Q-Collab Terms & Conditions

1. Introduction and Acceptance

These Terms & Conditions (“Terms”) govern access to and use of Q-Collab, a collaboration and communication platform provided by QuantumRonics Pvt Ltd. (“QuantumRonics,” “we,” “us,” or “our”).

Q-Collab accounts are provisioned by an organization’s administrator or imported through an authorized directory integration; public self-registration may be disabled. By signing in to or using Q-Collab, you agree to these Terms. If you do not agree, do not use the service.

If you use Q-Collab on behalf of an organization, you confirm that you are authorized to use it for that organization. The organization may also be subject to a separate subscription, licence, deployment, or service agreement.

2. Eligibility and Accounts

You may use Q-Collab only if legally permitted in your jurisdiction and authorized by the organization that provisions or approves your account.

• Keep profile information accurate where you are permitted to update it.
• Protect your password, authentication methods and credentials; do not share them with unauthorized people.
• Notify your organization’s administrator or QuantumRonics if you suspect unauthorized access.
• Use Q-Collab only for lawful and authorized purposes.

Account creation, access, suspension and removal may be controlled by your organization’s administrator. We may require reasonable identity or security verification to protect an account or process sensitive account changes.

3. Workspaces, Roles and Administration

Q-Collab supports workspaces and roles with permissions that determine what a user can access or manage. Workspace owners and authorized administrators may manage memberships, channels, settings and workspace resources according to available features. Platform administrators may have additional privileges required to operate, maintain, secure, or troubleshoot the service.

If your organization manages your account, it may control your access to its workspace and content. Contact your organization’s administrator about workplace access, organizational policies, or workspace-specific permissions.

4. Licence, Authorization and Expiry

Access may depend on the licence, subscription, authorization, or deployment arrangement applicable to you or your organization. You may use only the features and capacity authorized by that arrangement. Unless separately authorized in writing, you may not resell, sublicense, or commercially redistribute Q-Collab or provide access outside the scope of the applicable authorization.

When a licence approaches expiry, reminders may be issued. The reviewed licence workflow provides a seven-day grace period and then locks the workspace if renewal has not occurred. Data is retained while the workspace is locked and becomes available again upon renewal, subject to the applicable licence and system operation. The period before a locked workspace is permanently deleted has not been finalized in this document; consult the applicable customer agreement or contact QuantumRonics.

5. Acceptable Use

You must not use Q-Collab to:

• Violate applicable laws, regulations, or third-party rights.
• Threaten, harass, defraud, stalk, or unlawfully harm another person.
• Distribute unlawful, malicious, deceptive, or unauthorized content.
• Upload malware or attempt to compromise systems, accounts, networks, or data.
• Access workspaces, accounts, or information without authorization.
• Circumvent authentication, access controls, usage restrictions, or security measures.
• Interfere with the operation, availability, or integrity of Q-Collab.
• Reverse engineer, decompile, or attempt to extract source code except to the extent such restriction is prohibited by applicable law.
• Transmit confidential or personal information in violation of law or your organization’s policies.
• Misuse AI features to generate or distribute unlawful, deceptive, or harmful material.

Q-Collab includes reporting/moderation, blocking and suspension capabilities. We or authorized administrators may review reports and take proportionate action under these Terms and applicable policies. No malware-scanning capability is promised by these Terms.

6. User Content and Responsibilities

“User Content” means messages, files, documents, recordings, transcripts, meeting minutes and other material submitted, transmitted, or generated through Q-Collab. You retain ownership of User Content to the extent you own it under applicable law. You are responsible for having the rights, permissions and lawful basis needed to upload, share, record, or otherwise process it.

You grant QuantumRonics the limited rights reasonably necessary to host, store, transmit, display, process, secure and provide User Content to operate the service, follow authorized instructions and comply with applicable law and contractual obligations. This does not transfer ownership of your content to QuantumRonics.

7. Messaging, Files and Shared Content

Content shared with other users may be accessed, copied, downloaded, or retained by recipients according to permissions and available features. Deleting a message or file may not immediately remove every copy, cached instance, backup, audit record, or copy already obtained by another user. Q-Collab backups are retained for 90 days and are maintained on a schedule other than daily; the precise frequency and storage location are not specified here.

The maximum supported file size is 500 MB, although a licence or administrator configuration may impose a lower limit. Do not rely on Q-Collab as the sole repository for information that requires a separate backup or records-management system.

8. Meetings, Recording and Transcription

Depending on deployment and configuration, Q-Collab may support audio/video meetings, screen sharing, recording, live captions and transcription. Only the meeting host can initiate recording and guests cannot record. Participants are notified in the application when recording starts.

Before recording a meeting, sharing another person’s audio or video, or generating a transcript, you must obtain any notice, permission, or consent required by applicable law and your organization’s policies. You are responsible for ensuring that meeting recordings and transcripts are accessed, stored and shared appropriately.

Meeting size and duration limits may depend on the applicable licence. Confirm the limits stated in your licence or organization’s instructions.

9. Artificial Intelligence Features

Where enabled, Q-Collab may use OpenAI services for transcription, speech processing, or translation and Google Gemini to generate draft meeting minutes. AI-generated results may be inaccurate, incomplete, misleading, or incorrectly attributed. Review them before using them for important decisions, official records, legal purposes, or business commitments.

You must not submit information to an AI feature unless you are authorized to do so. AI features require internet access to the relevant third-party provider and may be restricted or disabled by your organization. The applicable provider terms and configuration govern its processing of submitted content.

10. Third-Party Services and Integrations

Q-Collab may interact with third-party services configured or used to provide functionality, including AI providers, email delivery, push notifications, directory services and external calendar services. Third-party services may have their own terms, privacy policies, availability and technical limitations. You and your organization are responsible for ensuring that integrations are authorized and properly configured.

11. Privacy and Data Protection

Our collection and processing of personal information are described in the Q-Collab Privacy Policy: https://quantumronics.com/qcollab/privacy-policy. The Privacy Policy should be read alongside these Terms. If your organization has additional lawful policies or agreements, they may also apply.

12. Account Suspension, Termination and Deletion

You may stop using Q-Collab at any time. You may request account deletion through the in-app account-deletion option, where available, or through an administrator-assisted request. The public account-deletion page is https://quantumronics.com/qcollab/account-deletion. A deletion request places the account into a 30-day soft-deletion period before permanent deletion. If you log in during that period, the deletion request is cancelled. After the 30-day period completes without cancellation, the account and associated personal data are permanently deleted.

We or your organization’s administrator may restrict, suspend, or terminate access where reasonably necessary to address a security risk, investigate suspected unlawful activity or a material breach, protect users or systems, comply with law, or enforce licence and organizational access restrictions.

When a workspace licence expires, the workspace is locked after the applicable grace period. The locked workspace and its data are retained for 30 days before permanent deletion, unless a separate signed customer agreement or applicable law requires otherwise. Customers should renew the licence or arrange any permitted data export during this period.

13. Product Limitations and Supported Platforms

Q-Collab is offered through web android and iOS applications, subject to the availability of the relevant release and supported device environment. A definitive browser support matrix has not been confirmed in these Terms; compatibility may vary by browser version, operating system, device, network and enabled features.

AI functions require connectivity to the relevant AI provider. Notifications and media features may require persistent network connections or device permissions. Features and capacity may vary by licence, configuration, platform and release.

14. Intellectual Property

Q-Collab, including its software, interface, branding, documentation and associated intellectual property, is owned by QuantumRonics or its respective licensors, except for User Content and third-party materials. These Terms grant you a limited, non-exclusive, non-transferable right to use Q-Collab within the scope of your authorization. No ownership rights are transferred to you.

15. Service Availability and Support

We aim to provide a reliable service but do not guarantee uninterrupted or error-free operation. Availability may be affected by maintenance, network failures, hosting infrastructure, third-party services, security events, or circumstances beyond our reasonable control. Unless a separate written agreement expressly provides otherwise, no guaranteed uptime, automatic failover, or specific recovery-time commitment is provided.

Support channels and response commitments, where available, are governed by the applicable licence, customer agreement, or support arrangement.

16. Security and User Responsibilities

We use measures intended to protect Q-Collab, but no system can be guaranteed completely secure. Protect credentials and authentication codes and report suspected vulnerabilities or security incidents to support@quantumronics.com. Q-Collab is not represented as providing end-to-end encryption for all content or guaranteeing that the service operator cannot access stored content.

17. Disclaimer

To the maximum extent permitted by applicable law, Q-Collab is provided on an “as available” basis, subject to express commitments in a separate written agreement. We do not warrant uninterrupted operation, complete freedom from errors, compatibility with every device or third-party service, or suitability for every user’s requirements. Nothing in these Terms excludes a warranty, right, or remedy that cannot lawfully be excluded.

18. Limitation of Liability and Indemnity

Commercial liability, exclusions or caps on damages and indemnity obligations between QuantumRonics and a customer are governed by the applicable signed customer agreement. Where no signed customer agreement addresses a particular issue, applicable law governs. Nothing in these Terms excludes or limits liability, or creates an indemnity obligation, where doing so would be prohibited by applicable law. These Terms do not establish a separate general fee-based liability cap or a separate general indemnity obligation for all users.

19. Changes to These Terms

We may update these Terms to reflect changes to Q-Collab, our services, or legal requirements. We will update the date above and provide additional notice where required by law or contract. If a change materially affects your rights or obligations, we will provide notice where reasonably practicable.

20. Governing Law and Disputes

These Terms are governed by the laws of Pakistan, subject to any mandatory legal requirements that apply. Disputes shall be submitted to the competent courts in Pakistan, unless a separate written agreement validly provides otherwise.

21. General Provisions

If any provision is found unenforceable, the remaining provisions remain effective to the extent permitted by law. Failure to enforce a provision does not waive the right to enforce it later. These Terms, the Privacy Policy and any applicable signed customer or licence agreement govern use of Q-Collab. Where a signed agreement expressly conflicts with these Terms, it controls to the extent stated in that agreement.

22. Contact Information

For questions about these Terms or Q-Collab, contact:
QuantumRonics Pvt Ltd.
Address: Office #107, 1st Floor, Evacuee Trust Complex, Agha Khan Road, F-5/1, Islamabad, Pakistan
Support portal (tickets for all QuantumRonics products): https://support.quantumronics.com/
Email: support@quantumronics.com
Website: https://quantumronics.com/