Last updated 1 October 2026
Who we are
Nova9 Automation ("Nova9", "we") is an AI automation agency that designs and builds AI automations, operations systems, websites and apps. We are based in Mahé, Seychelles, and work with clients worldwide. You can contact us at marketing@nova9.agency.
What we collect
When you send a brief through the form on this website, we collect:
- Your name, company name and business email address
- Your company website, if you choose to give it
- Your country
- The service you're interested in and, if you choose to give them, your company size and budget range
- The project details you write
- A record that you agreed to be contacted, and when
- The page you sent the form from, the website that referred you, and any campaign tags in the link you followed (UTM tags)
- A scrambled (hashed) version of your IP address, used only to stop spam. We never store the IP address itself.
If you book a call, the booking is handled by Cal.com, which collects the details you enter there.
Why we collect it
We use this information only to reply to your brief, understand what you need, prepare for a call or proposal, and keep a record of our conversation with you. You receive an automatic confirmation email when you send a brief, followed by a personal reply. If you become a client, we also use it to run your project, send invoices, receipts and payment reminders, and share documents with you. We do not sell your information or use it for unrelated advertising.
Researching the companies that contact us
When you send a brief or book a call, we look up publicly available information about your company, so our reply and our first call are useful. We read your company website (the one you give us, or the website at your business email address) and run one web search for your company name and country.
- We only look at public business information. We do not look at personal social media profiles, and we do not collect personal information beyond what you sent us.
- We keep the links to the pages we read and short extracts from them, not copies of the pages.
- An AI model helps us summarise what we found and suggest how we could help. A person reads every summary, and nothing is sent to you automatically.
Client portal accounts
If you become a client, we may invite you to our client portal. For your account we keep your name, email address, job title and company, and a record of when you sign in. In the portal we store and share your invoices, receipts and payment records, the documents we share with you, and the files and payment details you send us (for example a payment reference or proof of payment). Each person can only see their own company's information.
Proposals
When we send you a proposal, it comes with a personal link to read it and accept or decline it online. When you open it the first time, we note the date and time. If you accept, we record the full name and job title you type, the date and time, a scrambled (hashed) version of your IP address and the type of browser you used, as a record of your acceptance. If you decline, we record the date and time and any reason you choose to give. We keep this with the proposal for as long as we need it for our agreement and our legal and accounting records.
Where it is stored and who processes it
We use a small number of service providers, who process the data only on our behalf:
- Supabase hosts our database and file storage: briefs, client portal accounts, documents, invoices and receipts. Access is controlled so each person only reaches what they are allowed to see.
- Resend delivers our emails: the confirmation of your brief, portal sign-in emails, invoices, receipts and payment reminders, and notifications to us.
- Anthropic provides the AI model (Claude) we use to write internal summaries, such as the summary of public information about a company that contacts us, and our own daily and weekly work summaries. Anthropic processes this data on our behalf and, under its commercial terms, does not use it to train its models.
- Apify runs the tools that read the public business information described above (company websites and web search results).
- Vercel hosts this website and provides our analytics.
- Cal.com handles call bookings, if you choose to book one.
Some of these providers process data outside Seychelles. We choose providers that protect it, and they may only use it to provide their service to us.
Analytics
We use Vercel Analytics to count page visits and two actions: sending the form and opening the booking window. It does not use cookies and does not build a profile of you or follow you across other websites.
How long we keep it
We keep briefs, and the research summary that goes with them, for 24 months, unless you ask us to delete yours sooner. If your brief leads to a project, we keep the records we need for that work. Invoices, receipts and payment records are kept for as long as the law requires for accounting and tax purposes. Portal accounts are closed when our work together ends, or sooner if you ask.
Your rights and deleting your data
You can ask us at any time to see, correct or delete the information we hold about you, including any research summary about your company and the record of a proposal you answered. Email marketing@nova9.agency with the subject "Data request" from the email address you used, and we'll action it and confirm once it's done.
Contact
Questions about this policy? Email marketing@nova9.agency. See also our Terms of Service.