OVASAI Privacy Policy

Introduction

Here at NorthAxis Solutions Ltd, we take your privacy and the processing of your personal data very seriously. Therefore, we have prepared this Privacy Notice where we describe our contact details, information regarding what personal data we process and what rights you have towards us and how you may defend them. Always feel free to contact us if you have any questions about our processing of personal data or this Privacy Notice.

What is personal data?

“Personal data” is any information relating to an identifiable or identified person (you as a user). An identifiable person is someone who can be identified, directly or indirectly, for example by reference to an identification number or to one or more factors specific to his or her physical, physiological, mental, economic, cultural or social identity. We may process your personal data when you:

• Subscribe to our newsletter
• Complete a contact or enquiry form on our website
• Create an account, subscribe to OVASAI, or use our food diary, meal analysis, manual entry, favorites, Agent Mode, or nutrition insight features
• Send us feedback via our website or other direct contact channels
• Respond to our marketing communications
• Correspond with us by telephone, post or email, in which case we may keep a record of the correspondence and retain the personal data in accordance with the segment on “Personal data which we handle” below.

Personal data which we handle

Your personal data may only be processed by us with your given consent, when it is necessary for the performance of a contract to which you are a party, or when it is necessary for our compliance with a legal obligation. The processing of the personal data, the specific purposes for the processing, the legal basis for the processing, and for how long we store your personal data, is described below.

Name and Email address

We may collect and process your name(s) and email address in order to set up and maintain your account, set up any subscriptions as well as for future offers and relative information from time to time. All such processing is based on your consent and the data will be kept for six years or until you withdraw your consent.

Meal, nutrition, diary and feeling data

When you use OVASAI, we may collect and process information that you choose to enter or upload, including meal photos, manual meal descriptions, food items, estimated nutrition values, diary entries, favorite meals, meal times, drink entries, exercise entries, notes, optional post-meal feeling ratings or feeling notes, and optional day-level feeling notes. We process this information to provide the OVASAI service, save and display your food diary, generate nutrition and exercise estimates, help you review trends, and provide nutrition insight features such as advanced insights and AI-assisted analysis of your diary and feeling patterns.

Post-meal feeling notes are optional. Please do not include sensitive medical information, diagnoses, medication details, or other information you do not want OVASAI to process. If you choose to include health-related information in notes or diary entries, we will process it only to provide the features you request, such as displaying your diary or generating AI analysis based on your saved data.

Diary, nutrition and feeling data is kept while your account is active so that the service can show your history and trends. You can remove diary entries in the app, and you can request deletion of your account or personal data using the rights described below.

Private diary access

Your private food diary, meal photos, meal descriptions, food items, nutrition estimates, drink entries, exercise entries, favorites, feeling ratings, feeling notes, day notes, and AI diary conversations are not made available for OVASAI staff or administrators to browse, read, or review through admin or support tools without your explicit approval.

If an administrator uses a support impersonation tool to help resolve an account issue, that session is restricted to an account-only support view. It does not show your diary, analysis, Agent Mode history, favorites, goals, trainer content, achievements, meal photos, notes, or other personal nutrition history.

If a support issue genuinely requires full account access, an administrator must request your permission by email. Full support access is only enabled if you approve the request link, is time-limited, and is recorded in a dated audit trail showing when access was requested, approved, activated, and ended.

Administrators may access limited account administration information, such as your name, email address, subscription status, payment identifiers, verification status, and support-related records, where needed to operate the service, manage billing, handle security, or respond to your request.

AI analysis and automated processing

OVASAI uses artificial intelligence to estimate food, nutrition and exercise information, summarize meals, assist with diary workflows, and analyse trends and post-meal feeling data when you ask it to do so. This processing may involve sending the information needed for the requested analysis, such as meal descriptions, food items, diary entries, exercise entries, feeling ratings, and optional notes, to our AI service providers.

AI analysis is provided for informational purposes only and may be inaccurate. OVASAI does not provide medical advice, diagnosis, or treatment. You should not rely on AI output as a substitute for advice from a qualified healthcare, nutrition, or dietetic professional.

Where your personal data is stored

We are a national company active in the United Kingdom. Your personal data is stored and processed inside the European Economic Area (EEA), ensuring compliance with relevant EU legislation on personal data processing.

Security

We are committed to securing personal information and any data we collect from clients. We use physical, technical and organisational security safeguards to help protect your personal data that we have collected from unauthorised access and third parties.

Payment details

In order to charge for our service, we process payments through Stripe. Payment information is handled by Stripe and we do not store full card details on our own systems. We may store subscription status, billing identifiers, and related records needed to manage your account and subscription.

Third-party websites

When using our site, you may be directed to third-party websites or services, such as Stripe for payment processing or AI service providers used to deliver requested analysis. We are not responsible for the content or privacy policy on third-party sites that are outside our control.

Cookies

A cookie is a small piece of data that may be stored on your computer or mobile device, used to allow the website to “remember” you and your preferences over time. Session cookies are stored for only a brief amount of time (up to 30 minutes after your visit), while persistent cookies can be stored for up to 12 months after your last visit of the website. You can manage the cookies and whether you accept cookies or not on your computer or mobile device by accessing the browser settings. For most browsers, you are able to categorically accept, refuse or delete cookies at all times.

Summary of your rights towards us:

You as a user have the possibility to claim several rights towards us. Such rights are listed here and thereafter described in detail below. You find our contact details at the top of this Privacy Notice.

• Right to be forgotten
• Right to withdraw consent
• Right to access
• Right to rectification
• Right to restriction of processing
• Right to data portability
• Right to object
• Right to lodge a complaint with a supervisory authority.

Right to be forgotten

You have the right to request that we delete any personal data that we process about you. We will delete the data as soon as possible, but at least within one month’s time. If the personal data is needed for fulfilment of our contractual duties towards you or to preserve it with legal ground, we will however not delete the information until the data is no longer needed. We will also, without your explicit demand, delete such personal data that we have collected but do not longer have a lawful right to process. We will inform you about this, if it would occur.

Right to withdraw consent

You have the right to withdraw your given consent at any time. If you do so, we will erase such personal data which is not subject to any other legal ground than your given consent. The erasure will be done as soon as possible. Please note that your withdrawal of consent does not oblige us to erase personal data which is processed based on a contractual relationship or any other legal ground.

Right of access

You have, at any time, the right to receive confirmation from us as to whether personal data concerning you are being processed. You have also the right to access that personal data and to receive the following information:

• The purposes of the processing
• The categories of personal data concerned
• The recipients or categories of recipients to whom personal data have been or will be disclosed
• The envisaged period for which the personal data will be stored or the criteria used to determine that period
• The existence of automated decision-making and profiling.

Right to rectification

You have, at any time, the right to demand us to correct any inaccurate personal data within a month’s time. You have also the right to complete incomplete personal data, taking into account our purposes of the processing, by the means of providing a supplementary statement.

Right to restriction of processing

You have, instead of demanding us to delete any data, the right to demand us to restrict our processing of your personal data. This may be achieved if:

• You have reason to believe that the accuracy of the personal data is not correct, and the restriction shall be in place during a period that allows us to verify the accuracy of the personal data
• The processing is unlawful but you don’t want us to delete the personal data
• We no longer need the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defense of legal claims
• You have objected to processing concerning profiling or automated decision-making, whereby a restriction shall be obtained during the period when we assess whether our legitimate ground for the processing override your legitimate ground.

Data portability

You have the right to retrieve the personal data which we process about you and that you have provided to us. You have also the right to demand that we transmit such personal data to another data controller if the personal data is collected based on your consent or if the processing of the personal data is carried out by automated means by us, if we deem it technically feasible.

Right to object

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you. This can be done when the personal data is processed as part of automated decision-making, including profiling, and direct marketing, if such processing would be carried out.

Right to lodge a complaint with a supervisory authority

You have, at any time, the right to lodge a complaint with a supervisory authority regarding our processing of your personal data. Regardless of where we carry out our business, even if it would not be in the member state which is your country of residence, you have the right to lodge your complaint to your national supervisory authority. Please follow the link below to find the contact details to your national supervisory authority:

Contact Details to National Supervisory Authorities

About this Privacy Notice

With regard to the General Data Protection Regulation (EU) 2016/679 (“GDPR”), we must disclose what personal data we collect and process about you, and for what purposes. In this Privacy Notice, you find all such information that we are obliged to inform you.

The Regulation in its entirety in your language, may be accessed by following this link:

GDPR Regulation

Would you like to defend your rights, which are listed in this Privacy Notice, you may contact us using the contact us page of this website.

Contact Us

If you have questions or comments about this Privacy Policy, please contact us