Privacy Policy - QuantumFlex SmartForms

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Effective Date: November 24, 2025
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.

            Summary: We collect only what we need, we don't sell your data, and you have full control over your information including the right to export or delete it at any time.
        

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.

            IP Address Logging: When a person submits a form, their IP address is recorded along with the submission. This helps form owners identify duplicate submissions, detect fraud, and comply with legal requirements. Form owners can view IP addresses in their submission records. By submitting a form, users consent to this collection.
        

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

6.6 Withdraw Consent

Where processing is based on consent, you can withdraw it at any time.

            To exercise your rights: Go to Account Settings or contact us at privacy@quantumflexai.com
        

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.