Legal
Privacy Policy
Version 2026-10-07 · Effective 2026-10-07
NudhumOS holds organisational and personal data on behalf of the organisations that subscribe to it. This Policy explains what we hold, why, who may see it, and how it is protected.
1. Scope of this Policy
This Privacy Policy explains how NudhumOS handles data on the NudhumOS platform, for both the organisations that subscribe (the "Customer") and the individuals who use it.
For organisational data entered by a Customer, the Customer is the controller of that data and NudhumOS acts as processor on the Customer's instructions.
2. Data we hold
Account data: name, work email, company code, workspace and role, and sign-in security records such as one-time code delivery and session activity.
Organisational data: job descriptions, structures, competency frameworks, job evaluations, performance records, processes, employee file entries and related documents entered by the Customer.
Technical data: limited log and diagnostic information needed to operate, secure and troubleshoot the service.
3. How we use data
To provide the modules the Customer subscribes to; to authenticate access and protect accounts; to send operational notifications such as invitations, approvals and support replies; and to support, maintain and improve the Platform.
NudhumOS does not sell personal data and does not use Customer organisational data for advertising. NudhumOS may use aggregated, anonymised usage statistics that identify neither the Customer nor its employees to improve the service and in its marketing.
Salary data is used for sector salary studies only if the Customer expressly consents. With consent it is included only in aggregated, anonymised studies that identify neither the Customer nor its employees, and no figure is published unless it is aggregated from at least 5 companies. Consent is optional, is not a condition of any quote, and may be withdrawn at any time for future use.
4. Platform team access to a Customer workspace (support and impersonation)
Authorised NudhumOS platform personnel may access a Customer's workspace — including by signing in on behalf of a Customer account ("impersonation") — for the following purposes only: resolving a reported issue or fault; verifying correct configuration and data integrity; monitoring fair use and subscription compliance; and improving Platform quality, reliability and security.
Such access is restricted to named platform roles, is limited to what the purpose requires, and is never used to disclose a Customer's data to another Customer.
Every such access, and every action taken during it, is recorded in the Platform's append-only audit trail with the operator's identity, the workspace concerned, the time and the action performed. The Customer's administrators can review these entries, and the record cannot be edited or deleted.
Where local law requires the Customer's prior consent or notification for such access, the Customer's acceptance of these policies constitutes that consent, and the audit trail constitutes the record of it.
5. Audit trail
The Platform maintains an append-only audit trail of governance-relevant events: record changes, approvals, publications, support access and policy consent.
Audit entries are retained for the life of the subscription as a governance record and are visible according to role: an employee sees their own record, a manager their reporting line, and an administrator the organisation.
When a user accepts these policies, or a client accepts a quote, NudhumOS records the version accepted, the time, the network (IP) address and the browser identifier as evidence of that acceptance. These evidence records cannot be edited and are kept for the life of the contract and any period required by law.
6. Service providers
NudhumOS uses a small number of processors to run the service, including cloud hosting and database services, transactional email delivery, bot-protection for public forms, and AI processing providers that generate AI-assisted drafts and summaries.
AI processing: AI models and tools process data through third-party service providers under their own terms and data-retention policies. Some of these providers may retain data according to their policies. AI processing, like the other processors listed above, may take place outside the Customer's country. A Customer may ask NudhumOS at info@nudhumos.com for zero-retention processing only; once enabled for the Customer, all of its AI requests are sent only to models that do not retain data.
For billing and fair-use limits, NudhumOS records AI usage metadata for each AI request — the company, the user, the feature, the model, token counts, the cost and the time. The content of prompts and answers is never stored in this record. AI usage metadata is kept for 13 months and then deleted.
Each is bound to process data only as instructed and to protect it appropriately.
7. Security
Access is invitation-only and protected by password plus a one-time code sent by email. Company data is isolated per organisation by row-level access rules, sessions lock after a period of inactivity, and public forms are protected against automated abuse.
8. Retention and deletion
Data is retained while the subscription is active. After the subscription ends, data is kept for 90 days, during which the workspace is read-only so the Customer can export it; the data is then permanently deleted after notice to the Customer, except where the law requires longer retention.
Backup copies are purged within 30 days of deletion. A company workspace archived by NudhumOS keeps all of its data, with no access, until it is restored or deleted.
9. Your rights
Individuals may request access to, correction of, or deletion of their personal data. Because the Customer controls its organisational data, such requests are directed first to the Customer's administrator; NudhumOS assists the Customer in responding.
10. Changes and contact
This Policy may be updated; each published version carries a version number and effective date, and material changes are communicated to Customer administrators.