Legal

Privacy Policy

Last updated 10 July 2026

Ameena Suite is operated by Novatrax Company Limited. This Privacy Policy explains how Ameena Suite collects, uses, shares and protects personal information in connection with our websites and platform (the Service). It applies to visitors of our website and to users of the Service. For personal information that Ameena Suite processes on behalf of a customer organisation, that organisation is the controller and this policy is provided for transparency.

1. Information we collect

• Account information such as name, work email, phone number, organisation and role, provided when you register or request a demo.
• Usage and device information such as log data, IP address, browser type and pages viewed, collected automatically to operate and secure the Service.
• Information you submit through forms, including the demo request form and any messages you send us.
• Customer Data that organisations enter into the Service, which may include employee, patient, candidate and financial records, processed on the customer behalf.

2. How we use information

• to provide, maintain, secure and improve the Service;
• to respond to demo requests, enquiries and support needs;
• to send service and administrative communications;
• to detect, prevent and address fraud, abuse and security incidents; and
• to comply with legal obligations.

3. Legal bases

Where applicable law requires a legal basis, we rely on performance of a contract, our legitimate interests in operating and securing the Service, your consent where requested, and compliance with legal obligations.

4. How we share information

We share personal information only as needed:

• with service providers that host or support the Service under confidentiality and data-processing obligations;
• with integrations you enable, such as email, single sign-on, payment and messaging providers, at your direction;
• where required by law, regulation, or valid legal process; and
• in connection with a merger, acquisition or reorganisation, subject to this policy.

Ameena Suite does not sell personal information.

5. Health information

Where the Service processes protected health information, Ameena Suite acts as a service provider to the customer and is designed to support HIPAA compliance. A Business Associate Agreement is executed before protected health information is processed. Ameena Suite does not represent that it is HIPAA certified.

6. Data security

We use administrative, technical and organisational safeguards designed to protect personal information, including encryption in transit and at rest, role-based access controls, per-tenant data isolation, and audit logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Cookies

Our website uses cookies and similar technologies to keep the site working, remember preferences and understand usage. You can control cookies through your browser settings; disabling some cookies may affect functionality.

8. Data retention

We retain personal information for as long as needed to provide the Service, comply with legal obligations, resolve disputes and enforce agreements. Customer Data is retained according to the customer subscription and instructions, after which it is deleted or de-identified.

9. International transfers

Your information may be processed in countries other than your own. Where required, we use appropriate safeguards for such transfers.

10. Your rights

Depending on your location, you may have rights to access, correct, delete, or restrict the use of your personal information, and to object or withdraw consent. To exercise these rights, contact us using the details below. If Ameena Suite processes your information on behalf of a customer, we will refer your request to that organisation.

11. Children

The Service is intended for business use and is not directed to children. We do not knowingly collect personal information from children.

12. Changes to this policy

We may update this policy from time to time. Material changes will be notified through the Service or by email, and the updated date above will reflect the change.

13. Contact

To reach Ameena Suite about privacy: