This Privacy Policy explains how [COMPANY LEGAL NAME] ("Q-OPTIX", "we", "us") collects, uses, stores and discloses personal information when you visit our website, create an account, or use the Q-OPTIX platform (web, iOS, Android and customer portal). We're committed to handling your information transparently and in accordance with the [APPLICABLE PRIVACY LAW e.g. Australian Privacy Principles under the Privacy Act 1988 (Cth)].
Information we collect
We collect information you provide directly, information generated as you use the platform, and information from third parties you authorise us to integrate with.
Information you provide
- Account details — name, work email, phone number, role, and the tenant (organisation) you belong to.
- Authentication credentials — passwords (hashed) and, where enabled, SSO identifiers.
- Operational data — jobs, sites, assets, service reports, photos, signatures, time entries, RFIs, defects and any content you submit through the platform.
- Billing details — for paid plans, billing contact and payment information handled by our payment processor [PAYMENT PROCESSOR e.g. Stripe].
- Support communications — messages, attachments and feedback you send us.
Information collected automatically
- Device and log data — IP address, browser, OS, device identifiers, crash logs and timestamps.
- Usage data — pages viewed, features used, and in-app events used to improve the product.
- Location data — where you opt-in, your mobile device's location is used for clock-in, asset proximity and lone-worker safety. You can revoke this in your device settings at any time.
- Cookies and similar technologies — see Cookies below.
Information from third parties
- Identity providers — if your organisation uses Google Workspace, Microsoft 365 or another SSO provider, we receive your directory profile (name, email, group membership).
- ERP and accounting systems — where your tenant has enabled an integration (e.g. Pronto Xi, Xero, MYOB), we sync the records authorised by your administrator.
- AI and analytics providers — see Subprocessors below.
How we use your information
We use personal information to:
- Provide, maintain and improve the Q-OPTIX platform.
- Authenticate users and protect accounts.
- Process payments and manage subscriptions.
- Send service announcements, security alerts and product updates.
- Provide support and respond to enquiries.
- Detect, investigate and prevent fraud, abuse and security incidents.
- Comply with legal obligations and enforce our agreements.
Where required by law, we rely on your consent, the performance of a contract with you or your organisation, or our legitimate interests in operating and securing the platform.
Tenant data and your administrator
Q-OPTIX is a multi-tenant platform. If you use Q-OPTIX through your employer or client, that organisation is the tenant and acts as the controller of the data within their workspace. Your administrator can access, export, restrict or delete the records associated with your account. Please direct privacy requests about tenant-controlled data to your administrator in the first instance.
How we share information
We do not sell your personal information. We share it only as described here:
- Within your tenant — with other users in your organisation, according to the role-based permissions your administrator configures.
- With service providers (subprocessors) — for hosting, email, analytics, error reporting, AI features, support tooling and payments. Each is bound by contractual confidentiality and data-processing obligations.
- With integrations you authorise — for example, when your administrator connects an ERP, accounting system or identity provider.
- For legal reasons — to comply with applicable law, lawful requests from authorities, or to protect rights, safety and the integrity of the platform.
- In a business transfer — in connection with a merger, acquisition or sale of assets, subject to the protections of this policy.
Subprocessors
Our current subprocessors include [CLOUD HOSTING PROVIDER], [EMAIL DELIVERY PROVIDER], [ERROR REPORTING PROVIDER], [ANALYTICS PROVIDER], [AI PROVIDER e.g. Google Gemini] and [PAYMENT PROCESSOR]. A current list is available on request at info@q-optix.com.
International data transfers
Q-OPTIX is operated from [PRIMARY COUNTRY OF OPERATION] and stores production data in [PRIMARY DATA REGION]. Some subprocessors may process data in other jurisdictions. When we transfer personal information outside its country of origin, we use appropriate safeguards such as standard contractual clauses or equivalent mechanisms.
Security
We take reasonable and appropriate measures to protect personal information from loss, misuse and unauthorised access. These include encryption in transit (TLS), encryption at rest, role-based access control, principle-of-least-privilege engineering practices, continuous monitoring and audit logging. No method of transmission or storage is perfectly secure, so we encourage you to use a strong, unique password and to enable multi-factor authentication where available.
Data retention
We retain personal information only for as long as necessary to provide the platform, comply with our legal obligations, resolve disputes and enforce our agreements. Tenant data is retained for the life of the tenant's subscription and for [RETENTION WINDOW e.g. 30 days] after termination, after which it is permanently deleted from production systems and purged from backups within [BACKUP PURGE WINDOW e.g. 90 days].
Your rights
Subject to applicable law, you may have the right to access, correct, delete, restrict or object to certain uses of your personal information, to portability, and to withdraw consent. To exercise these rights, contact your tenant administrator (for data inside their workspace) or contact us directly at info@q-optix.com. We may need to verify your identity before responding.
If you are in Australia and have a complaint about our handling of your personal information that we have been unable to resolve, you may contact the Office of the Australian Information Commissioner (OAIC).
Cookies and tracking
We use a small number of cookies and similar technologies that are strictly necessary for the platform (authentication, session, security) and a limited set of analytics cookies used to understand product usage. You can control cookies through your browser settings; disabling strictly-necessary cookies will prevent you from signing in.
AI features
Some Q-OPTIX features (such as AI Smart Match) use third-party AI providers to generate suggestions. Where AI features are used, only the minimum data required for the request is sent, and provider contracts prohibit using customer data to train foundation models. AI suggestions are decision-support, not decision-making — a human always confirms scheduling, dispatch and customer-facing output.
Children
Q-OPTIX is a workplace platform and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.
Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be notified through the platform or by email to account administrators before they take effect. The "Last updated" date below always reflects the current version.
Contact us
Questions, requests and complaints regarding this policy can be sent to:
- Email:
- info@q-optix.com
- Postal address:
- [COMPANY LEGAL NAME], [STREET ADDRESS], [CITY, STATE, POSTCODE, COUNTRY]
- Data protection contact:
- [DPO / PRIVACY OFFICER NAME]
Last updated
This Privacy Policy was last updated on 1 June 2026.