if required by law, regulation, court order or competent authority.

7. International processing

Some service providers may process data outside the European Economic Area. Where this happens, we aim to use appropriate safeguards such as contractual protections or other legally recognised transfer mechanisms.

8. Retention

We keep personal data only as long as reasonably necessary for the purposes described in this Privacy Policy.

Workflow submissions, reports, operational logs and communication records may be retained for service delivery, support, dispute handling, security and business administration.

Payment, tax and accounting records may be retained for the legally required period.

9. Security

We apply organisational and technical measures designed to protect data against unauthorised access, loss, misuse, alteration or disclosure.

No online service can guarantee absolute security. Users should avoid submitting information that is not relevant to the requested workflow.

10. Your privacy rights

Depending on your situation and applicable law, you may have the right to access, correct, delete, restrict or object to the processing of your personal data.

You may also have the right to data portability and the right to withdraw consent where processing is based on consent.

You can contact us to exercise your rights. You also have the right to lodge a complaint with the Dutch Data Protection Authority or another competent supervisory authority.

11. Changes to this Privacy Policy

We may update this Privacy Policy when our services, workflows, providers or legal obligations change. The latest version will be published on this page.