Customer portal — Privacy notice
This notice explains what the NexgenTec customer portal keeps about you as a person who signs in, and why. It sits alongside the Terms of Use and your organization's agreement with NexgenTec.
What we keep about you
- Your account: name, work email address, your role and what you've been given access to, your time zone, and — if you turn on two-step verification — the secret for your authenticator and the browsers you've asked us to remember.
- Sign-in records: when you sign in or fail to, and the network address it came from.
- Activity: what you do in the portal — viewing, downloading, sending, or archiving a fax; reading or sending a text; changing a setting — with the time and your account. Your organization's administrators can see this on the Activity page.
- Notifications: if you turn on text alerts on a phone or browser, a token that lets us send a notification to that device. It is removed when you turn alerts off.
What we handle on your organization's behalf
The faxes, texts, voicemails, call records, documents, and contact lists in the portal belong to your organization. NexgenTec processes and stores them to provide the service, under your organization's agreement and, where it applies, a Business Associate Agreement. They are kept for as long as your organization's plan and settings say, and they are shown only to the people your organization's administrators have given access to.
AI reading of faxes. Unless your organization has turned it off, each fax is read once by an AI model — run by a third-party provider, Anthropic, under NexgenTec's agreement with them, which does not allow the fax or the reading to be used to train any model — to produce the short summary, sender, subject and suggested folder the inbox shows. The summary is stored with the fax and shown only to the people who can see the fax. Your organization's administrator can turn AI reading off under Fax › Settings › AI reading; doing so deletes everything the AI generated. Where a Business Associate Agreement is in place with NexgenTec, AI reading is off.
Who at NexgenTec can see what
NexgenTec support staff can open your organization's portal to help you. When a staff member opens a customer's fax or message, the portal records who did it and the reason they gave, and that appears in your organization's activity record too. Staff never need your password.
How it's protected
Everything travels over encrypted connections. Sign-ins can be protected with two-step verification. Keys issued to your organization's computers are stored only as one-way hashes and can be revoked at any time. Access is per person, so there is no need to share a login.
Cookies
The portal uses a signed sign-in cookie to keep you signed in, a "remember this browser" cookie if you choose it for two-step verification, and nothing for advertising or tracking.
Your choices
You can update your name and time zone, change your password, and manage two-step verification and device notifications under Settings. To close your account, ask your organization's administrator, who can also turn AI reading of faxes off. Questions about your organization's data, retention, or the Business Associate Agreement go to your administrator or to NexgenTec at support@nexgentec.com.