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Privacy policy

Nordikode AS (“Nordikode”, “we”) builds and runs nordikode.com, Nordikode Sign and the account and company pages where you manage your Nordikode account and your company. This policy explains which personal data we process, why, how long we keep it and which rights you have. It applies to everyone who visits our website or uses our products.

Two roles

Nordikode is the data controller for the personal data we process for our own purposes: your Nordikode account, the companies that subscribe, visits to this website, enquiries and support, and anonymous usage statistics from the products.

The company you work for, or the company you are a customer or subcontractor of, is the controller for everything it enters into the products: its cases, customers, employees, offers and messages. Nordikode is then the processor and only handles that data on the company’s instructions, under a data processing agreement. Requests about that data go to the company; we help the company answer them.

What we process as controller, and why

  • Account: name, e-mail addresses, phone number, password (stored hashed), language and the companies you belong to — to give you access and keep the account secure. Basis: the agreement with you.

  • Company: company name, organisation number, address, logo and settings, plus who holds which role — to run the company’s subscription. Basis: the agreement with the company.

  • Subscription and payment: plan, invoices and payment status. Card details are held by our payment provider, never by Nordikode. Basis: the agreement and our accounting obligations.

  • Visits to this website: pages visited, the page you came from and the time spent, without cookies — the visitor is recorded as an irreversible hash of IP address and browser under a secret key, and the IP address itself is never stored. Basis: our legitimate interest in understanding how the website is used.

  • Enquiries: what you send through the contact form (such as name, e-mail, company and message) — to answer you and follow up the enquiry in our customer system. Basis: our legitimate interest in answering those who contact us.

  • Support and feedback: conversations you start with us in the help centre, and feedback you send from the products, including a screenshot of the page you were on if you choose to include it — to help you and improve the products. Basis: our legitimate interest in giving support and fixing errors.

  • Usage statistics in the products: which pages and features are used, under a pseudonymous user id, without cookies. Addresses are recorded as patterns, never what you type, and the screen is never recorded. Basis: our legitimate interest in improving the products.

  • Security: IP addresses and technical details about requests, to detect abuse, limit traffic and block attackers. Basis: our legitimate interest in protecting the services.

Processing on behalf of companies

When a company uses Nordikode Sign, it stores data about its own customers, employees and subcontractors: cases and offers, descriptions and summaries from customer conversations, photos, video and documents, messages and the event log. Voice conversations are processed as they happen and are never stored as audio recordings. Parts of this content are processed by our AI providers to write summaries, suggest offers and understand pictures; the providers do not use the content to train their models.

Nordikode processes this data only on the company’s instructions and only as long as the company keeps it. Deleting a case deletes everything on it; deleting a company deletes its data. If you want access to, correction or deletion of data a company holds about you, contact the company.

Who we share data with

We use providers to run the services. They process personal data only on our behalf and under a data processing agreement:

  • Hosting and databases, and storage of uploaded files — in the EEA (the Netherlands).

  • E-mail delivery and SMS delivery — for the messages the services send.

  • AI providers — for summaries, suggestions and image understanding. Content is not used for training.

  • Payment processing — card details are held only there.

  • Usage statistics — in the EEA (Germany).

  • Our customer system (in the EEA), support tools and issue tracker — for enquiries, support and feedback. Feedback transferred to the issue tracker is sent without your name, e-mail or screenshot.

We do not sell personal data and we do not share it with advertisers.

Transfers outside the EEA

Our main hosting is in the EEA. Some providers, such as e-mail delivery and AI, process data in the United States. Such transfers are based on the European Commission’s standard contractual clauses or an adequacy decision, and on data processing agreements with each provider.

How long we keep data

  • Your account: until you delete it. You can delete your account yourself in the account settings; the companies’ own cases are kept by the companies.

  • Company data: as long as the company has a subscription with us, and for the period the accounting rules in the company’s country require for invoices.

  • Website statistics: around 13 months.

  • Enquiries through the contact form: as long as we need them to follow up the enquiry. Support conversations and feedback: up to 24 months after the last message.

  • Copies of sent notifications (e-mail and SMS): 30 days, for troubleshooting delivery.

  • AI drafts from the website analysis when a company is set up: 7 days if the setup is abandoned, 30 days after completion.

  • Usage statistics in the products: pseudonymous, and only as long as they are needed to improve the products. The AI usage log (how much each feature is used, never the content): 24 months.

  • Security and operational logs: only as long as they are needed to detect and investigate abuse.

Your rights

You have the right to access the personal data we hold about you, to have it corrected or deleted, to restrict or object to the processing, and to receive the data you have given us in a machine-readable format. Where processing is based on our legitimate interest, you can object at any time.

You can see and change your account details, and delete your account, in the account settings. For everything else, contact us using the contact details at the bottom of this page. We answer within a month.

If you believe we are processing your personal data unlawfully, you can complain to the data protection authority in your country.

Cookies

This website sets two cookies of its own. The first, nordikode_market, remembers the country and language edition you chose; it is needed for the website to work, lasts one year and contains no personal data. The second, nk_acq, is set when you arrive through a campaign link or from another website: it remembers where you came from (the campaign’s source, medium and name, the domain of the website that referred you, and whether you followed a beta link), so that we know how a company found us when it registers. It lasts one year and contains no personal data. The website does not use analytics or advertising cookies; visits are counted without cookies as described above. When you are signed in, the platform sets a session cookie so you stay signed in across Nordikode’s apps.

Security

All traffic is encrypted. Access to data is limited by role and company, passwords are stored hashed, and the links sent to customers and subcontractors are long, random and time-limited, and the company can revoke them at any time. Our staff only access a company’s data when needed to give support, and such access is logged.

Changes

We update this policy when the services or the law change. The current version always lives on this page. Last updated 5 November 2026.