Privacy Policy

1. Who We Are

Nucleus Labs is a technology company providing software development, AI solutions, website development, mobile app development, and related digital services, operating remotely with a team based in Addis Ababa, Ethiopia, and operating this Site as its corporate and marketing presence.

Contact: NucleusLabs.et@gmail.com · +251 92 324 3132

2. What Personal Data We Collect and Why

We only collect personal data that you voluntarily provide to us through the following features of the Site. We do not require account registration and do not collect personal data from visitors who simply browse the Site.

2.1 Contact Form

When you submit our contact form, we collect: your name, email address, phone number (optional), company name (optional), the service you're interested in (optional), and your message. We also record which page or call-to-action the inquiry came from, for our own internal tracking.

Purpose: to respond to your inquiry, evaluate whether we can help with your project, and follow up with you.

2.2 Newsletter Subscription

When you subscribe to our newsletter, we collect your email address and record your subscription status (subscribed/unsubscribed).

Purpose: to send you updates from Nucleus Labs, if and only if you have subscribed. You may unsubscribe at any time (see Section 8).

2.3 Job Applications

When you apply for a role through our careers page, we collect: your full name, email address, phone number (optional), a link to your resume (which you provide, e.g., a Google Drive or LinkedIn link — we do not host resume files ourselves), an optional cover letter, and the position you are applying for.

Purpose: to evaluate your application and contact you about the role. We do not use job application data for any other purpose.

2.4 Technical / Anti-Abuse Data

To protect our forms from spam and abuse, we temporarily process your IP address at the time of submission to apply rate limits (e.g., blocking excessive submissions from the same source in a short period). This IP-based check is held briefly in server memory for this anti-spam purpose and is not stored in our database or linked to your other submissions.

2.5 What We Do Not Collect

The Site does not use advertising or analytics tracking cookies, does not process payments, and does not require you to create a public account. A light/dark theme preference, if you set one, is stored only in your own browser (not sent to or stored by us) and is not personal data we control.

3. Legal Basis for Processing

Under the Personal Data Protection Proclamation No. 1321/2024, we process your personal data on the following bases:

• Consent — where you voluntarily submit a form (contact, newsletter, job application), your submission constitutes informed consent to the processing described in this Policy for that purpose.
• Legitimate interest — for anti-spam/rate-limiting processing of IP addresses, and for maintaining the security and integrity of the Site.
• Performance of pre-contractual steps — where you contact us about a potential project, to take steps at your request before entering into a service agreement.
• Recruitment-related processing — for job application data, to assess your suitability for the role you applied to.

We do not process any special category / sensitive personal data (such as data about health, ethnicity, religion, or political opinion) through the Site's forms, and we ask that you do not include such information in your messages, cover letters, or resumes unless it is directly relevant and necessary (e.g., a disability accommodation request in a job application).

4. How We Share Your Data

We do not sell personal data. We share personal data only in the following circumstances:

• Service providers (data processors) who host or support the Site on our behalf, currently including our hosting and file-storage provider (Vercel) and our database provider. These providers process data only on our instructions and only to the extent necessary to operate the Site.
• Internal staff — Nucleus Labs team members with access to our administrative dashboard, on a need-to-know basis (e.g., staff reviewing job applications or contact inquiries).
• Legal compliance — where disclosure is required by Ethiopian law, a valid court order, or a lawful request from the Ethiopian Communications Authority or another competent authority.
• Business transfers — if Nucleus Labs undergoes a merger, acquisition, or sale of assets, personal data may be transferred as part of that transaction, subject to equivalent protections.

We do not use any third-party analytics, advertising, or social-media tracking service on the Site at this time. If this changes, this Policy will be updated before such a service is enabled.

5. Data Retention

We retain personal data only for as long as necessary for the purpose it was collected, specifically:

• Contact form submissions — retained while your inquiry is open and for a reasonable period afterward for our records, then deleted or anonymized.
• Newsletter subscriptions — retained for as long as you remain subscribed; if you unsubscribe, we retain a minimal record of the unsubscribe event to honor your request and avoid re-contacting you.
• Job applications — retained for the duration of the relevant hiring process and for a reasonable period afterward in case the role is reopened or for our internal recruitment records, then deleted.
• Rate-limiting IP data — held briefly in server memory and not persisted to our database.

6. Data Security

We apply reasonable technical and organizational measures to protect personal data, consistent with the Personal Data Protection Proclamation No. 1321/2024 and the Computer Crime Proclamation No. 958/2016, including: encrypted transmission (HTTPS) across the Site, hashed (not plain-text) storage of any administrative account passwords, role-based access limiting who on our team can view submitted data, and reliance on reputable infrastructure providers for hosting and storage.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Cookies and Similar Technologies

The Site does not use advertising, marketing, or third-party analytics cookies. The only cookie currently in use is a strictly necessary session cookie set when a Nucleus Labs staff member logs into the private administrative dashboard; this cookie is not set for ordinary visitors browsing the public Site and is not used to track visitors. Your theme (light/dark mode) preference, if set, is stored locally in your browser only and is never transmitted to us.

If we introduce analytics or other non-essential cookies in the future, we will update this Policy and, where required by law, seek your consent first.

8. Your Rights

Under the Personal Data Protection Proclamation No. 1321/2024, you have the right, in relation to your personal data, to:

• be informed about how your data is processed (as set out in this Policy);
• request access to the personal data we hold about you;
• request correction of inaccurate or incomplete data;
• request erasure of your data, subject to any legal retention obligations;
• request restriction of processing in certain circumstances;
• object to processing, including for direct marketing (you can unsubscribe from our newsletter at any time using the link in any newsletter email, or by contacting us); and
• receive your data in a structured, commonly used format, where technically feasible.

To exercise any of these rights, contact us at NucleusLabs.et@gmail.com. We will respond within a reasonable time and in accordance with the Proclamation's requirements.

9. Children's Data

The Site's forms are not directed at children. We do not knowingly collect personal data from children under the age of majority under Ethiopian law (18 years), except where a minor applies for an internship or role through the careers page with the knowledge and involvement of a parent or guardian, consistent with applicable labor law on minimum working age. If we become aware that we have inadvertently collected data from a child in violation of this Policy, we will delete it.

10. Data Breach Notification

In the event of a personal data breach that poses a risk to your rights and freedoms, we will notify the Ethiopian Communications Authority and, where required, affected individuals, in accordance with the timelines and procedures under the Personal Data Protection Proclamation No. 1321/2024.

11. Cross-Border Data Transfers

Because our hosting, file storage, and database infrastructure may be located outside Ethiopia, your personal data may be transferred to and processed in other countries. Where this occurs, we will only transfer personal data in accordance with the conditions set out in the Personal Data Protection Proclamation No. 1321/2024, which permit a transfer where: the recipient country or entity offers an adequate level of protection; you have given explicit, informed consent to the transfer; the transfer is otherwise necessary as permitted under the Proclamation; or the transfer is made from a register intended to provide information to the public.

12. Complaints and Contact Information

If you have questions, concerns, or a complaint about how we handle your personal data, please contact us first at:

Nucleus Labs
Remote — Addis Ababa, Ethiopia
Email: NucleusLabs.et@gmail.com
Phone: +251 92 324 3132

If you are not satisfied with our response, you have the right to lodge a complaint with the Ethiopian Communications Authority, the supervisory authority responsible for enforcing the Personal Data Protection Proclamation No. 1321/2024.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our data practices, the Site, or applicable Ethiopian law. The effective date at the top of this page indicates when it was last revised. Material changes will be reflected here; we encourage you to review this Policy periodically.