Privacy notice.

Who we are

Nuca Systems Ltd ("Nuca", "we", "us") is a managed service provider for OpenText estates, based in Cobh, Cork, Ireland. We are the data controller for personal data collected through this website and in our sales and marketing. Registered in Ireland, company number 762084. Registered office: 4 Flowerhill, Rushbrooke, Cobh, Co. Cork, P24 YV81.

If you have any question about this notice or about how we handle your data, email info@nucasystems.com.

What we collect

Contact enquiries. Our contact page helps you compose an email to us. When you press send, your own email application opens with a message addressed to info@nucasystems.com, and nothing is sent to us until you send that email. We receive whatever you choose to include: your name, work email address, company, role (optional), what you are contacting us about, your OpenText platform and version (optional), the size of your in-house team (optional) and your message.

Technical logs. The server that hosts this website may generate basic technical logs when a page is requested, such as the IP address, the page requested, the date and time, the browser type and the referring page. These logs are used only for security, availability and troubleshooting.

Sales and marketing contacts. We hold business contact details for people we believe are responsible for OpenText estates, so that we can introduce our services: your name, job title, company, work email address, the email address shown on your LinkedIn profile, your company’s website, and a short note on why we think Nuca may be relevant to your organisation. We hold only professional details. We do not collect personal email addresses, home addresses or anything about you outside your work role.

Log files for performance analysis. If you send us OpenText log files and a system report through our performance page, we receive whatever those files contain. Server logs of this kind can include user names, IP addresses and file names. We ask you to remove user names first where your policy requires it; the timings we analyse work without them.

We do not collect special-category data and we ask you not to include any in your message.

If you accept analytics cookies, Google Analytics collects usage data on our behalf: pages viewed, approximate location, device and browser type, and the site that referred you. It is not linked to your name or contact details.

Where we get your data

Most details come directly from you: an email you send us, or a business card you hand us at an event. Sales and marketing contacts may also come from business contact databases, professional networking sites such as LinkedIn, and our own research of public company information. When we first contact you, we tell you which of these your details came from.

Why we use it, and on what basis

We use the information in your enquiry to respond to your enquiry, to arrange a conversation if you have asked for one, and to prepare any assessment or proposal that follows. Our legal basis is our legitimate interest in responding to people who contact us (Article 6(1)(f) GDPR) and, where your enquiry leads towards an agreement, taking steps at your request before entering into a contract (Article 6(1)(b) GDPR).

We use technical logs on the basis of our legitimate interest in keeping the website secure and available.

We use log files you send us only to produce the performance verdict you asked for. Our legal basis is taking steps at your request before entering into a contract (Article 6(1)(b) GDPR).

We use sales and marketing contact details to introduce Nuca’s services to people whose role makes them likely to be interested, by email and by LinkedIn message. Our legal basis is our legitimate interest in promoting our services to businesses (Article 6(1)(f) GDPR). We only contact people in a professional capacity, at work addresses, about services relevant to their role, and we send a small number of personal messages rather than bulk campaigns. In Germany, Austria and Switzerland we do not send unsolicited email at all: we make first contact in person or on LinkedIn, and email only once you have agreed.

You can object to this contact at any time, for any reason, and we will stop immediately. Every email we send includes a way to do this. We do not use your details for any other purpose, and we never sell, rent or share them.

Cookies

This site uses two kinds of storage.

Strictly necessary storage keeps the site working. It includes the cookie that records your cookie choice and a session setting for animation. It does not identify you and does not require your consent.

Analytics cookies are set only if you accept them. We use Google Analytics 4 to understand which pages are read and how visitors move through the site. We use the resulting analytics reports to understand website usage in aggregate, and we do not use the data for advertising. Google Analytics may use an IP address during processing for purposes such as routing and approximate geographic reporting. Raw IP addresses are not available to Nuca Systems and are discarded by Google after processing.

You can accept or reject analytics when you first visit, and change your choice at any time using the Cookie settings link in the footer. Withdrawing consent stops future analytics collection. Data collected before withdrawal may remain in Google Analytics subject to Google’s retention controls and reporting rules.

Where your data is processed

We use service providers that may process data within and outside the European Economic Area. Where personal data is transferred outside the EEA, we use the safeguards required by applicable data protection law.

The website is hosted on server infrastructure in Germany operated on our behalf by a third-party hosting provider.

Email enquiries sent to info@nucasystems.com are received and stored through Apple iCloud Mail. Apple may process email outside the EEA, including in the United States, under the safeguards described above.

When you give analytics consent, analytics data is processed by Google Ireland Limited on our behalf. Google may transfer it outside the EEA, including to the United States, under the EU-US Data Privacy Framework and standard contractual clauses.

Sales and marketing contacts are held in our own customer relationship system on the same server infrastructure in Germany. Outreach emails are sent from our iCloud Mail account. Messages sent through LinkedIn are processed by LinkedIn under its own privacy policy.

How long we keep it

Email enquiries are kept for as long as needed to deal with your enquiry and for a reasonable period afterwards, normally no longer than 24 months from our last contact with you, unless the enquiry leads to a contract, in which case the information becomes part of our customer records and is kept under that agreement.

Log files sent for performance analysis are deleted within 30 days of the verdict being sent to you. The one-page verdict itself is kept with your enquiry.

Sales and marketing contacts are kept for up to 24 months from our last meaningful contact with you, such as a reply, a meeting or a conversation at an event. If there has been no contact in that time, the record is deleted. If you ask us to stop contacting you, we keep only your name and email address on a suppression list, indefinitely, so that we do not contact you again.

Technical server logs are kept only for as long as they are needed for security, availability and troubleshooting, and are then deleted.

Google Analytics user-level and event-level data to which the Analytics retention setting applies is configured to be retained for 14 months. Aggregated reports are not subject to that setting.

Data we handle for our customers

When we run a customer’s OpenText estate, we may see personal data belonging to that customer’s staff and users in the course of the work. We handle that data only on the customer’s instructions, as a processor under our contract with them, and this notice does not cover it. If you have a question about data held in a system we manage for your organisation, please ask your organisation.

Your rights under GDPR

You have the right to ask us for access to the personal data we hold about you; to have inaccurate data rectified; to have your data erased; to restrict how we process it; to receive it in a portable format; and to object to processing based on our legitimate interests.

Where we contact you for marketing, you have an absolute right to object. Tell us by replying to any email, by emailing info@nucasystems.com, or through the unsubscribe details in each message, and we will stop without asking why.

To exercise any of these rights, email info@nucasystems.com. We respond within one month.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Data Protection Commission, Ireland. We would ask you to contact us first so we can put things right.

Changes to this notice

We may update this notice from time to time, for example when we connect a new service provider or change how the website works. The date at the top of this page shows when it was last changed. Significant changes will be noted here.