This policy explains what personal information NexPane collects, why, who it is shared with, how long it is kept, and the rights you have. It covers the NexPane desktop application (the "app"), the website at nexpane.app, and the services behind them, such as license activation, key recovery and the device manager.
NexPane ("we", "us") is a sole proprietor based in California, United States. We are the controller of the personal information described here, and you can reach us at [email protected].
The short version
- The app has no telemetry, analytics, crash reporting or ads. Your files are never sent to us.
- To run the free trial and your license, the app checks in with our license server. That is where most of what we hold comes from.
- When you buy, Paddle, our reseller, handles the payment and gives us your name and email so we can deliver your license.
- We don't sell or rent personal information, and we don't use it for advertising.
1. What the app sends, and when
NexPane is built to work locally. It connects to the internet only for the purposes below.
1.1 Trial and license checks
When the app starts its free trial, when you activate a license, and when it checks in to renew its license (normally every few weeks), it sends our license server:
- your license key (not for the trial);
- a machine identifier, which is a one-way hash of your PC's Windows machine ID, processor model and computer name;
- the Windows machine ID, processor model and computer name themselves, which the server uses to recognize the same PC across reinstalls and then discards; and
- your computer's name, shown as the device name on your devices page.
Our server also sees the IP address each request comes from, and our hosting provider, Cloudflare, tells us which country and network (ASN) that address belongs to.
What we keep:
- For trials: a one-way hash that identifies the trial, the machine identifier, when the trial started and last checked in, and the IP address that started it. We delete that IP address after 48 hours; it is only used to limit how many trials one network can start in a day. We keep the rest so a trial can't be restarted by reinstalling.
- For licenses: for each activated device, the machine identifier, the device name, the country and network it last connected from, its most recent IP address, and when it was activated and last seen. We delete a device's IP address once it hasn't connected for 90 days.
1.2 Update checks
The app checks for updates when it starts, every six hours while it runs, and when you ask. The check tells our server which version you have, your processor architecture and your installer type. It includes no license key or machine identifier. We count checks by those three details and nothing else, to see which versions are in use. Installers and updates are downloaded from GitHub's servers, which see your IP address.
1.3 Features you choose to use
- Voice input. Speech recognition runs entirely on your PC. Audio is never uploaded or saved. If you download a speech model through the app, it comes from Hugging Face, which sees your IP address.
- Maps in previews. When you preview a photo or GPS track that contains a location, the app may load map images from OpenStreetMap, which sees your IP address and the area shown.
- Network and cloud locations. Connections you set up, such as SFTP, WebDAV or S3, go directly from your PC to those servers. Saved passwords are stored encrypted in Windows Credential Manager.
1.4 Stored only on your PC
Your settings, layout and diagnostic logs stay on your PC. Logs are kept in %LOCALAPPDATA%\NexPane\logs, limited to the 20 most recent sessions, and never sent to us. You can delete them at any time. If you ask for support, we may ask you to send a log file, and you can read it first.
2. Purchases, the website and email
2.1 Purchases
Paddle.com is our reseller and the merchant of record for every purchase. Paddle collects your payment and billing details and processes them under its own privacy policy. We never see your card details. After you buy, Paddle gives us your name, email address, its customer and transaction identifiers, what you bought, and the amount and currency you paid.
2.2 Key recovery and the devices page
When you ask us to email your key or a sign-in link, we use the email address you enter to find your license and send the message. To prevent abuse, we keep a short-lived count of requests for each email address and IP address, deleted within a day. Sign-in links are stored only as a one-way hash and stop working after 15 minutes.
2.3 Preventing license sharing
A license covers all of one person's devices. To spot a key being shared by many people, we look at patterns across a license's devices: how many there are, how many countries and networks they connect from, and how quickly new ones appear. If a license crosses our thresholds, new activations on it may be paused automatically while a person reviews it. Devices already activated keep working, and a license is never revoked automatically. You can contact us to have a pause reviewed.
2.4 Email
We send only transactional email: your license key, key recovery and sign-in links. It is delivered by Resend. We don't send marketing email.
2.5 Website analytics and cookies
The website uses Cloudflare Web Analytics, which counts page views without cookies and without identifying or tracking individual visitors. Our server also counts a few anonymous events, such as downloads and checkouts opened; these counts contain no IP address, email address, license key or other identifier. The website itself sets no cookies. Paddle's checkout may use cookies that are needed to take payment and prevent fraud.
Because we don't track visitors across websites or over time, we treat every visitor the same whether or not their browser sends a Do Not Track or Global Privacy Control signal.
3. How we use information
We use personal information only for the purposes below. If you are in the European Economic Area, the UK or Switzerland, the table also shows the legal basis we rely on.
| Purpose | Legal basis |
|---|---|
| Running the trial, and activating, renewing and showing your licenses and devices | Performing our contract with you; for the trial, our legitimate interest in offering it |
| Delivering and resending license keys and sign-in links | Performing our contract with you |
| Preventing license sharing, trial abuse, fraud and misuse of our services | Our legitimate interest in protecting the product and the people who pay for it |
| Answering support requests | Performing our contract with you, or our legitimate interest in helping you |
| Keeping tax, accounting and dispute records | Complying with our legal obligations |
We don't sell personal information, share it for advertising, or use it to build profiles.
4. Who we share it with
We use a small number of service providers, who process information for us under contract:
| Provider | What for | Information |
|---|---|---|
| Paddle | Reseller and merchant of record: checkout, payment, tax, receipts and refunds | Name, email, billing and payment details, purchase |
| Cloudflare | Hosting the website, license server and database; website analytics | Everything our servers process, including IP addresses |
| Resend | Sending license and sign-in emails | Email address, name, license key or sign-in link |
| GitHub | Hosting installer and update downloads | IP address of the downloading device |
Hugging Face and OpenStreetMap receive information only when you use those features, directly from your PC, as described in section 1.3. We may also disclose information when the law requires it, to protect our rights or someone's safety, or to a successor if the NexPane business is transferred, who must then honor this policy.
5. International transfers
We are based in the United States, and our providers process information in the United States and other countries. When we transfer personal information from the EEA, the UK or Switzerland, we rely on safeguards such as the European Commission's Standard Contractual Clauses or our providers' certification under the Data Privacy Framework.
6. How long we keep it
- Customer, order and license records: for as long as your license exists, so we can keep providing it, then as long as tax, accounting and dispute rules require.
- Device records: while the device is on your license. IP addresses are deleted 90 days after a device last connects, and you can remove a device at any time.
- Trial records: kept so a trial can't be repeated, with the IP address deleted after 48 hours.
- Sign-in links and abuse counters: deleted within a day.
- Anonymous event counts: 90 days.
- Update check counts: three months.
- Support email: for as long as we need it to help you and to refer back to later.
7. Security
Every connection to our services is encrypted with HTTPS. Licenses are cryptographically signed, sign-in links are stored only as hashes, and access to production systems is restricted and protected by strong authentication. On your PC, saved credentials are encrypted by Windows. No system is perfectly secure, and if a breach affects your personal information we will notify you as the law requires.
8. Your rights and choices
Depending on where you live, including in the EEA, the UK and California, you may have the right to:
- know what personal information we hold about you, and get a copy in a portable format;
- have inaccurate information corrected;
- have your information deleted;
- object to or restrict some processing; and
- exercise these rights without being treated differently for doing so.
To make a request, email [email protected] from the address linked to your license, so we can confirm it's you. We respond within 30 days. Deleting your information revokes your licenses, because we can no longer connect them to you, so we'll confirm with you first. Payment records held by Paddle are handled through Paddle at paddle.net.
You can also remove devices yourself on your devices page. If you are in the EEA, UK or Switzerland, you have the right to complain to your data protection authority.
California residents: we do not sell or share personal information as the California Consumer Privacy Act defines those terms, and we don't use sensitive personal information for any purpose that would give you a right to limit it.
9. Children
NexPane is not directed at children under 13, or under 16 in the EEA and UK, and we don't knowingly collect their personal information. If you believe a child has given us personal information, contact us and we will delete it.
10. Changes to this policy
If we change this policy, we will update the date at the top. For material changes, we will give notice on our website or by email before they take effect.
11. Contact
NexPane, California, United States
[email protected]