AI For Excel Privacy Policy

Last Updated: 04/22/2025

At NextBP, we place great importance on protecting your privacy. This Privacy Policy describes how we collect, use, and share information when you use our Excel add-in, AI For Excel (the “Software”).

1. Information We Collect

We may collect the following types of information:

• Account and Subscription Information: When you create an account or subscribe to the Software, we collect your name, email address, and information necessary for payment processing, which is managed by our third-party payment provider, Stripe, Inc. We do not store your full credit card information. For trial users, we collect basic account information (name and email) but no payment information is required during the 7-day trial period.

• Usage and AI Interaction Data: We collect information about how you use the Software, including:

  • Features used and frequency of use
  • AI requests, chat interactions, and other AI-powered features
  • Processing metadata (e.g., number of documents/pages processed)
  • Time and duration of AI interactions

  This data is used to manage usage quotas, ensure billing, improve the Software, monitor performance, and enforce our refund policy. Important: Any use of AI features is tracked and will affect your eligibility for refunds as specified in our Terms and Conditions.

• Documents and AI Processing Data: To provide AI-powered features and other key functionalities:

  • You may need to select areas of documents (“snipping”) locally on your computer
  • Images, text, or data extracted via snipping, or complete documents you submit for analysis, are securely transmitted to our servers and third-party AI service providers for processing
  • Our servers are hosted by Hetzner Online GmbH in Germany
  • AI Processing: Data may be sent to third-party AI service providers for processing AI-powered features. These providers have their own privacy policies and terms of service that govern the processing of your data
  • Ephemeral Processing: The content of your documents is processed only for the time necessary to perform the requested task (OCR, matching, AI analysis). We do not permanently store the content of your documents on our servers after processing is complete. Data is processed and the result is sent back to you. We do not retain copies of document content once operations are finished, unless temporarily required for technical caching or operational logging purposes, which are managed securely and purged regularly.

• Feedback: If you choose to provide us with comments, suggestions, or report issues, we will collect the information you submit.

2. Use of Information

We use the collected information for the following purposes:

• Provide, maintain, and improve the features of the Software, including AI-powered functionalities
• Manage your account, process subscription transactions via Stripe, Inc., and administer the 7-day trial period
• Process documents and AI requests through our secure servers and third-party AI providers
• Track AI usage for billing purposes and refund policy enforcement
• Provide technical support and respond to your requests
• Analyze usage data and processing metadata to improve Software performance, reliability, and features
• Communicate important information regarding the Software (updates, maintenance, changes)
• Ensure service security, detect and prevent fraud or abuse
• Comply with legal and regulatory obligations

3. Sharing of Information

We do not sell your personal information. We may share certain information with third parties only in the following cases:

• Service Providers: We use third-party companies to help us provide our services:

  • Payment Processing: We use Stripe, Inc. to securely process your subscription payments. When you make a payment, your information is submitted directly to Stripe and its use is governed by their Privacy Policy and Terms of Service. We encourage you to review them.
  • AI Service Providers: We use various third-party AI service providers to deliver AI-powered features. When you use these features, your data may be processed by these providers according to their respective privacy policies and terms of service. By using AI features, you acknowledge and agree to the data processing practices of these third-party providers.
  • Infrastructure Hosting: Our processing servers are hosted by Hetzner Online GmbH in Germany. They provide physical and network infrastructure but do not have access to the content of processed data, except under very limited conditions defined in their contract for security/maintenance purposes.
  • Other providers may assist us with usage data analysis (aggregated/anonymized), customer support management, etc. We only provide necessary information and contractually require them to protect this information.

• Legal Compliance and Security: We may disclose information (including potentially processing metadata or, in exceptional and legally required cases, temporarily held content) if we believe in good faith that it is necessary to comply with law, regulation, legal process, or enforceable governmental request; to protect our rights, property, or safety, as well as those of our users or the public; or to detect and address fraud or security issues.

4. Data Transfer and Processing Location

By using the Software, especially AI-powered features, you understand and agree that relevant data may be transferred to and processed by:

• Our servers located in Germany, hosted by Hetzner Online GmbH
• Third-party AI service providers, which may be located in various jurisdictions
• Stripe, Inc. for payment processing

We take measures to ensure these transfers and processing comply with applicable regulations (including GDPR). When data is transferred outside the EEA, we implement appropriate safeguards such as Standard Contractual Clauses.

5. Data Security

We implement appropriate technical (e.g., TLS encryption for data transfers) and organizational security measures to protect your information, whether in transit or during processing. This includes protection against unauthorized access, disclosure, alteration, or destruction. We process document content only ephemerally for required tasks and work with AI providers that maintain appropriate security standards. However, no transmission or storage method is infallible. You are also responsible for the security of your own IT environment.

6. Your Rights Regarding Your Personal Information

In accordance with applicable laws (including GDPR), you have rights over your personal information that we hold (account information, subscription, usage logs). These rights may include access, rectification, erasure, restriction of processing, objection, and portability.

Regarding AI-processed content and document content, as we do not store it after processing, the rights of access, rectification, or erasure primarily apply to other categories of data (account, usage logs). However, you can control what data is sent to AI providers by choosing which features to use.

Refund Policy Impact: Please note that using AI features creates a permanent record of usage that affects your refund eligibility as outlined in our Terms and Conditions.

To exercise your rights, contact us at the address below.

7. Data Retention

We retain your personal information (account, subscription, usage logs) for as long as necessary to provide the Software, fulfill our contractual and legal obligations, resolve disputes, and enforce our policies.

Document content submitted for processing is not retained on our servers after tasks are completed. AI usage data is retained to enforce billing and refund policies. Operational logs containing metadata may be kept for a limited period for security and troubleshooting purposes.

8. Trial Period and AI Usage

During your 7-day free trial:

• No payment information is required to start the trial
• You have access to all Software features, including AI-powered functionalities
• Important: Using AI features during the trial period will be tracked and may affect future refund eligibility if you decide to subscribe
• All privacy practices outlined in this policy apply equally to trial and paid users

9. Changes to the Privacy Policy

We may update this Privacy Policy. In the event of a substantial change, we will notify you via the Software, by email, or by posting the updated version on our website, indicating the new effective date.

10. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

[email protected]