Privacy Policy

About This Policy

Al Sannad is a UAE e-invoicing product operated by Nexain Arabia FZC LLC.

This Privacy Policy explains how Nexain Arabia FZC LLC collects, uses, stores and protects personal information when you:

• visit the Al Sannad website;
• submit a Book a Demo or readiness enquiry;
• contact the Al Sannad UAE team;
• interact with website forms, links or communications; or
• use other public Al Sannad website features that refer to this policy.

Al Sannad is a separate product website from the Nexain Arabia corporate website. The footer and legal-page structure approved for Al Sannad include separate links for the Privacy Policy, Cookie Policy, Data Processing Notice and Cookie Settings.

This policy covers the public Al Sannad website and product enquiries. Processing performed inside a customer's Al Sannad tenant may also be governed by the applicable customer agreement and Data Processing Notice.

Who Is Responsible for Your Information?

Al Sannad is operated by:

The source documentation confirms Nexain Arabia FZC LLC as the company behind Al Sannad.

Information We Collect

Information You Provide

When you submit the Book a Demo form or another enquiry, we may collect:

• full name;
• business email address;
• company name;
• telephone number;
• country and international calling code;
• role or business function;
• enquiry type;
• ERP or accounting system;
• expected annual document volume;
• number of UAE legal entities;
• preferred integration method;
• information entered in the message field; and
• your consent to be contacted about the enquiry.

Please avoid including confidential invoice data, passwords, payment information or unnecessary personal information in free-text form fields.

Information Collected Through Website Use

Depending on the website configuration and your cookie choices, technical information may include:

• IP address;
• browser and device type;
• operating system;
• referring page;
• pages viewed;
• approximate session time;
• button and navigation interactions;
• cookie preferences; and
• basic diagnostic or security information.

The approved implementation requires analytics to exclude personal information. Analytics events may include non-identifying details such as the selected enquiry category, volume band, ERP category, integration method, source page and CTA label. Names, email addresses, phone numbers, company names and free-text messages must not be sent to analytics.

Product and Invoice Data

Where an organisation uses the Al Sannad platform, the service may process information contained in electronic invoices, including business-party identities, tax identifiers, invoice references, delivery responses and transaction evidence.

The detailed handling of customer invoice data should be explained in the separate Data Processing Notice and the applicable customer agreement rather than relying only on this public website policy.

Why We Use Personal Information

We may use personal information to:

• respond to demo, pricing, readiness, integration or security enquiries;
• prepare a discussion relevant to the organisation's ERP and invoice process;
• contact the person who submitted an enquiry;
• provide requested product or security information;
• manage communications with prospective and existing customers;
• operate, secure and improve the website;
• identify website errors, abuse or attempted misuse;
• maintain records of enquiries and communications;
• comply with legal, regulatory or contractual requirements; and
• protect the rights, systems and operations of Nexain Arabia and Al Sannad.

We do not use information submitted through the demo form to make automated decisions that produce legal or similarly significant effects.

Legal Basis for Processing

Depending on the circumstances, information may be processed because:

• you asked us to take steps before entering into a business relationship;
• processing is necessary to respond to your enquiry;
• processing is required for a contract with your organisation;
• Nexain Arabia has a legitimate business interest in operating, securing and improving Al Sannad;
• you have provided consent, where consent is required; or
• processing is required to meet a legal obligation.

Where processing is based on consent, you may withdraw that consent. Withdrawal does not affect processing already performed before the withdrawal.

Demo and Business Communications

When you submit a demo or readiness request, Nexain Arabia may contact you about that enquiry and the relevant Al Sannad discussion.

The Book a Demo form consent wording is:

I agree that Nexain Arabia may contact me about Al Sannad and this enquiry.

Submitting a product enquiry does not automatically subscribe you to unrelated marketing communications.

Where separate marketing consent is introduced in the future, it should remain optional and separate from the consent required to respond to a submitted enquiry.

Cookies and Analytics

The Al Sannad website may use cookies or similar technologies for:

• essential website operation;
• security;
• saving cookie preferences;
• measuring website usage;
• understanding navigation and CTA performance; and
• diagnosing technical problems.

Non-essential cookies should not be activated until the visitor has made the required cookie choice.

Visitors should be able to review or update their preferences through Cookie Settings.

For details about cookie categories, duration and providers, refer to the separate Cookie Policy.

The current website implementation supports Google Analytics through a public measurement ID when configured. Analytics events are implemented through the Al Sannad analytics helper and must not include personal information.

How We Share Information

Nexain Arabia may share information only where reasonably required with:

• personnel authorised to respond to Al Sannad enquiries;
• service providers supporting website hosting, email delivery, security, analytics or form processing;
• professional advisers where necessary;
• authorities where disclosure is required by applicable law; or
• another party involved in a lawful corporate transaction, subject to appropriate controls.

Service providers should receive only the information required to perform their services and should not use it for unrelated purposes.

The current files do not contain an approved named subprocessor register. Named subprocessors are not published in this policy until the actual production list has been confirmed.

International Processing and Data Location

Al Sannad is positioned as a UAE-specific product. The documented default commercial position is deployment in a UAE public cloud region, with other deployment arrangements potentially available under enterprise terms.

Website or communication providers may process limited information outside the UAE depending on the production services selected.

Where personal information is transferred across borders, Nexain Arabia should apply the contractual, organisational and technical measures required for the transfer.

Email delivery for the Book a Demo form is performed server-side using the configured Al Sannad email endpoint and verified sender details. The implementation includes support for a Resend-compatible email endpoint when configured.

Data Security

Nexain Arabia applies technical and organisational measures intended to protect information against unauthorised access, alteration, disclosure or loss.

Documented Al Sannad controls include:

• row-level security across tenant tables;
• role-based access;
• multi-factor authentication;
• controlled access logs;
• append-only evidence controls;
• controlled certificate operations;
• monitoring and disruption detection; and
• configurable retention and legal-hold paths.

The sourcebook confirms row-level security enforced on tenant tables and identifies configurable retention, legal-hold and tombstone paths.

No internet-based service can guarantee absolute security. Users should avoid submitting unnecessary sensitive data through public website forms.

Data Retention

Website and Demo Enquiries

Personal information submitted through the Book a Demo or contact process will be retained only for as long as reasonably necessary to:

• respond to the enquiry;
• manage the potential or existing business relationship;
• maintain appropriate communication records;
• meet legal or contractual requirements; and
• resolve disputes or security concerns.

The source files do not define a fixed retention period for website leads or demo-form submissions. Nexain Arabia retains these records only for as long as needed for the enquiry, business relationship, legal obligations, disputes or security concerns.

Invoice and Transaction Records

Al Sannad's approved product material states that every plan includes a seven-year retention policy for invoice records and related evidence.

The seven-year invoice-retention policy is separate from the retention period applied to website visitors and demo enquiries.

Information may be retained longer where required by law, contract, dispute, investigation or legal hold.

Your Privacy Rights

Subject to applicable law and any relevant limitations, you may request to:

• access personal information held about you;
• correct inaccurate or incomplete information;
• withdraw consent where processing depends on consent;
• request deletion where information is no longer required;
• object to or restrict certain processing;
• ask how your information has been used or shared; or
• submit a privacy complaint.

To make a request, contact:

info@nexainarabia.com

Nexain Arabia may need to verify your identity before completing a request. Certain information may need to be retained where required by law, contract, security or legitimate recordkeeping obligations.

Information About Other People

Do not submit another person's personal information unless you are authorised to provide it and the person has been given any privacy information required by law.

Business contact details should be limited to what is reasonably necessary for the enquiry.

Children's Information

The Al Sannad website and platform are intended for businesses and professional users. They are not directed toward children.

Nexain Arabia does not knowingly use the Al Sannad website to request personal information from children.

Where information relating to a child is submitted unexpectedly, contact Nexain Arabia so the matter can be reviewed and appropriate action taken.

External Websites

The Al Sannad website may link to:

• the Nexain Arabia corporate website;
• WhatsApp;
• Google Maps;
• email applications; or
• other third-party services.

Those services operate under their own privacy policies and terms. Nexain Arabia is not responsible for how an independent third-party website processes information after a visitor leaves the Al Sannad website.

The Al Sannad site should clearly indicate when a link opens an external website.

Changes to This Policy

This Privacy Policy may be updated when:

• website functionality changes;
• new service providers are introduced;
• data-processing activities change;
• legal or regulatory requirements change; or
• Al Sannad services are updated.

The current version will be published on this page with its effective date and last-updated date.

Material changes should be communicated through an appropriate website or customer notice where required.

Contact Us

For questions about this Privacy Policy or the use of personal information, contact:

For broader corporate enquiries, visitors may use the Nexain Arabia corporate contact page.