Privacy Policy

This policy explains what personal data Nifdi Systems Limited (“we”, “us”) collects through the nifdi website, editor and cloud service, why we collect it, and what you can ask us to do with it. “You” means anyone whose personal data we hold: whether you visit the website, use nifdi, or have been invited to a diagram.

Overview

• Diagrams you do not move to the cloud are stored in your browser. We never receive them.
• We hold your email address, because the editor requires you to sign in, and any diagrams you move to the cloud.
• We count visits to our website without identifying you. We measure how you use the editor only if you agree, and never send diagram content to analytics.
• We do not sell personal data, run advertising, or train AI models on your diagrams.
• Payments are taken by Paddle, not by us. We never see your card details.
• Email privacy@nifdi.app to see, correct or delete your data.

Who we are

Nifdi Systems Limited, a company registered in England and Wales (number 14782393), is the data controller when we decide why and how personal data is used, including for accounts, security, analytics, support and our legal obligations. Our registered office is Jubilee House, East Beach, Lytham St. Annes, England, FY8 5FT.

How data is processed

Activity and personal data	Why	Our role and lawful basis
Account and sign-in — your email address, your name if you give it, and account and session identifiers, supplied by you or your sign-in provider.	An email address is required to create an account; without one, you cannot use the editor or cloud service. We also use this data to sign you in, identify your diagrams and contact you about the Service.	Controller: necessary to perform our contract with you.
Cloud diagram content — diagrams, text, images and edit history stored in the nifdi cloud.	To store, sync, render, back up and export your diagrams.	Processor where you or your organisation controls the personal data in the content: we act on your instruction to provide the Service. We remain controller for the separate account, security and legal-compliance activities described in this table.
Sharing and access — the email addresses of people you share with, supplied by the diagram owner, together with account identifiers, permissions and access history generated through use of the Service.	To invite collaborators, show who has access and enforce the access choices made by a diagram owner.	Mixed: we process the owner’s sharing instructions on their behalf, and act as controller for the account and security records needed to operate those controls under our contract and legitimate interest in protecting the Service.
Website statistics — on our website’s public pages: pages visited, links and buttons clicked, the referring site, approximate location derived from your IP address, and browser and device type. Collected without cookies or other storage on your device, and never linked to you or your account.	To count visits and learn which pages and messages work.	Controller: our legitimate interest in improving our website, limited to aggregate statistics.
Product analytics — only if you agree: features used in the editor (including which icons and components you look at), approximate location derived from your IP address, browser and device type, and a random identifier linked to your account.	To learn which features are used or broken, and decide what to build next.	Controller: your consent, which you can withdraw at any time.
Error reports — the page, browser, technical details of a failure and internal identifiers of the objects involved.	To find and fix faults.	Controller: our legitimate interest in keeping the Service working.
Security and operational logs — request metadata and records, by identifier, of events such as a diagram being created, accessed or a token being issued.	To operate, debug and secure the Service, investigate abuse and establish legal claims.	Controller: our legitimate interests in security and operation, and our legal obligations where applicable.
Subscriptions and entitlements — your plan, subscription status, country and transaction identifiers received from Paddle. Card details go to Paddle and never reach us.	To provide paid features and keep tax and accounting records.	Controller: for the limited records we receive, under our contract and legal obligations. Paddle is an independent controller for the purchase.
Support and other correspondence — emails and their contents, account details and diagnostics you choose to send.	To answer you, investigate problems and keep an appropriate record of the exchange.	Controller: our contract and legitimate interest in supporting users. Customer-controlled diagram content supplied for support remains processed on the customer’s behalf except where we must use it for security or legal compliance.
Abuse reports, legal demands and incidents — reports, relevant account and access records, and diagram content where necessary.	To enforce our Terms, protect people and the Service, respond to incidents and comply with law.	Controller: our legitimate interests and legal obligations.

Service providers carry out much of this processing for us. Our Providers and Data Transfers register lists every provider that receives personal data through nifdi, what it does, the data it receives, its role, where it processes the data and the transfer safeguard used. Not every provider receives every user’s data: for example, Paddle handles only paid purchases, and Google Workspace receives correspondence only when someone writes to us.

We do not make decisions about you based solely on automated processing.

Some providers process personal data outside the United Kingdom. We rely on an adequacy decision where one covers the transfer and otherwise on the European Commission’s standard contractual clauses together with the UK International Data Transfer Addendum. The provider register identifies the safeguard used in each case. Email us for a copy of the safeguards that apply.

If we change providers, we will update the register and announce significant changes no later than when they take effect.

Diagrams stored in your browser

The editor stores diagrams in your browser by default, and signing in does not change that. Diagrams you have not moved to the cloud stay in your browser’s storage and are never sent to us. Clearing your browser data deletes them, and we cannot recover them.

Diagrams stored in nifdi cloud storage

When you move a diagram to the cloud, we store it so that you, and the people you share it with, can access it from anywhere. Our staff do not have routine access to it.

A diagram owner shares by adding a specific person’s email address. That person must sign in with the verified address; we do not offer public or “anyone with the link” access.

• Each cloud diagram is encrypted under its own key, covering its title, content, edit history and images. The key is unlocked only for someone who has access to the diagram, or for the parts of the service that must read it to work, such as backups and rendering.
• Our everyday tools cannot read your diagrams. Querying our databases, exporting data or reading logs shows that a diagram exists, who owns it and when it was created, but not its title or content.
• We read a diagram’s content only when you ask us to, to repair or restore it after a fault, to act on a report of illegal content or a security incident, or when the law requires it. Doing so needs a separately protected key, and every use of that key is recorded.

Everyone with access to a shared diagram can see the email addresses of everyone else with access.

Agents and integrations

You can drive nifdi with an AI agent through our MCP integration. If you do, your diagram content is sent to that agent’s AI provider, under the provider’s own terms and privacy policy. We do not operate an AI model, and never send your diagrams to an AI model on our own initiative.

What analytics record

We use analytics to learn which features are used or broken, and to decide what to build next. Analytics never contain your diagram’s content, or anything that could be used to reconstruct it, even when the diagram itself is in the cloud. Where you enter text, analytics only record a measurement of the text, such as the number of characters typed. These rules are enforced in our code, not only stated here.

Cookies and browser storage

• Session cookie. A session cookie is set when you sign in. It is strictly necessary to keep you signed in, so it is set without asking for consent.
• Analytics storage. If you agree to product analytics, our analytics provider stores an identifier and your analytics choice in your browser’s storage. Website statistics store nothing on your device.
• Your work. Local diagrams, editing history and editor preferences are held in your browser’s storage.

When you create an account, we ask whether you agree to product analytics. Agreeing is optional and separate from accepting our Terms and this policy, and product analytics stay off unless you agree. You can change your choice at any time from the account menu in the editor. Turning product analytics off does not affect the session cookie, error reports or server logs.

You can object to website statistics through the link in the footer of our website.

Security breaches

If a security breach puts your personal data at high risk, we will tell you without undue delay.

Requests from authorities

We disclose personal data to the police, a court or another authority only when legally compelled, and only as much as the law requires. Unless the law forbids it, we tell the people affected before disclosing.

How long we keep your data

• Account data and cloud diagrams: kept while your account exists, and deleted within 30 days of its closure.
• Deleted diagrams: removed from the live service immediately; backup copies are overwritten within 30 days.
• Analytics and error reports: up to 12 months, on a rolling basis.
• Sharing and access records: kept while the diagram exists, and deleted with it.
• Server logs: days to weeks, as set by our hosting platform.
• Support and other correspondence: kept while needed to answer you and deal with any follow-up or claim, then deleted.
• Abuse reports, legal demands and incident records: kept only while needed to deal with them, meet any legal duty, and establish or defend a legal claim.
• Billing and tax records: six years after the end of the accounting period, as UK law requires.

Your rights

You can ask us to:

• confirm what personal data we hold about you, and give you a copy;
• correct inaccurate data;
• delete your data, or your whole account;
• provide your data in a portable format (you can also export any diagram from the editor at any time); and
• restrict processing of your data while a dispute is resolved.

You can object at any time to processing that relies on our legitimate interests, including website statistics, and we will stop unless we have a compelling reason to continue. You can withdraw consent you have given, such as for product analytics, at any time; this does not affect processing that took place before you withdrew it.

To make a request, email privacy@nifdi.app. We will complete it free of charge within one month, or, where the law allows more time for a complex request, tell you within that month why we need longer.

If your request concerns personal data that another customer controls inside a diagram, contact that customer where you can. If you contact us, we will pass the request to the customer and help them respond as the law requires. We will not disclose or alter their diagrams without their instruction unless the law requires us to do so.

We email you only about your account and the service, never with marketing.

Children

nifdi is designed and marketed as a professional tool and is not directed at children. We do not ask for your age or use age-verification technology.

Complaints

If you are unhappy with how we have handled your data, email privacy@nifdi.app with “Data protection complaint” in the subject. We will acknowledge your complaint within 30 days, investigate, and tell you the outcome and any action taken. You may also complain to the Information Commissioner’s Office at ico.org.uk, or to the supervisory authority where you live.

Changes to this policy

We update this page when our practices change; the date at the top shows the current version. If a change materially affects your rights, we will notify account holders by email or in the product before it takes effect.

If Nifdi Systems Limited or the nifdi service is sold, we will tell you before your data is transferred to the new owner.

Questions

For any question about this policy or how we use personal data, email privacy@nifdi.app.