Q-Collab Privacy Policy

1. Introduction

QuantumRonics Pvt Ltd. (“QuantumRonics,” “we,” “us,” or “our”) provides Q-Collab, a collaboration and communication platform for messaging, file sharing, meetings and workspaces. This Policy explains how personal information is processed when you use Q-Collab through supported web and mobile applications and related services.

Q-Collab accounts are generally provisioned by an organization’s administrator or through an authorized directory integration; public self-registration may be disabled. The information processed depends on the deployment, features enabled and permissions granted.

Where applicable law requires consent, we obtain it separately. Use of the service alone is not treated as consent where the law requires a separate consent mechanism.

2. Information We Process

2.1 Account and profile information

• • Name, username, email address, phone number, bio, avatar and guest display name, where provided.
  • Account identifiers, account status, authentication information and multi-factor authentication settings.
  • Time zone, language, date/time preferences, status message, workspace membership, role and access permissions.

2.2 Messages and collaboration content

• • Messages, direct messages, channel conversations, files, documents and other content you submit, send, receive, or store.
  • Workspace and channel information, meeting invitations and metadata needed for search, delivery, access control and collaboration.

Content shared with other users may be accessed, copied, downloaded, or retained by recipients according to permissions and available features.

2.3 Meetings, audio, video and screen sharing

• • Audio/video streams and screen-sharing content when those features are used.
  • Meeting recordings, transcripts, live captions, translations and draft minutes when enabled.
  • Meeting metadata, including participants, join and leave times, duration, device type, connection-quality information and whether a participant joined as a guest.

Recording is initiated by the meeting host and participants are notified in the application. Microphone, camera and screen-sharing access depends on the feature used and the permissions you grant.

2.4 Device, technical and security information

• • IP addresses, connection information, access timestamps, active sessions and authentication events.
  • Device or application information made available to the service.
  • Audit events, access-control events and technical or security logs needed to operate, troubleshoot and protect the service.
  • Push-notification tokens where required by the enabled notification features.

2.5 Integrations

Depending on deployment configuration, Q-Collab may exchange information with directory or authentication services such as LDAP or Microsoft Active Directory, external calendar/CalDAV services, email delivery services and Apple or browser push-notification services. The data exchanged depends on the integration and its permissions.

3. How We Use Information

• Provision and administer accounts, workspaces, memberships and access permissions.
• Provide messaging, file sharing, meetings, screen sharing, notifications and collaboration features.
• Generate transcripts, captions, translations and draft meeting minutes when enabled.
• Maintain security, audit trails, service operations and investigations into suspected misuse or unauthorized access.
• Respond to support requests, comply with legal obligations and enforce applicable terms.

We do not sell personal information as part of ordinary Q-Collab service operations.

4. Artificial Intelligence Features

Certain optional, feature-dependent Q-Collab functions use third-party AI services. When enabled, meeting audio segments may be sent to OpenAI services for transcription or related speech processing; transcript text may be sent to OpenAI for translation; and transcript text may be sent to Google Gemini to generate draft meeting minutes.

• Only use AI features for content your organization has authorized for that processing.
• AI output may be inaccurate, incomplete, or incorrectly attributed and should be reviewed before use in official records or important decisions.
• QuantumRonics has confirmed that, under the OpenAI and Google Gemini API configurations currently used for these Q-Collab features, submitted content is not retained beyond processing. This statement is limited to the current API services, account configuration and applicable provider terms that QuantumRonics has verified. Other processing, temporary technical handling, changes to provider terms, or changes in configuration may affect data handling. We will update this Policy if those arrangements change. Do not assume that this statement applies to other products or services from either provider.

5. How Information Is Shared

5.1 Service providers and integrations

Information may be processed by service providers that support enabled functionality, including AI processing, hosting, email delivery, notifications, directories and calendar integrations. Their role and applicable terms depend on the configured service.

5.2 Organization and platform administrators

Workspace owners and authorized administrators may manage memberships and permissions and may access workspace information according to their roles and the system’s capabilities. Platform administrators may access information as necessary to operate, secure, troubleshoot, or administer the service. If your organization provides your account, its own policies and workplace rules may also apply.

5.3 Legal, security and business transfers

We may disclose information where reasonably necessary to comply with law or lawful requests, investigate security incidents, enforce our terms, or protect rights and safety. Information may also be transferred as part of a merger, acquisition, restructuring, or transfer of relevant business assets, subject to applicable law.

6. Storage and Security

We use technical and organizational measures intended to protect information against unauthorized access, disclosure, alteration, loss, or destruction. Measures vary by deployment and may include authentication, role-based access controls, encrypted network connections and security logging.

Q-Collab is not represented as providing end-to-end encryption for all messages, files, calls, recordings, or other content. Do not assume content is inaccessible to the service operator or authorized administrators. No internet-connected service can guarantee absolute security. Protect your credentials and report suspected unauthorized access.

7. Retention

We retain information for as long as needed to provide the service, meet legal obligations, maintain security and resolve disputes. Retention varies by data type, workspace configuration and operational practices.

• Account deletion: when a user requests deletion, the account enters a 30-day soft-deletion period before permanent deletion. If the user logs in during that period, the deletion request is cancelled. After the 30-day period completes without cancellation, the account and its associated personal data are permanently deleted.
• Files: deleted files may be hidden immediately and scheduled for permanent deletion after 30 days.
• Messages and workspace content: messages remain in the workspace after an individual account is deleted. Other associated personal data is deleted through the account-deletion workflow, subject to the stated 30-day soft-deletion period and any legally required retention.
• Audit events: certain audit events may remain available online for approximately 13 months.
• Temporary processing segments: certain temporary segments may expire within 24 hours.
• Backups, archives, object storage, search indexes, security logs, recordings and other operational records may have different retention periods. Actual deletion may require separate processing; configured expiry values do not necessarily mean automatic deletion is enforced in every deployment.

Workspace deletion currently may remove database content without automatically purging all uploaded files, recordings, exports, or search-index entries. These items may require separate cleanup. Q-Collab backups are retained for 90 days and are maintained on a schedule other than daily. The precise backup frequency and storage location are not specified in this Policy. Deletion from live systems and deletion from backups may follow different lifecycles.

8. Account and Data Deletion

You may request account deletion through the in-app account-deletion option, where available, or through an administrator-assisted request. Our public account-deletion page is https://quantumronics.com/qcollab/account-deletion. The account enters a 30-day soft-deletion period before permanent deletion. If you log in during that period, the deletion request is cancelled. After 30 days without cancellation, the account and associated personal data are permanently deleted.

Account deletion is distinct from deleting workspace messages. After the 30-day soft-deletion period completes without cancellation, the account and associated personal data are permanently deleted. Messages remain in the workspace after account deletion. Other associated data is deleted through the account-deletion workflow. Workspace deletion is a separate process and may leave uploaded files, recordings, exports, or search-index entries that require separate cleanup. The deletion process for workspace-level data must not be interpreted as removing messages that remain in a workspace. Information may be retained where permitted or required for legitimate legal, security, or operational purposes.

9. Privacy Rights and Requests

Depending on applicable law, you may have rights to request access to, correction of, deletion of, or restriction of processing of personal information, object to certain processing, withdraw consent where processing relies on consent, or complain to a competent authority.

Users can edit their profile and delete their own messages using available application features. Workspace owners and administrators may export conversations in PDF, JSON, or CSV formats where supported. A personal request for a copy of all data may be submitted by contacting support. Some requests may be subject to verification, organizational controls and legal exceptions.

10. International and Organization-Managed Use

Q-Collab is offered as a QuantumRonics-hosted service. Information may be processed in locations where QuantumRonics and its service providers operate. Customers and organizations remain responsible for configuring their use of Q-Collab and their own handling of information in accordance with applicable privacy and data-protection requirements. Where legally required, appropriate safeguards will be used for international transfers.

11. Cookies, Local Storage and Notifications

The web service may use cookies, browser storage, or similar technologies needed for sign-in, session management, media access, security and core functionality. Q-Collab may use push notifications for relevant activity; notification permissions can be managed through device or browser settings. The web android and iOS implementations use session and security technologies needed for sign-in, session management, media access, security and core functionality. Based on the current product confirmation, Q-Collab does not use advertising or analytics trackers on these platforms. This statement describes the confirmed current implementation and should be updated if tracking technologies or application behavior change.

12. Children’s Privacy

Q-Collab is designed for organizational and professional collaboration, not specifically for children. Users must have the legal capacity required in their jurisdiction or any authorization required by law. Contact us if you believe a child’s information has been provided inappropriately.

13. Changes to This Policy

We may update this Policy to reflect changes to Q-Collab, our data practices, security measures, or legal requirements. We will update the date above and provide additional notice where required by law. Any required consent will be obtained separately.

14. Contact Us

For privacy questions, data requests, or complaints, contact:
QuantumRonics Pvt Ltd.
Product: Q-Collab
Address: Office #107, 1st Floor, Evacuee Trust Complex, Agha Khan Road, F-5/1, Islamabad, Pakistan
Privacy and support email: support.quantumronics.com (centralized ticket portal for all QuantumRonics products) or support@quantumronics.com
Website: https://quantumronics.com/