Privacy Policy

1. Who controls the data

The organisation responsible for the personal data covered by this policy is:

2. Where this policy applies

This policy covers:

• the public ForgeNovaNest website;
• selected service forms and automated workflows, including Google Business Profile service flows where used;
• service enquiries sent through PrivateEmail, Gmail or another clearly identified email route;
• accepted written, video and other digital-production projects;
• payment, review, delivery and support connected with those services;
• permission-based ForgeNovaNest marketing emails;
• optional analytics or advertising measurement where those tools are enabled.

Digital products are sold through the ForgeNovaNest Learn store in Payhip’s environment. Payhip and the relevant Store Privacy Notice or checkout notice also apply there.

ForgeNovaNest services and websites are not directed to children.

3. What information we use

We use only information reasonably needed for the relevant enquiry, order or project.

• Contact and business details: name, work email, business name, role, country and any public website or profile link you provide.
• Selected form submissions: information entered into an available Fit Check, intake form or other service form, including scope answers, public profile links, business information, contact details, domain or current website information, visual preferences and confirmations.
• Email enquiry and scope information: what you want the service to explain or improve, the intended audience and use, format, language, factual source material, restrictions, presenter appearance preferences and the result you want a viewer or reader to understand. For a Website + Presenter project, presenter preferences may include man, woman or no preference, an approximate age range of 25–39, 40–54 or 55+, and optional clothing, setting, delivery or pronunciation notes. These choices describe the synthetic presenter, not the person completing the form.
• Project evidence and material: public profile screenshots, approved text, factual notes, scripts, logos, images, audio, video, captions, review comments, approvals, preview links and final files.
• Public business information: information on a public business page or profile that you identify and that is relevant to the agreed work.
• Payment and order records: payment status, reference, billing and tax details supplied through the payment or storefront provider. We do not receive or store full payment-card details.
• Messages and support records: emails and other correspondence about the request, scope, payment, review, delivery, correction or support.
• Marketing subscription records: email address, signup source, consent record, delivery status and unsubscribe status. Basic open or click information may be available where the email service provides it and the law allows its use.
• Limited technical and measurement data: IP address, browser, device, page requests, referral information, security logs and cookie choices where needed for website operation, security or a measurement tool that is actually enabled.

Where the information comes from

Most information comes directly from you through a form, email, checkout, support message or project exchange. We may also receive payment and delivery records from service providers and use relevant public business information from a source you identify.

In limited B2B situations, ForgeNovaNest may also use professional contact or business information from a publicly accessible business source when it is reasonably relevant to the communication. Where personal data was not obtained directly from you and Article 14 GDPR applies, we provide the required privacy information within the applicable period and, where the data is used to contact you, no later than the first communication. We identify the source or source category where required.

If you provide personal data about another person, you must have a lawful reason and the necessary permission to provide it.

4. Why we use the information

• To receive and assess a service enquiry or form submission.
• To move selected submissions through the correct internal workflow.
• To clarify and confirm the scope, price and next steps.
• To create, review, revise and deliver a paid service.
• To communicate about payment, production, approval, delivery and support.
• To process and record payments and meet accounting and tax duties.
• To keep the website, forms, records and service workflow secure and working.
• To resolve complaints, protect legal rights and prevent misuse.
• To send marketing emails only where there is a lawful basis and an unsubscribe option.
• To measure website or campaign performance only where the relevant tool is enabled and any required consent has been obtained.

We do not sell personal data. We do not publish a client’s name, project material, finished work, testimonial or business result for marketing without separate permission.

5. Legal reasons for using the information

Depending on the situation, we rely on:

• Steps before a contract: when you ask us to assess an enquiry, Fit Check or intake, explain the service or confirm a possible project.
• Contract: when the information is needed to provide, review, revise, deliver or support a paid service or digital product.
• Legal obligation: for accounting, tax and other records required by law.
• Legitimate interests: for normal B2B communication, security, fraud prevention, proportionate project records, service improvement and protection of legal rights, where those interests do not override the individual’s rights.
• Consent: for optional marketing and for non-essential cookies or tracking where consent is required.

Where processing is based on consent, you may withdraw that consent at any time. This does not make earlier lawful processing invalid.

When information is needed to proceed

Providing personal data to ForgeNovaNest is not generally a statutory requirement. Some information is, however, necessary to assess a Fit Check, take steps at your request before a contract, process an order or provide an agreed service. If required contact, scope, billing, identity, domain, hosting or project information is not provided, ForgeNovaNest may be unable to assess the request, accept or continue the project, process the order, launch the website or deliver the service. Optional marketing information and non-essential preferences are voluntary.

6. Service providers that may receive information

We use providers to run the website, process selected forms, keep internal project records, communicate, take payment, create project material and deliver files. A provider receives only the information reasonably needed for its role. Not every provider is used for every service.

The sender’s own email provider also processes messages sent to ForgeNovaNest. Payment, storefront, analytics, advertising and some platform providers may act as separate controllers under their own privacy notices.

7. AI-assisted work and human review

We may use AI tools to help assess a request, organise information, draft text or produce parts of an accepted video or other digital project.

In selected automated workflows, such as a Google Business Profile intake, Make may send the submitted project information to an AI-assisted review step and then to an internal record or email. In the email-based Clarity Video workflow, direct contact details are normally removed before project content is entered into the internal GPT when those details are not needed for the task.

AI output is treated as draft material or a recommendation. A human decides whether to accept a project and reviews important wording, claims, scope and production output. We do not make decisions that have legal or similarly significant effects on a person solely by automated means.

Where a Website + Presenter intake asks for a presenter option and approximate age range, those choices are used only to prepare a synthetic presenter candidate for the project. They are not intended to collect or infer the client’s own gender or age.

The client approval stage depends on the service. A separate script-approval stage is not automatically required for every video project. Where used, the applicable script, review or factual approval step is explained in the confirmed project process.

8. Cookies and measurement

The website may use necessary technology for page delivery, security and privacy controls. Non-essential analytics or advertising tools are used only when they are actually enabled and any consent required by law has been obtained.

The live cookie notice and the Cookie Policy explain the tools and choices that apply on the page you visit. Payhip and other hosted provider pages may use their own cookies under their own notices.

9. Transfers outside the EEA

Some providers may process information outside Finland or outside the European Economic Area. Where GDPR rules on international transfers apply, ForgeNovaNest relies on a permitted transfer mechanism, such as a European Commission adequacy decision, appropriate safeguards including Standard Contractual Clauses, or another mechanism allowed by data-protection law.

You may contact info@forgenovanest.com to ask which transfer mechanism or safeguard applies to a particular provider and, where applicable, how to obtain a copy of the relevant safeguard or where it is available.

We reduce the information sent to third-country services where practical and avoid sending unnecessary personal data to production or AI tools.

10. How long we keep information

We keep information only for as long as it is reasonably needed for its purpose.

Limited copies may remain in protected backups until those backups are replaced through the normal backup cycle. Service providers may also keep limited security or transaction records where their legal or contractual duties require it.

11. Your data-protection rights

Subject to the conditions in data-protection law, you may ask us to:

• give you access to your personal data;
• correct inaccurate or incomplete data;
• delete data that no longer has a lawful reason to be kept;
• restrict particular processing;
• provide portable data where that right applies;
• stop processing based on legitimate interests where your objection must be upheld;
• withdraw consent where processing is based on consent.

Send requests to info@forgenovanest.com with the subject “Privacy Request”. We may ask for reasonable information to verify identity. We normally respond within one month, subject to the rules and permitted extensions in the GDPR.

You may also complain to a data-protection authority. In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.

12. Security

We use practical measures intended to protect personal data, including account security, limited access, data minimisation, careful sharing, human review and deletion of working files that are no longer needed.

No online, form or email service can be guaranteed completely secure. Please avoid sending unnecessary confidential or personal information.

13. Changes and contact

We may update this policy when the website, service process, providers, retention practice or legal requirements change. The current version and effective date are published on this page.

Privacy questions may be sent to info@forgenovanest.com.