Privacy Policy
Introduction
You have arrived at a website that is owned and/or operated by Nexiam UG (haftungsbeschränkt), and its subsidiaries/related companies (collectively, “Nexiam,” “we,” “our” or “us”). If you have received a notification from Nexiam of a transfer of trades to it, Nexiam is the data controller of your personal data. All Nexiam companies adhere to this privacy notice.
This Privacy Notice tells you who we are and outlines how we process your personal data. Nexiam respects your right to privacy and complies with our obligations under relevant data protection legislation including the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Acts 1988–2018. The purpose of this Privacy Notice is to outline how we process personal data, including special categories of data and the basis on which personal data is obtained from you or collected about you from third parties.
Nexiam is committed to protecting and respecting your privacy. We wish to be transparent on how we process your data and show you that we are accountable with the GDPR in relation to not only processing your data but to ensure you understand your rights.
In this statement, we outline:
- The types of data we collect.
- How we use your data.
- Your rights in relation to the data we hold about you.
- How long we hold your data for.
- How to contact us if you have any questions on your data or you have any complaints.
Legislation
All personal data we gather will be processed in accordance with all applicable data protection laws and principles, including the GDPR and the Data Protection Acts 1988–2018 and any other law and regulatory requirements relating to the processing of personal data and to privacy including, Directive 2002/58/EC and the European Communities (Electronic Communications Networks and Services) (Privacy and Electronic Communications) Regulations 2011.
Queries and Complaints
If you require further information about the way your personal data will be used, or if you are unhappy with the way we use your personal data, please submit your concerns by email to support@nexiam.net.
We can be contacted by post at:
Nexiam UG (haftungsbeschränkt)Chamissostrasse 1
13587 Berlin
If you are unsatisfied with our use of your personal data or our response to any requests by you to exercise any of your rights, then you have the right to complain to the Data Protection Commission:
Berliner Beauftragte für Datenschutz- und Informationsfreiheit
Alt Moabit 59–6110555 Berlin
Eingang: Alt-Moabit 60
Tel.: +49 30 13889-0
Fax: +49 30 2155050
mailbox@datenschutz-berlin.de
Information Collected
We collect information from you when you access our website, when you request a quote online or over the phone, when you speak to members of our staff, to enter competitions, or by corresponding with us by phone, email or otherwise. We also collect information from sources other than you. We will only collect information that is adequate, relevant and limited to what is necessary in relation to the purposes identified with this notice. The table below outlines the categories and types of data we collect along with the source of data. The types of data we collect may change over time; the following table is an indicative list to help you understand the types of data we collect.
| Data Category | Data Type |
|---|---|
| Policy Data | Identity data, employment status & occupation, previous payment history, details of any previous services arranged by us. |
| Identity and Individual Data | Name, date of birth, marital status, home address, contact address, email address, phone number, dependents, health details, employment details, payment details, financial details, ID documents, vehicle registration details, PPS number, driver license number, passport number, IP address and other technical/usage data when you visit our website. |
| Financial Data | Bank details, payment card details, transaction history. |
| Special Category Data – Health Data | Information about your health. |
| Criminal Convictions Data | Details of any unspent motoring (including penalty points) or non-motoring convictions (if any). |
| Technical Data | We receive technical information when you visit our websites and through email exchange. This could be the IP (Internet Protocol) address used to connect your computer to the internet, login information, browser type and version, time zone setting. |
| Usage Data | By interacting with our websites through social media sites, browser plugin types and versions, or other applications, we may receive statistical data about your browsing actions and patterns. |
Purpose for Which We Hold Your Information
The main purposes for which Nexiam uses your personal information are to provide a quote, set up, administer and manage your requests and to carry out marketing and analytics. The table below provides more details on the purposes for which we process your personal data and the legal basis by which we do this.
| Reason for Processing | Legal Basis for Processing |
|---|---|
| To provide you with a quote for setting up a corporation in the EU and process your application | Performance of a contract or in order to take steps at your request prior to entering into a contract |
| To administer your incorporation | Performance of a contract |
| To respond to your queries and to provide you with the information you request from us in relation to our services and/or products | Performance of a contract; To comply with a legal obligation; Necessary for the purposes of the legitimate interests pursued by the controller |
| To manage payments, fees and charges in respect of agreements, and to collect and recover money owed to us | Performance of a contract; Necessary for the legitimate interests pursued by the controller; To comply with a legal obligation |
| Recording telephone calls (for training, quality, verification, and for the prevention of fraud purposes) | Necessary for our legitimate interests (training, quality, and verification purposes); Necessary to comply with a legal obligation |
| To manage our relationship with you, including notifying you about changes to the services, or our Privacy Notice | Performance of a contract; To comply with a legal obligation |
| To provide you with marketing communication | Consent; Necessary for the purposes of the legitimate interest pursued by the controller |
| To administer and protect our business, our site, and for internal operations, including troubleshooting, data analysis, testing, research, statistical, and survey purposes | Necessary for the purposes of the legitimate interests pursued by the controller |
| To use data analytics to improve or optimize our site, marketing, customer relationships, and experiences | Necessary for the purposes of the legitimate interests pursued by the controller |
Special Categories of Personal Data and Data Relating to Criminal Convictions and Offences
We will process data where it is necessary for the purpose of providing the requested services or to comply with a legal obligation to which we are subject. We will also process data on criminal convictions and offences, including penalty point data, where it is necessary and proportionate for steps taken leading into or the performance of your contract and to comply with our legal obligations. Processing for this purpose is permitted under Section 50 of the Data Protection Act 2018.
Sharing Information with Third Parties
There are various circumstances where we share personal data with third parties. Nexiam will make your information available to third parties with whom we have a relationship to provide services on our behalf. We will only provide to those third parties the information that is necessary for them to perform the services and where there is a lawful basis to do so. We collaborate with local service providers, including tax advisors, legal consultants, insurers, immigration experts, lawyers, accommodation and transportation providers, and other mobility-related service providers to deliver end-to-end global movement services. Nexiam ensures all partners comply with data protection legislation and uphold similar standards of data security and privacy.
Categories of Third Parties We May Share Information With
Service Providers: We may share your personal information with partners or service providers that are integral to delivering the Nexiam products or services you have applied for or contracted. These third parties are bound by strict data protection agreements to ensure your information is handled securely and responsibly.
Credit Reference Agencies: If required for contract fulfillment, we may share your personal information with credit reference agencies to assess your creditworthiness. This may also include sharing information with our partners through relevant databases for verifying the accuracy of provided details and preventing fraudulent activity.
Business Transactions: In the event of a sale, merger, or acquisition of our business, we may share your personal information with potential buyers or sellers as part of the transaction process. Any transferred data will be subject to the same privacy standards as before the transaction.
Business Partners, Suppliers, and Sub-contractors: We may share your personal information with business partners, suppliers, and subcontractors who act as data processors on our behalf. These third parties will only process your information for the performance of contracts related to the services we provide to you or your company.
Regulatory Authorities and Outsourced Providers: We may disclose your personal information to outsourced service providers, both regulated and unregulated, as required by law or for compliance purposes. This includes authorities such as the Berliner Beauftragte für Datenschutz (Berlin Commissioner for Data Protection) or other relevant regulatory bodies. We have a duty to disclose or share your personal information with a third party in order to comply with any legal obligation, or in order to enforce or apply our terms of business and other agreements, or to protect the rights, property or safety of our group of companies, related to a Nexiam product or others. This includes exchanging information with third parties such as Government agencies for the purposes of fraud protection, anti-money laundering, credit risk reduction or criminal activity. We take steps to ensure that any third party who handles your information complies with data protection legislation and protects your information just as we do. We only disclose personal information that is necessary for them to provide the service that they are undertaking on our behalf.
Marketing
For marketing purposes, we may contact you in relation to special offers, competitions, products, and services from Nexiam via email, post, SMS, and phone. We process information you provide to us and data received from other sources to:
- Provide information about goods and services similar to those you’ve purchased or enquired about.
- Conduct occasional market research and statistical purposes (you can opt out at any time).
- Provide or permit selected third parties to provide information about goods and services that may interest you.
- Send you offers—where we have your consent—for products we believe are relevant to your needs.
- Measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising.
Where we rely on consent, it will always be provided via a clear opt-in, and you can withdraw it at any time using the unsubscribe link in emails/SMS or by contacting us. Where we rely on legitimate interests to communicate with you for marketing, we will always provide an opt-out at the point of collection and in each communication thereafter.
Data Analytics
To enhance our AI-driven workflows and improve service delivery, we use analytics tools to:
- Optimize the performance of our platform to meet your needs.
- Ensure compliance and accuracy in mobility processes.
- Collaborate with search engine providers to improve accessibility and usability.
Consequences of Not Providing Information
You can choose not to provide personal information; however, we may need certain data by law or to enter into or fulfill a contract with you. If you choose not to provide required data, this may delay or prevent us from fulfilling our contract with you or complying with legal obligations. It may also mean that we cannot provide a quote or manage your cases, which could require us to cancel a product or service you have with us.
Subject Rights
As a data subject you have the following rights in relation to the processing of your personal data. You can send us a request in relation to any of the rights below, and we will do our best to address it as soon as possible.
Right to Access
You have the right to know what personal data we hold about you, why we hold it, and how we use it. When submitting a request, please provide as much information as possible to help us identify the information you wish to access (e.g., specific dates).
Right to Rectification
You have the right to request that personal data held about you is up to date and accurate. Where information is inaccurate or incomplete, contact us to have it rectified. Upon receipt, we will ensure that your personal data is corrected as soon as reasonably possible.
Right to Erasure (Right to be Forgotten)
You may seek erasure of personal data where, for example, it is no longer required for the purposes collected; processing is based solely on consent and consent is withdrawn; processing is unlawful; you object and there are no overriding legitimate grounds; or deletion is required by law.
We may be unable to fulfill an erasure request if the data is required for exercising freedom of expression and information; compliance with a legal obligation (including contractual requirements); performance of a task in the public interest; archiving/research/statistical purposes in the public interest; or the establishment, exercise, or defense of legal claims.
Right to Restriction of Processing
You can request restriction where you contest accuracy (until updated), processing is unlawful but you prefer restriction to erasure, data is no longer required by us but needed for legal claims, or where you have a pending objection. During restriction, data will only be used with your consent, for legal claims, to protect others’ rights, or for important public interest.
Right to Data Portability
You can request personal data you have provided to us in a structured, commonly used, machine-readable format where: processing is based on a contract or consent and the processing is carried out by automated means. We will refuse a request where it would adversely affect the rights and freedoms of others.
Right to Object
You may object to processing where our lawful basis is legitimate interests, and to processing for direct marketing, including profiling related to direct marketing.
Right to Object to Automated Processing, Including Profiling
You have the right not to be subject to a decision based solely on automated processing, including profiling, that produces legal effects or similarly significantly affects you. Where we or our processors use profiling that produces such effects, you have the right to object and request human review.
Right to Withdraw Consent
Where we process your personal data based on consent, you are entitled to withdraw your consent at any time.
How to Update/Amend Your Information & Submit Requests
You are entitled to know whether we hold information about you and, if we do (subject to certain limitations), to have access to that information and have it corrected if inaccurate or out of date. Please contact:
Email: support@nexiam.net
Or write to: Nexiam UG (haftungsbeschränkt), Chamissostrasse 1, 13587 Berlin (please include sufficient details to help us process your request efficiently). We may ask you to provide identification for verification.
Timelines
Once we receive your request, we will respond within 30 days, with a possible extension of two further months if required. If we need more time, we will notify you within one month of receiving your request. If we refuse your request, we will inform you within one month and provide the reason. You are entitled to contact the Data Protection Authority if we refuse your request.
Fees
We will not charge a fee for requests unless we consider them unjustified or excessive. In such cases, we may charge a reasonable fee (including for multiple copies) or refuse the request.
Breaches
Nexiam will take care to make sure your data is protected and safeguarded. In the unlikely event of a data breach, we will contact you in line with our legal obligations.
Data Security
Nexiam’s intent is to strictly protect the security of your personal information, to honor your choice for its intended use, and to carefully protect your data from loss, misuse, unauthorized access or disclosure, alteration, or destruction. We take appropriate steps to safeguard and secure information we collect online, including the use of encryption when collecting or transferring sensitive data.
However, please consider that the internet is an open forum and data may flow across networks with limited security, meaning such information may be accessed by users other than those intended. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. All staff receive training to ensure your information is used only in adherence with our privacy statement and applicable data protection laws. Employees who misuse customer information are subject to disciplinary action.
Data saved on our digital platform will be stored on our existing back-office systems. Where we have given you (or where you have chosen) a password to access certain parts of our website, you are responsible for keeping this password confidential and should not share it with anyone.
International Transfers
It may be necessary to transfer your personal information to other group companies or service providers located in countries outside of the European Economic Area (EEA)—for example, to fulfil your order, process payments, or provide support services. Nexiam will take all reasonable steps to ensure that your information is treated securely and in accordance with this Privacy Notice.
If we transfer personal data to a third party or outside the EEA, we will ensure the recipient has the necessary protections in place, such as Standard Contractual Clauses or an Adequacy Decision.
Business Relationships
This website may contain links to other websites. Nexiam is not responsible for the privacy practices or the content of such websites.
Changes to Our Privacy Notice
Nexiam may modify or update this Privacy Notice from time to time without prior notice. When a change is made, we will post a revised version online. Changes will be effective from the point at which they are posted. It is your responsibility to review this Privacy Notice periodically so that you are aware of any changes. Your continued use of our website constitutes your consent to the contents of this Privacy Notice.
Effective Date: This Privacy Notice was last reviewed on 9th January 2025.
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