Last updated: Oct 14th, 2025
This Privacy Policy explains how Nubius Solutions LLC (“Nubius,” “we,” “our,” or “us”) collects, uses, and protects your personal data when you interact with our services.
It applies specifically to the use of:
- Our public informational website: https://nubius.io
- Our customer portal: https://portal.nubius.io
This Policy is written in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.
Who We Are
Nubius Solutions LLC is a cloud and IT services company based in the United States, providing infrastructure management, cloud hosting, distributed storage, managed applications, and consulting services through our own platform and strategic partnerships.
For all services, Nubius Solutions acts as the Data Controller of the personal data collected through our portal and website.
What This Policy Covers
| Platform | Purpose | Data Stored |
|---|---|---|
| nubius.io | Informational / Marketing site | Cookies (non-identifying unless consented), newsletter signup (email) |
| portal.nubius.io | Customer account & service management | Profile data, billing info, service metadata |
We do not allow users to comment, register, or post on nubius.io. All account-related activity happens through portal.nubius.io.
What Data We Collect
On the Portal (portal.nubius.io):
- Name, email address, company name, and contact number
- Billing and invoice details
- Service details and preferences
- Support history and communications
- Login metadata (IP, browser version, timestamp)
Note: We do not store your full credit card information. All payments are processed via PCI-compliant providers (Stripe or PayPal).
On the Website (nubius.io):
When you fill in our Contact form, we may store the following: Name, email address, company name, and contact number
When you subscribe to our Newsletter, we may store your email address.
Anonymous cookies for site performance and analytics
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
How We Use Your Data
| Purpose | Legal Basis (GDPR Article 6) |
|---|---|
| To deliver and manage services | Performance of a contract |
| To respond to support requests | Legitimate interests |
| To process payments | Legal obligation & contract necessity |
| To send optional newsletters | Consent (opt-in) |
| To maintain platform security | Legitimate interests |
| To register domains or SSLs | Performance of a contract |
Sharing and Third Parties
We do not sell or rent your personal data.
We only share it when necessary, with:
- Domain Registrars and SSL Providers (e.g., your email address).
- Payment Gateways (Stripe or PayPal — no full card details stored by us).
- Hosting and storage partners (Vultr, StorPool, etc.) for service delivery.
- Legal authorities, if required by law.
All third parties are bound by strict Data Processing Agreements (DPAs) and operate under GDPR-compliant safeguards.
Cookies and Tracking on nubius.io and portal.nubius.io
Our main site uses cookies to:
- Remember visitor preferences
- Monitor website performance and security
- Track marketing campaign effectiveness
- Help us improve your user experience
We categorize cookies as follows:
| Type of Cookie | Purpose |
|---|---|
| Essential | Required for navigation and site security |
| Analytics | Google Analytics (anonymous tracking) |
| Functional | Language preferences, session settings |
| Marketing (if active) | Ad campaign tracking, newsletter opt-ins |
Upon first visit, you will be asked to consent to cookies. You may adjust or revoke your preferences at any time by clicking the cookie settings button in the footer or changing your browser settings.
On portal.nubius.io (WHMCS portal), we use cookies primarily for:
- Session management and login (strictly necessary)
- Security tokens and CSRF protection (if provided by modules)
Consent & activation
We treat all cookies except strictly necessary ones as conditional:
- On the main site, non-essential cookies (analytics, marketing) are only set if you give explicit consent via our cookie banner.
- On the portal, we don’t not use tracking or marketing cookies; only session‑related, security tokens, and CSFR protection cookies are automatically set as needed.
Email Communications
We may contact you by email for different purposes, depending on your relationship with us and the type of consent you’ve given:
Service & Account-Related Emails (Transactional Emails)
These emails are essential to deliver our services and maintain your account. You cannot unsubscribe from these, as they are considered part of the service you have requested. These may include:
- Account creation and activation emails
- Invoices, payment reminders, and renewal notices
- Security notifications (e.g. password changes, login alerts)
- Domain registration and SSL provisioning notices
- Service maintenance announcements or critical updates
- Support ticket responses or onboarding messages
These emails are sent under the lawful basis of contractual necessity (Article 6(1)(b) GDPR) and ensure your account functions properly.
Email Marketing & Newsletter
- We only send marketing emails if you opt in to our newsletter or service updates.
- You can unsubscribe at any time using the link in each email.
- Unsubscribing from marketing emails will not affect your ability to receive essential account-related messages.
- We use professional tools (e.g., ActiveCampaign) with GDPR-compliant safeguards.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Data Retention
| Data Type | Retention Period |
|---|---|
| Customer account data | Life of account + 5 years for audit/legal |
| Billing & invoices | 7 years (tax and accounting purposes) |
| Newsletter subscription | Until you unsubscribe |
| Cookie data | Based on type (e.g., 1 day – 13 months) |
We securely delete or anonymize data when no longer needed.
Your Rights (GDPR)
You have the right to:
- Access your personal data
- Correct inaccurate or incomplete data
- Delete data when no longer needed
- Restrict how we use your data
- Port your data to another provider
- Object to processing based on legitimate interest
- Withdraw consent at any time (e.g., for email newsletters)
- Lodge a complaint with your local data protection authority
To exercise your rights, email us at [email protected]
Data Security
We use industry-standard security measures:
- HTTPS encryption on all portals and services
- Role-based access and monitoring
- Regular software updates and patching
- Secure backups and data isolation
- Staff training on privacy and data protection
Our Customer Portal is PCI-compliant and regularly audited.
Data Transfers Outside the EEA
We may transfer your data outside the EU/EEA (e.g., to U.S. data centers or service partners). When we do, we ensure:
- Standard Contractual Clauses (SCCs)
- Data Processing Agreements
- Additional technical & legal safeguards
Consent Logging
We maintain a secure record of all consent activities related to marketing emails and cookies, including the timestamp, IP address, and the method through which consent was given or withdrawn. This ensures transparency and accountability in compliance with applicable data protection laws.
No Automated Decision-Making
We do not use your personal data for automated decision-making or profiling that would produce legal effects or similarly significant consequences for you.
Data Breach Notification
In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will take immediate steps to mitigate the impact and notify affected individuals without undue delay, as required by applicable laws. We will also investigate the breach thoroughly and implement any necessary safeguards to prevent future occurrences.
Changes to This Policy
We may update this policy to reflect changes in the law or our services.
If significant changes are made, we will notify you via the portal or email.
Contact Us
Nubius Solutions LLC
Email: [email protected]
Website: https://nubius.io
Portal: https://portal.nubius.io