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, purchase credits or interact with our services.
2. Personal data we process
We may process business contact details such as name, business email address, company name, role, message content and communication history.
When you use a workflow, we may process the information you submit, such as supplier emails, contract text, business context, uploaded documents, workflow selections, report content, draft replies and related notes.
We may also process operational data such as workflow type, input type, credit usage, payment status, report delivery status, timestamps, technical logs, error logs, form submissions and support records.
We ask users not to submit unnecessary personal, sensitive, confidential or special-category personal data unless it is strictly relevant to the requested business workflow and the user is authorised to submit it.
3. Why we process personal data
We process personal data to deliver NovaKern workflows, generate business risk and decision indications, send reports or draft replies, manage credits and payments, provide support, respond to enquiries, improve service reliability and protect the platform against misuse.
We may also process personal data to maintain business administration, comply with tax, accounting or legal obligations, enforce our terms, resolve disputes and keep records of workflow activity.
4. Legal bases for processing
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, service improvement, fraud prevention and platform security may rely on legitimate interests. Payment, tax and accounting records may be processed because of legal obligations.
Where processing is based on consent, you may withdraw that consent at any time. This does not affect processing that already took place before withdrawal.
5. AI-enabled workflow processing
NovaKern uses controlled AI-enabled workflows to produce structured business risk and decision indications. The workflow output may include risk level, urgency, recommended action, management notes, draft replies, negotiation points or contract follow-up signals.
Submitted content may be processed by technology providers that support workflow automation, AI analysis, email delivery, hosting, payment processing, logging, security or operational infrastructure.
NovaKern does not provide legal advice. Workflow outputs are business risk and decision indications and should be reviewed by the user before acting on them.
6. Automated decision-making
NovaKern workflows may generate structured output automatically, but the output is intended as decision support for business users.
The final business, legal, commercial or operational decision remains the responsibility of the user or the user’s organisation. NovaKern output should not be treated as a final binding decision without human review.
7. Sharing with service providers
We may share personal data with service providers that help us operate NovaKern, including hosting providers, automation tools, email providers, payment processors, analytics or logging tools, security tools and AI infrastructure providers.
These providers may process personal data only for the purposes needed to deliver, secure or support the service, subject to appropriate contractual and organisational safeguards.
We may also disclose information if required by law, regulation, court order, competent authority or to protect our rights, users, platform or business operations.
8. International processing
Some service providers may process personal 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.
Because NovaKern may rely on cloud, automation and AI infrastructure providers, international processing can depend on the selected provider, region and technical configuration.
9. Retention
We keep personal data only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required by law.
Workflow submissions, reports, draft replies, operational logs and communication records may be retained for service delivery, support, dispute handling, security, auditability and business administration.
Payment, tax and accounting records may be retained for the legally required period. If you ask us to delete data, we will assess the request in light of our legal, operational and security obligations.
10. Security
We apply organisational and technical measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
Access to operational data is intended to be limited to what is necessary for service delivery, support, security, administration and workflow operation.
No online service can guarantee absolute security. Users should avoid submitting information that is not relevant to the requested workflow.
12. 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. We may need to verify your identity or authority before responding to a request.
You also have the right to lodge a complaint with the Dutch Data Protection Authority or another competent supervisory authority.
13. Data submitted about third parties
If you submit supplier emails, contracts, documents or other business materials that contain personal data about third parties, you are responsible for ensuring that you are authorised to submit that information for the requested business workflow.
You should remove or redact information that is not needed for the workflow before submitting it.
14. Children
NovaKern is intended for business use and is not directed at children. We do not knowingly offer NovaKern services to children.
15. Changes to this Privacy Policy
We may update this Privacy Policy when our services, workflows, providers, technical setup or legal obligations change. The latest version will be published on this page.
For privacy questions, requests or objections, contact us at info@usenovakern.com.