Privacy Policy

1. Who We Are

Novoville Limited is a company registered in England and Wales (company number 10313940), with its registered office at 1 Kings Avenue, London, N21 3NA, including its wholly-owned subsidiary Novoville Limited Greek Branch (Antinórou 29, 11634 Athens and Xenophóntos 17, 38333 Volos). Novoville is a leading software provider helping public organisations accelerate their digital transformation (hereinafter: "Novoville", "the Company", "we").

We are committed to protecting and respecting your privacy and to ensuring compliance in the way we collect, process and use information, including personal data.

This Privacy Policy aims to inform you about how Novoville collects and processes your personal data through your use of our website and services. It is important that you read this Privacy Policy together with any other privacy policy we may provide in specific circumstances.

Please read this Privacy Policy carefully. If you do not accept its terms, you must immediately stop using our website.

2. Your Rights

As a data subject, you have the following rights under the General Data Protection Regulation (GDPR — EU Regulation 2016/679) and applicable national legislation:

• The right to be informed about the collection and use of your personal data.
• The right of access to the personal data we hold about you.
• The right to rectification if the data we hold is inaccurate or incomplete.
• The right to erasure ("right to be forgotten") — to request that we delete your data.
• The right to restrict the processing of your personal data.
• The right to data portability (to receive a copy for use with another service).
• The right to object to the use of your data for specific purposes.
• Rights in relation to automated decision-making and profiling.

If you have a complaint about the use of your data, please contact us at privacy@novoville.com. You also have the right to lodge a complaint with the Hellenic Data Protection Authority (HDPA): www.dpa.gr.

3. Novoville as Data Processor

Novoville is a supplier to many local authorities and municipalities, providing software and services that enable them to serve citizens. When Novoville provides software to local authorities, those authorities are the Data Controllers who decide what data is collected and for what purposes. Novoville acts as the Data Processor, operating under the instructions of the local authority.

If you have questions about data collected by a local authority through Novoville services, please contact that authority directly.

4. Novoville as Data Controller

Novoville acts as Data Controller when it collects and processes personal data for its own purposes, such as improving its products and services. For any data-related matter, please contact us at: privacy@novoville.com.

5. Types of Personal Data We Collect

Novoville only collects the data necessary to provide its services. We collect information that you voluntarily submit when registering or using the application.

Novoville Applications

When registering for the Novoville application you are asked for your name and email address / password. Certain features also collect mobile phone numbers and location information.

Dashboard Users

Users of the management dashboard provide their full name, job title and email address. They are responsible for keeping their passwords secure.

Correspondence and Comments

We may collect comments, queries and feedback you send us via email, telephone, contact forms or social media.

Technical Usage Information

From our website we may collect IP addresses and details of actions taken on the site. We use this information solely to provide you with the best possible experience.

Sensitive Data

Novoville does not collect or process sensitive personal data (racial or ethnic origin, political opinions, religious beliefs, health data, etc.) when acting as Data Processor.

6. When We Collect Personal Data

• When you use our services/products through the Novoville application.
• When you interact with our products directly or through third-party platforms.
• When you contact us in person, by post, email, telephone or contact forms.
• When we collect information from legitimate third-party sources, where you have given your consent.
• When there is a legitimate interest, provided this does not override your right to privacy.

7. Why We Collect Personal Data

We collect and use personal data primarily to provide Novoville application services, for direct sales, direct marketing and customer support. Specifically, we may use your information to:

• Provide access to and services of the Novoville application.
• Send information about products and services you have purchased.
• Fulfil contractual obligations (order confirmation, licences, invoices).
• Notify you of any service interruptions.
• Respond to your requests and enquiries.
• Conduct surveys to improve our products and services.
• Direct sales activities where there is a legitimate and mutual interest.

8. Your Rights Over Personal Data

You have the following rights regarding your personal data:

• To request a copy of the data we hold about you.
• To request correction of inaccurate or out-of-date data.
• To request deletion of your data where there is no lawful reason to continue processing.
• To withdraw your consent to data processing at any time.
• To receive your data in a portable format for use with another service.
• To request restriction of processing in certain circumstances.
• To object to processing for direct marketing purposes.

To delete your account, send an email from your account address to privacy@novoville.com with the subject line "Forget Me". Your account will be deactivated within 72 hours and permanently deleted within 2 weeks.

You will not be charged for exercising your rights. We aim to respond to every valid request within one month.

9. Sharing Personal Information with Third Parties

We may share your personal data in the following circumstances:

• Service providers under contract who help us operate our business (e.g. marketing, technology services) — they use data solely for the services they provide on our behalf.
• Associated companies (parent, subsidiaries, joint ventures) subject to compliance with this policy.
• A company involved in an acquisition or merger, which will be bound by the same terms.
• Law enforcement authorities, where required by court order or legal obligation, or to protect our rights.
• Other third parties with your consent.

We do not sell, rent or trade your personal data. Any data used for research is fully anonymised.

10. Third-Party Applications

If you choose to register or sign in via Facebook or Google, you authorise the respective service to provide us with basic profile details (name, email, age range, identifier). Novoville also uses the Google Maps API and Mapbox API to display maps and location data.

11. Use of Cookies

Our website uses cookies for traffic analysis via Google Analytics. Data is anonymised and not shared with third parties. You can configure your browser to reject all or some cookies. In that case, certain parts of the website may not function correctly.

12. Service Providers and Subcontractors

We may transfer your information to partners, agents and subcontractors to provide services on our behalf. We require them to comply with applicable data protection legislation and enter into data processing agreements with them.

13. International Transfers

We do not currently transfer your personal data outside the European Economic Area (EEA). Should such a transfer be required in the future, we will ensure an adequate level of protection through approved mechanisms (standard contractual clauses or equivalent safeguards).

14. Data Security

We have implemented appropriate technical and organisational security measures to protect your personal data against accidental loss, unauthorised access, alteration or disclosure. Access to your data is permitted only to those with a professional need to know.

We have procedures in place to address any data breach and will notify you promptly whenever required to do so by law.

15. Data Retention

We retain your personal data only for as long as is reasonably necessary for the purposes for which it was collected, including to fulfil any legal, regulatory or accounting obligations.

Under tax legislation, we retain basic customer information for six years after the end of our relationship with them. You may request earlier deletion of your data by contacting us.

16. Changes to This Policy

Novoville reserves the right to amend this Privacy Policy at any time. The current version will always be available on our website. We encourage you to check this policy periodically.

If we make changes that materially affect our privacy practices, we will notify you by email or by posting a notice on our website.

17. Right to Complain

You have the right to lodge a complaint at any time with the Hellenic Data Protection Authority (HDPA) (www.dpa.gr). However, we would welcome the opportunity to address your concerns before you approach the Authority.