NovaHirePrivacy policy
Last updated: 4 October 2026
This policy explains what personal data NovaHire ("we", "us") collects, why, and what your rights are. We keep it short and collect as little as we can.
1. Who is responsible
NovaHire Studio is an AI & web automation studio based in the Netherlands and is the data controller for the data described here. For any privacy question or request, email [email protected].
2. What we collect and why
| Data | Purpose | Legal basis (GDPR art. 6) |
|---|---|---|
| Name, email, business name, website and your message (contact form or email) | To reply to you, make your free sample and send a quote | Steps at your request before a contract (6(1)(b)) |
| Project materials you share (texts, photos, footage, reviews, account access you grant) | To deliver the service you ordered | Performance of a contract (6(1)(b)) |
| Invoice and payment details (name, business, address if you provide it, amounts) | Invoicing and bookkeeping | Legal obligation (6(1)(c)) |
| Publicly listed business contact details (e.g. an info@ address on a company website) | A short, relevant business-to-business message about our services, with an easy opt-out | Legitimate interest (6(1)(f)) |
| Basic technical logs kept by our hosting provider (IP address, browser, time of request) | Security and keeping the site running | Legitimate interest (6(1)(f)) |
We don't sell your data, we don't use it for automated decision-making, and we don't add you to newsletters without asking.
3. Business-to-business messages
We may occasionally email businesses at a contact address they have published, with a specific, relevant offer. Each message says who we are and how to opt out. If you reply "no" or ask us to stop, we add your address to a do-not-contact list straight away and won't email you again. We keep only the minimum needed to respect that request.
4. Cookies and analytics
This website doesn't use tracking or advertising cookies, so there's no cookie banner. If we add privacy-friendly, cookieless visitor statistics in the future, we'll update this page.
5. Who we share data with
We use a small number of service providers ("processors") who handle data on our behalf, under their own data-processing terms:
- Email: Cloudflare (email forwarding for our domain) and Google (Gmail), for receiving and sending email.
- Contact form: a form-handling service (for example Formspree) that forwards form messages to our inbox.
- Website hosting: our static hosting / CDN provider (for example Cloudflare, Netlify or GitHub).
- Payments: our bank or payment provider, when you pay an invoice.
AI receptionist / voice agents: when we set up a voice agent for a client, it runs in the client's own voice-platform account. For callers' data the client is the controller and we only access it to configure and maintain the agent on the client's instructions. The agent tells callers they are speaking to an AI assistant.
Some of these providers may process data outside the European Economic Area, for example in the United States. Where that happens, transfers rely on safeguards recognised under the GDPR, such as the EU–US Data Privacy Framework or the European Commission's Standard Contractual Clauses.
6. How long we keep data
- Enquiries that don't lead to a project: up to 12 months after our last contact.
- Client project files: for the project, plus up to 12 months for support, unless you ask us to delete them earlier.
- Invoices and bookkeeping records: 7 years, as required by Dutch tax law.
- Do-not-contact list: for as long as needed to honour your opt-out.
7. Security
We use reputable providers, strong passwords and two-factor authentication. We ask for the least access needed to deliver a project, and you can remove our access at any time. Please never send passwords by email. We'll suggest a safer way, such as adding us as a user or manager.
8. Your rights
Under the GDPR you have the right to access, correct or delete your personal data, to restrict or object to its processing (including any direct marketing, at any time), and to data portability. To use any of these rights, email [email protected]. We'll reply within one month.
You also have the right to complain to a data protection authority. In the Netherlands, that's the Autoriteit Persoonsgegevens. You can also contact the authority in your own country.
9. Changes
If we change this policy, we'll update the date at the top of this page.