Your organization is the controller of workspace data. NGO Nexus is the processor and processes that data only on your documented instructions, which are the Terms of Service, this addendum, and your use of the product's features.

• Subject matter: provision of the NGO Nexus cloud ERP.
• Duration: the term of your subscription, plus a 30-day export window.
• Categories of data subjects: your staff, beneficiaries, donors, vendors and contacts.
• Categories of data: identity and contact details, employment and payroll data, programme participation and assistance records, financial transactions, uploaded documents.

Personnel authorised to process workspace data are bound by confidentiality obligations and access it only where needed to operate or support the service.

• TLS in transit; encryption at rest.
• Tenant isolation enforced by row-level database policies on every table.
• Role-based permissions stored separately from user profiles to prevent privilege escalation.
• Private attachment storage with short-lived signed download links and download audit logging.
• Automated security scanning of database rules and dependencies.
• Backups with point-in-time recovery.

You authorise us to engage sub-processors for hosting, database, email delivery, payments and AI inference. We remain responsible for their performance and will give notice of any new sub-processor, giving you a reasonable window to object.

We assist you, taking into account the nature of processing, with data subject requests, data protection impact assessments and consultations with supervisory authorities. Product features for export and deletion are the primary mechanism.

We notify you without undue delay, and in any case within 72 hours of becoming aware, of a personal data breach affecting your workspace, with the information available at the time and updates as the investigation progresses.

On termination you may export your data for 30 days. After that we delete workspace data from active systems, with backups aging out on their normal cycle, unless law requires longer retention.

We make available the information needed to demonstrate compliance and will respond to reasonable written audit questionnaires once per year. International transfers rely on Standard Contractual Clauses where required.

Need a countersigned copy for your donor or compliance file? Email support@ngonexus.app with your organization's legal name and address.