Privacy policy of Nextimmo Sàrl

Preamble

In response to technological developments and to ensure the protection of users' privacy, Nextimmo Sàrl ("Nextimmo", "we", "our") places great importance on the protection of personal data.

This privacy policy informs you how we collect, process, and protect your personal data when you interact with our website nextimmo.lu, our valuation tools, contact forms, AI voice agents (via Retell), and third-party tools like Pipedrive and Cloudtalk.

1. Definitions

The term "personal data" means any information relating to an identified or identifiable natural person, directly or indirectly.

The "data controller" refers to the legal entity (Nextimmo Sàrl) that determines the purposes and means of processing your data.

2. Legal basis for processing

We process your personal data only in the following cases:

  • Contractual necessity or pre-contractual measures (e.g. contact form, valuation service);
  • Consent (e.g. newsletter subscription, use of the estimation tool or AI assistant);
  • Legitimate interest (e.g. usage statistics, customer follow-up, lead qualification);
  • Legal obligation (e.g. billing data retention).

3. Data we collect

A. When you use our website and services:

  • Forms (contact or valuation): name, surname, email, phone, and property-related information;
  • Account creation (private advertiser): same data as above, plus hashed password;
  • Browsing: IP address, device ID, session data, visited pages, browser type, timestamps.

B. When using our AI voice assistant (RetellAI):

  • Content of calls, information provided vocally (e.g. property address, characteristics);
  • Call recordings may be used for training, quality control, or as proof of service – in compliance with GDPR.

C. Through our support and CRM:

  • Communication history, appointments, and linked interactions or notes via Pipedrive.

4. Purposes of processing

We use your personal data to:

  • Provide the services you request (e.g. valuation, call back, lead qualification);
  • Create and manage user accounts;
  • Improve our website and internal tools;
  • Contact you with updates, support, or event invitations;
  • Send you marketing communications or newsletters, if you opted in;
  • Use voice assistants to automate and improve lead handling and customer response;
  • Ensure platform security and traceability.

5. Sharing of personal data

We only share your data with trusted service providers necessary for the operation of our services, including:

No data is transferred outside of the European Union without adequate safeguards. If any of our providers processes data outside the EU/EEA, such transfer only occurs where an appropriate level of data protection is ensured by standard contractual clauses or a valid adequacy decision.

6. Data security

We apply technical and organizational security measures to protect your data against unauthorized access, alteration, disclosure, or destruction, including:

  • SSL encryption;
  • Access restriction based on roles;
  • Regular backups;
  • Secure hosting environments and firewalls.

While we strive to apply high-level security, no online system can be guaranteed 100% secure. Please use caution when sending personal data online.

7. Data retention

We keep your data only as long as necessary to fulfill the purposes described:

  • Up to 3 years for prospecting purposes if no further contact;
  • Until your account is deleted;
  • As long as necessary for compliance with legal obligations;
  • You may request deletion or access at any time.

8. Your rights

In accordance with GDPR, you have the following rights:

  • Right to access your personal data;
  • Right to rectify or update your data;
  • Right to delete your data;
  • Right to restrict or object to processing;
  • Right to data portability;
  • Right to withdraw your consent at any time;
  • Right to file a complaint with the Luxembourg CNPD https://cnpd.public.lu

📧 To exercise your rights: privacy[at]nextimmo.lu

We may ask for proof of identity before fulfilling your request to ensure your data is not shared with unauthorized individuals.

9. Cookies

Our website only uses cookies strictly necessary for the technical functioning of the site. We do not use advertising or tracking cookies without your consent.

10. Data Protection Officer

Rudolphe ABEN Technical Manager – Nextimmo Sàrl 📧 rudolphe[at]nextimmo.lu

11. Updates

We may update this Privacy Policy at any time. All changes will be published on our website. Last updated: July 2025