Last Updated: December 3, 2025
QuantumFlex AI ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you use QuantumFlex SmartForms.
1. Information We Collect
1.1 Information You Provide
| Data Type | Purpose |
|---|---|
| Email address | Account creation, login, communications |
| Password | Account security (stored encrypted) |
| Form content | Storing and displaying your forms |
| Payment information | Processing subscriptions (via Stripe) |
1.2 Information Collected Automatically
| Data Type | Purpose |
|---|---|
| IP address | Security, fraud prevention, submission tracking |
| Browser type | Service optimization |
| Usage data | Service improvement |
| Cookies | Session management, preferences |
1.3 Form Submission Data
When someone submits a form you created, we store that submission data on your behalf. You are the data controller for form submissions; we are the data processor.
2. How We Use Your Information
We use your information to:
- Provide the Service: Create and manage your account, store your forms, process submissions
- Process payments: Handle subscription billing through Stripe
- Communicate: Send service-related emails, respond to support requests
- Improve the Service: Analyze usage patterns, fix bugs, develop new features
- Ensure security: Detect and prevent fraud, abuse, and security threats
3. Legal Basis for Processing (GDPR)
We process your data based on:
- Contract: To provide the service you signed up for
- Consent: For marketing communications (you can opt out)
- Legitimate interest: For security, fraud prevention, and service improvement
- Legal obligation: To comply with applicable laws
4. Data Sharing
4.1 We DO NOT:
- Sell your personal data
- Share your data with advertisers
- Use your form data for our own purposes
4.2 We MAY share data with:
| Third Party | Purpose | Data Shared |
|---|---|---|
| Stripe | Payment processing | Email, payment info |
| Amazon Web Services (AWS) | Email delivery, infrastructure | Email addresses, all stored data (encrypted) |
| Law enforcement | Legal requirements | As required by law |
5. Data Retention
| Data Type | Retention Period |
|---|---|
| Account data | Until you delete your account |
| Forms | Until you delete them or your account |
| Submissions (including IP addresses) | Until you delete them or your account |
| Password history | Last 5 passwords retained for security |
| Payment records | 7 years (legal requirement) |
| Server logs | 90 days |
6. Your Rights
You have the right to:
6.1 Access Your Data
Request a copy of all data we hold about you. Use the "Export My Data" feature in Account Settings.
6.2 Correct Your Data
Update your account information at any time through your dashboard.
6.3 Delete Your Data
Delete your account and all associated data through Account Settings. This action is permanent and cannot be undone.
6.4 Data Portability
Export your data in a machine-readable format (JSON).
6.5 Object to Processing
Contact us to object to specific processing activities.
6.6 Withdraw Consent
Where processing is based on consent, you can withdraw it at any time.
7. Data Security
We protect your data through:
- Encryption: Data encrypted in transit (HTTPS/TLS) and at rest
- Password hashing: Passwords are never stored in plain text
- Password history: Previous passwords are securely hashed to prevent reuse
- Session security: Sessions are invalidated when passwords change
- Access controls: Limited employee access to user data
- Rate limiting: Protection against brute-force attacks
- Account lockout: Automatic lockout after failed login attempts
- Regular backups: Data backed up daily
- Security monitoring: Continuous monitoring for threats
8. Cookies
We use cookies for:
- Essential cookies: Required for the service to function (login sessions)
- Preference cookies: Remember your settings
See our Cookie Policy for details.
9. International Data Transfers
Our servers are located in Canada. If you access the service from outside Canada, your data will be transferred to and processed in Canada, which has adequate data protection laws recognized by many jurisdictions.
10. Children's Privacy
Our Service is not intended for children under 18. We do not knowingly collect data from children. If you believe we have collected data from a child, contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. The "Last Updated" date at the top indicates when changes were made.
12. Contact Us
For privacy-related questions or to exercise your rights:
Data Protection Contact:
QuantumFlex AI
Email: privacy@quantumflexai.com
Website: quantumflexai.com
13. Complaints
If you believe we have not handled your data properly, you have the right to lodge a complaint with your local data protection authority.
For EU residents: Contact your national Data Protection Authority.
For Canadian residents: Contact the Office of the Privacy Commissioner of Canada.