Legal
Privacy Policy
Effective: October 20, 2026
Who we are
NextDoer provides AI-assisted operations software to businesses. This policy explains how we handle personal information.
- For people who use NextDoer on behalf of a business (the Business App, login emails, billing contacts), NextDoer decides how that information is used and is responsible for it.
- For the customers of the businesses we serve (for example a renter writing to a landlord, or a caller to a clinic), the business is responsible for that information. NextDoer handles it only on the business's instructions, under a written agreement (our standard Data Processing Agreement is published here). If you are such a customer, please contact the business first; we will help them answer you.
What we collect
- Business users: name, email address, the business you work for, your access rights, devices registered for notifications, and a record of the actions you take in the app.
- Website visitors: the name, email address, company and message you send through the contact or process-review form on our website (emailed to us, not stored in a database), and basic web-server logs (IP address, browser, pages visited, time).
- On behalf of businesses: the messages their customers send and the replies, details given in those conversations (such as name, phone number, email, move-in date, appointment details), call audio and its transcription on the phone channel, and payment notifications matched to a customer.
Why we use it
- To provide the service: read and answer messages, schedule, match payments, publish listings and notify the business.
- To sign you in (a one-time code sent to your email) and keep your account secure.
- To bill the business for usage.
- To find and fix problems in the service.
We do not sell personal information and do not use it for advertising.
Automated processing
The service uses AI models from third-party providers to understand messages and draft replies. Before text is sent to a language model, contact details such as phone numbers, email addresses and identity numbers are replaced with placeholders, and access credentials are removed. Some data is not masked: images, text converted to speech, and call audio sent for transcription.
Sealed Mode (for sensitive data)
Some businesses hold especially sensitive information, such as a clinic's patient records. For them we offer Sealed Mode, chosen per business and per system. In Sealed Mode the reading of that system and the removal of personal identity happen on the business's own computer, inside the NextDoer Connector; our servers can only request a short, fixed list of named operations and receive their de-identified results. We have no remote access to that system unless the business opens a time-limited window itself, and the business can see every operation and switch any of them off.
Sealed Mode trades flexibility for protection:
- Stronger protection: identifying data stays on the business's computer; only de-identified results (and, where a person must be recognised, a first name with masked numbers) reach our servers, where they are checked again.
- A heavier installation: the Connector downloads additional software packages, and the business's computer does more of the work, so it uses more memory and processing power.
- Slower to change: any new task must first be defined as a new named operation, delivered to the Connector and shown to the business before it can run; we cannot simply adjust it from our side.
Whether Sealed Mode is on is agreed with each business according to how sensitive its data is.
Where it is stored and who receives it
Our servers and backups are in Canada (Amazon Web Services, Canada (Central) region). Some service providers process information outside Canada, mainly in the United States, where it may be accessible to authorities under local law. They include providers of AI models, speech services, phone, notifications, email, maps and hosting. The current list is published on our Privacy compliance page.
How long we keep it
Business-user accounts are kept while the business uses NextDoer. Customer conversation records are kept for the business while it uses NextDoer, and returned or deleted at the end of the contract according to the business's instructions. Encrypted backups, monthly copies included, are kept for up to one year. Where a business has set a retention period, an automatic daily job erases its records once that period has passed.
How we protect it
Encrypted connections, data encrypted at rest on our servers, encrypted backups, sign-in with one-time codes, access limited to what each person needs, records of actions taken, and Sealed Mode for businesses with sensitive data.
Cookies
Our website uses one session cookie it needs to work. We do not use advertising cookies, analytics tools or tracking pixels.
Your rights
You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent (subject to legal or contractual limits). We answer within 30 days. If your information is held for a business we serve, we will pass your request to that business and help it answer.
Contact and complaints
Privacy Officer: info@nextdoer.com. If you are not satisfied with our answer, you may complain to the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.
Changes
We will post changes here with a new effective date.