Privacy Policy

This policy explains how Nextra, LLC handles personal information in connection with Nextra 360. It applies to three groups of people:

• Workspace users: reps, managers and admins at a customer, and the dealer buyers and brand partners they invite.
• People recorded in a workspace: mainly business contacts at dealers and brands whose details a customer’s staff enter.
• Visitors who open a public proposal link or this website.

For data inside a customer’s workspace we act on the customer’s instructions as a service provider (a “processor” in European terms). The customer decides what goes in and who sees it. For user account details and for the operation of the Service itself we act on our own behalf (a “controller”).

Account information. Your name, email address, initials, role, and territory, plus a one-way hash of your password. We never store the password itself. Invitations record who invited whom and when the invitation was accepted or revoked.

Pilot inquiries. If you request a pilot through this website, we save your name, work email, company, business role and any optional note so our team can respond. These requests are visible only to our authorized operators. When email notifications are configured, the details also go to our monitored business inbox through Resend. We do not add you to a marketing mailing list.

Workspace data. What the customer’s staff enter or upload: dealer accounts (store names, locations, sales figures, floor share), business contacts (name, title, email, phone), visit notes and meeting memory, product catalogs, price books and inventory from brands, proposals, orders, shipment notices, dealer sales figures by period (from POS or sell-through feeds), deals, and uploaded data files and product images. When a customer connects a feed URL, the Service fetches that URL on the customer’s schedule and stores each file it receives as part of the batch’s audit trail.

Activity records. The Service keeps an event log of actions taken in a workspace, such as a deal being created, a proposal being shared or opened, a file being approved for import, an invitation being accepted, an API key being minted or revoked, or an invoice being issued. Each entry records the workspace, the kind of action, the record it concerns, the acting user and the time. Managers see this as team activity and metrics; it also serves as an audit trail.

Technical data. Standard web-server logs (request path, status, timing, and the connecting address as seen by our hosting provider) and, when error tracking is enabled, error reports with a stack trace and the request that failed. Error reports are configured not to include personal identifiers or request bodies, and only a sample of ordinary requests is traced for performance.

Billing. A billing email for the workspace, the plan, and invoices computed from active seat, dealer-location and brand-feed counts. We do not collect payment card details in the Service.

The Service sets one cookie: a signed session token that keeps you signed in. It is marked HTTP-only so scripts cannot read it, is sent only over encrypted connections in production, and expires after seven days or when you sign out. Resetting your password or being deactivated invalidates every existing session for that account.

There are no advertising cookies, no third-party analytics scripts and no tracking pixels. Public proposal pages set no cookie at all.

• to run the Service: sign you in, show your workspace, generate proposals and kits, import data;
• to send transactional email: invitations, password resets, and workspace notices;
• to protect the Service: rate-limit sign-in and password-reset attempts and API calls, detect abuse;
• to support you and to investigate errors;
• to bill the customer and keep records the law requires.

We do not sell personal information, do not share it for cross-context advertising, and do not use workspace data to train machine-learning models.

When a workspace operator enables AI generation, the Service sends the facts needed for a draft to Anthropic’s API: product facts and inventory positions for the products involved, and the dealer profile and recent history for the dealer involved. This can include the names of dealer contacts that appear in visit notes. Under Anthropic’s commercial terms, inputs and outputs sent through its API are not used to train Anthropic’s models. When AI generation is not enabled, drafts are built by a template on our own servers and nothing leaves the Service.

Every draft states which method produced it and lists the records it was built from.

A rep can share a proposal through a link that needs no sign-in. The page shows the proposal with retail pricing only. When the page is opened the Service increments the link’s view count, records the time, and writes an activity entry for the rep. It does not set a cookie and does not record who opened it beyond the ordinary server log. Links expire and can be revoked by the workspace.

We use a small number of providers to run the Service. Each processes data only on our behalf:

Beyond these, we disclose information only to the customer that owns the workspace, to comply with the law or a binding request from a public authority (we will tell the customer unless legally prevented), to protect the Service or people from harm, or to a successor in a merger or sale of the business, who would be bound by this policy.

Within a workspace, information is visible according to role: staff see the workspace, dealer users see only the buyer-safe view of their own account, brand users see only their own brand.

Workspace data and account information are kept for as long as the workspace exists. Activity records are kept for the life of the workspace as its audit trail. Invitation and password-reset tokens are stored only as hashes and stop working when they expire or are used. Server logs and error reports are kept for up to 90 days.

Pilot inquiries stay available to our operators for follow-up. You can contact us to request access, correction or deletion of an inquiry.

When a workspace is closed, we delete it and everything in it from production systems within 30 days of the customer’s written request or of the end of the export window in the Terms; replicated backups age out on a rolling basis within a further 30 days. We keep invoices and billing records for as long as tax and accounting law requires.

• passwords stored only as bcrypt hashes; sessions carried in signed, HTTP-only, secure cookies;
• a password reset or deactivation invalidates every existing session for that account;
• every database query is scoped to the caller’s workspace and role;
• API keys stored only as hashes, scoped to one workspace or brand, rate limited per key, revocable;
• sign-in, password-reset and public pilot inquiries rate limited; reset responses never reveal whether an email exists;
• uploads size-capped and held in staging until a person approves them;
• encrypted connections in production; secrets injected at runtime, never stored in the code or image.

No system is perfectly secure. If we learn of a breach affecting your information we will notify the affected customer without undue delay and tell them what we know and what we are doing.

Workspace users can see and correct their own account details in the application and can ask a workspace admin to deactivate them. Depending on where you live you may also have the right to access, correct, delete or export personal information about you, to object to or restrict certain processing, and to complain to a supervisory authority. Contact mkays@nextra360.com to exercise these rights; we will respond within 30 days and will not treat you differently for asking.

If your details were entered into a workspace by a customer, for example as a buyer at a dealer, that customer controls the record. Send your request to them, or to us and we will pass it on and help them respond.

For residents of California: we do not sell or share personal information as those terms are defined in the CCPA, and we act as a service provider for workspace data. For residents of the European Economic Area, the United Kingdom and Switzerland: our legal bases are performance of the contract with the customer, our legitimate interests in running and securing the Service, and compliance with law; where data leaves your region we rely on standard contractual clauses with our providers.

The Service is for businesses and is not directed to anyone under 18. We do not knowingly collect information from children, and we will delete any we discover.

We may update this policy. The effective date at the top changes when we do, and for material changes we notify workspace admins by email at least 14 days in advance.

Questions, requests and complaints: mkays@nextra360.com. By post: 1740 Silverleaf Ct., Prosper, TX 75078.