Privacy Policy

This policy explains what personal data Nifdi Systems Limited (“we”, “us”) collects through the nifdi website, editor and cloud service (together, the “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.
• If you create an account, we hold your email address and any diagrams you move to the cloud. You need an account for cloud diagrams and for diagrams shared with you, but not to use the editor.
• We count visits to our website, and which editor features are used by people without an account, without identifying anyone. If you are signed in, we measure how you use the editor only if you agree, linked to your account. We 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 cloud service or open diagrams shared with you. 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. For business customers, our data processing agreement governing processing on their behalf (the “Data Processing Agreement”) governs this processing. Controller where you use nifdi for purely personal purposes: we rely on performing our contract with you and, for other people’s personal data in your diagrams, our legitimate interest in providing the Service (we have carried out a balancing test and concluded that this interest is not overridden by the rights of the people concerned).
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.
Usage statistics — on our website’s public pages: pages visited, links and buttons clicked, the referring site, and browser and device type; and, in the editor when you are not signed in, which features are used, including which icons and components you look at. Collected without cookies or other storage on your device (other than a note of any objection you make), and never linked to you or your account.	To count visits, learn which pages and messages work, and learn which editor features are used or broken.	Controller: our legitimate interest in improving our website and the editor. The data is used only to produce aggregate statistics, and we have carried out a balancing test and concluded that this interest is not overridden by your rights, because the data is never linked to you or your account.
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.
Marketing emails — only if you agree. Your email address, your marketing choices and a record of the wording you were shown and when you gave or withdrew your agreement. If you also agree to email tracking, whether each email is opened and which links are clicked.	To send you news and useful tips about nifdi and, where you agree to email tracking, to learn which emails readers find useful.	Controller: your consent, which you can withdraw at any time from your account settings or through the unsubscribe link in each email.
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 or accessed.	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 of service (the “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. To keep the Service available, automatic limits cap how fast and how much any account can send, such as edits a minute or images per diagram; a request over a limit is refused and can be tried again later. When an account’s use is unusually high, a person looks at it, and no account is suspended, restricted or closed unless a person decides it should be.

Where we obtain personal data. Most of the data we hold comes from you. We also receive data from your sign-in provider when you sign in, from diagram owners who invite you to a diagram, from Paddle about paid subscriptions, from our service providers in operating the Service, and from people who report abuse or authorities who contact us.

Some providers process personal data outside the United Kingdom. We rely on UK adequacy regulations where they cover the transfer (including, for participating US organisations, the UK Extension to the EU-US Data Privacy Framework) and otherwise on an appropriate safeguard recognised by UK law, such as the UK International Data Transfer Agreement or the European Commission’s standard contractual clauses together with the UK International Data Transfer Addendum to those clauses. 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 with reasonable notice before they take effect. Business customers who have accepted our Data Processing Agreement receive advance notice of new subprocessors as that agreement describes.

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. Anyone who uses that browser can open diagrams stored in it, whether or not they are signed in.

You can use the editor without an account. We then hold no account data about you, and receive only the security and operational logs, error reports and usage statistics described above, while your browser requests fonts from Google Fonts as our Providers and Data Transfers register describes.

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. Access by our staff is restricted on a need-to-know basis.

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, and its backups are encrypted under the same key. The key is unlocked only for someone who has access to the diagram, or for the parts of the service that work on it when no one is using it, such as checking that its backups can be restored.
• Our everyday tools cannot read your diagrams. Querying our databases, exporting data or reading logs shows that a diagram exists, who owns it, who it is shared with, and when it was created, changed, backed up or opened, 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 connect an agent that you or your organisation have chosen, your diagram content is sent to that agent’s AI provider, which processes it under its own terms and privacy policy and is responsible for its own use of the data. We remain responsible for the security of our integration and for the data we send in response to your instructions. 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. Usage statistics store nothing on your device, unless you object to them, when your browser keeps a note of your objection.
• Email tracking. If you agree to email tracking, our marketing emails contain a small image and tracked links that tell us when an email is opened and which links are clicked. Emails sent to people who have not agreed contain neither.
• 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 and whether you want to receive marketing emails. Each is optional, separate from the other and from accepting our Terms and this policy, and stays off unless you agree. You can change either choice at any time in your account settings: product analytics under Privacy, and marketing emails under Notifications. Turning product analytics off does not affect the session cookie, error reports or server logs.

You can object to usage statistics through the link in the footer of our website, or in the editor when you are not signed in.

Security breaches

If a security breach affecting personal data for which we are the controller is likely to result in a high risk to you, we will tell you without undue delay. Where the data is in diagrams controlled by a business customer, we will notify that customer, which decides whether to tell you.

Requests from authorities

We disclose personal data to the police, a court or another authority when we are legally required to do so, or where we have a lawful basis and are satisfied that disclosure is necessary and proportionate to deal with an emergency involving a risk to someone’s life or safety, to prevent or detect crime, to respond to a security incident, or to establish, exercise or defend legal claims. We disclose only as much as is necessary, and we keep a record of each decision. Where the law allows and it is appropriate, we tell the people affected before disclosing.

How long we keep your data

• Account data and cloud diagrams: kept while your account exists. When an account is closed, whether by you or by us, it can no longer sign in, and its cloud diagrams are treated as deleted diagrams from the date of closure, as described below. 30 days later its account data is deleted, and backup copies of account data are deleted within a further 30 days. Free accounts that have not been signed in to for 24 months may be closed after notice, as our Terms describe.
• Deleted diagrams: removed from the live service immediately, so nobody can open them, and kept for 30 days so that a mistake can be put right, unless you ask us to delete them permanently straight away. After 30 days the keys that unlock them are destroyed. Backup copies are deleted within a further 28 days, and the copies of the keys kept in our hosting provider’s recovery history within 30 days after that, after which no copy of the diagram can be read. We may keep a deleted diagram longer where we must preserve it for an investigation or a legal claim.
• Analytics and error reports: up to 12 months, on a rolling basis.
• Marketing preferences and consent records: kept while your account exists and for six years after you withdraw your agreement or close your account, so that we can show what you agreed to and when.
• Email open and click records: up to 12 months, on a rolling basis.
• Sharing records (who has access to a diagram, and with what permission): kept while the diagram exists, and deleted with it. Access history (when a diagram was opened or changed, and by whom): kept as part of the records of access to diagram keys and the server logs described below. Who changed what is also part of the diagram’s own edit history, and is deleted with it.
• Records of access to diagram keys, and of our own recovery and key operations: two years, so that misuse can be investigated and our staff’s access checked after the fact.
• Server logs: up to 7 days.
• 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, to meet our UK tax and accounting obligations.

Your rights

Where the relevant legal conditions are met, 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 your account data and every cloud diagram you own from your account settings, or any diagram from the editor, at any time); and
• restrict how we use your data in the circumstances the law allows, for example while a dispute about its accuracy is resolved.

You can object at any time to processing that relies on our legitimate interests, including usage 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 may ask for reasonable information to confirm your identity or clarify your request. We will respond within the period the law requires, normally one month, which may begin or pause as the law permits while we wait for that information. Requests are free of charge unless they are manifestly unfounded or excessive, in which case the law allows us to charge a reasonable fee or refuse. Where the law allows more time for a complex request, we will tell you within the first 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 provide reasonable assistance to 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 about your account and the Service. We send marketing emails only if you have agreed, as described in the table above, and you can unsubscribe at any time.

Children

nifdi is designed and marketed as a professional tool, and the Service is not directed at children. You should not use the Service if you are under 18, and by creating an account you confirm that you are at least 18 years old. We do not actively verify your age.

Complaints

If you are unhappy with how we have handled your personal data, you can complain to us electronically by emailing privacy@nifdi.app with “Data protection complaint” in the subject. A complaint is separate from a request to exercise your rights, although you may make both. We will acknowledge your complaint within 30 days of receiving it, make appropriate enquiries into it, keep you informed of our progress where appropriate, and tell you the outcome, and any action taken, without undue delay. 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 give account holders reasonable advance notice 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, or promptly and in any event within one month after, your data is transferred to the new owner. We will require the new owner, through the transaction documents, to protect your data in line with applicable law and this policy, and to tell you before making any material change to who controls your data or how it is used.

Questions

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