Privacy Policy

Account Information

When you create an account, we collect your full name, email address, organization name, job title or role, and password. We may also collect additional organizational information such as facility location, company size, and industry certifications to better tailor our service to your needs.

Production and Quality Control Data

The core of QuaBook involves managing critical manufacturing data. We collect and store:

• QC (quality control) inspection entries, test results, and pass/fail determinations
• Work orders, batch numbers, and production schedules
• Batch records, production logs, and traceability documentation
• Supplier information, certifications, and performance data
• Product specifications, recipes, formulations, and manufacturing parameters
• Non-conformance reports, corrective actions, and incident documentation

Usage and Access Data

We automatically collect information about your interactions with QuaBook:

• Login timestamps and access patterns
• Features and modules used, search queries, and report generation activity
• Device information (operating system, browser type, device model)
• IP addresses and approximate geographic location
• Session duration and activity logs

AI Interaction Data

When you use QuaBook's AI-powered features, we collect:

• Queries and prompts you submit to our AI assistant
• Context data (QC results, batch information) used to generate AI insights
• Generated reports, anomaly detection alerts, and AI-powered recommendations
• Your feedback on AI-generated insights to improve model accuracy

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, maintain session information, and understand how you use our platform. This includes session cookies for authentication, analytics cookies to track user behavior patterns, and preference cookies to remember your settings. See our Cookies section below for more details.

Providing and Improving Our Service

We use your information to deliver the QuaBook platform, process QC entries, manage work orders, generate reports, and maintain the functionality of our service. Your production data is essential to providing accurate quality insights and ensuring your facility's compliance documentation.

AI-Powered Insights and Anomaly Detection

We process your QC and production data through our AI models to identify quality trends, detect anomalies, predict potential issues, and generate actionable recommendations. This allows QuaBook to provide intelligent insights that improve your manufacturing quality.

Analytics and Service Improvement

We analyze usage patterns and aggregate data to improve QuaBook's features, performance, and user experience. This may include identifying frequently-used features, optimizing interface design, and understanding which AI insights provide the most value to our customers.

Communication

We use your email address to send you account notifications, service announcements, security alerts, billing information, and updates about new features. We will only send marketing communications if you have opted in to receive them.

Legal Compliance and Safety

We may use your information to comply with legal obligations, respond to lawful requests from authorities, enforce our Terms of Service, protect against fraud or security threats, and safeguard the rights, privacy, and safety of our users and our Company.

Infrastructure and Encryption

Your data is hosted on secure, redundant cloud infrastructure with automatic backups. We use AES-256 encryption for data at rest and TLS 1.2+ encryption for data in transit. All connections to QuaBook are secured with HTTPS.

Compliance and Auditing

We are committed to achieving and maintaining SOC 2 Type II compliance to demonstrate our commitment to security, availability, and confidentiality. We conduct regular security audits, penetration testing, and vulnerability assessments to identify and remediate potential risks.

Access Controls

Access to your production data is strictly limited to authorized QuaBook employees and contractors who need it to provide support and maintain our service. All employees sign confidentiality agreements, and access is logged and monitored. Multi-factor authentication is required for employee access to production systems.

Data Residency

Data is primarily stored in secure data centers within the United States. If you require data residency in a specific region, please contact us to discuss options.

We Do Not Sell Your Data

QuaBook does not sell, trade, or rent your personal information or production data to third parties. Your QC records, batch data, and supplier information remain the property of your organization and are not monetized.

Third-Party Service Providers

We use trusted third-party service providers to support our operations:

• Cloud hosting and infrastructure providers
• Email and communication services
• Authentication and identity verification services
• Analytics and monitoring tools
• Customer support and communication platforms

All third-party vendors are bound by Data Processing Agreements that require them to maintain the confidentiality and security of your information and to use it only for purposes necessary to provide our service.

Legal Requirements

We may disclose your information when required by law, such as in response to court orders, subpoenas, regulatory investigations, or government requests. We will make reasonable efforts to notify you of such requests unless legally prohibited from doing so.

With Your Consent

We may share your information with third parties when you explicitly consent to such sharing, such as integrating with external systems or sharing reports with external auditors.

While Your Account Is Active

We retain your account information, production data, and QC records for as long as your subscription is active. This allows you to access your historical records, maintain compliance documentation, and ensure business continuity.

After Account Termination

Upon account termination or subscription cancellation:

• You have a 30-day window to export all your data in standard formats
• After 30 days, all personal and production data will be permanently deleted within 90 days
• Backups containing your data may persist for up to 90 days as part of our standard retention practices, then are securely destroyed

Aggregated and Anonymized Data

We may retain aggregated, de-identified data for analytics, machine learning model improvement, and benchmarking purposes. This data cannot identify you or your organization and is used to improve QuaBook's overall capabilities.

General Rights

You have the right to:

• Access Your Data: Request a copy of all personal and production data we hold about you
• Export Your Data: Download your data in machine-readable formats for portability
• Request Deletion: Ask us to delete your personal information (subject to legal retention requirements)
• Opt Out of Marketing: Unsubscribe from marketing communications at any time using the link in our emails
• Limit Use: Request restrictions on how we use your information

GDPR Rights (EU Users)

If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to erasure (right to be forgotten)
• Right to data portability
• Right to restrict processing
• Right to object to processing
• Rights related to automated decision-making and profiling

To exercise these rights, contact us at solutions@quabook.com with your request and verification of identity.

CCPA Rights (California Residents)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with the following rights:

• Right to know what personal information is collected, used, and shared
• Right to delete personal information collected from you
• Right to opt out of the sale or sharing of your personal information
• Right to correct inaccurate personal information
• Right to limit use and disclosure of sensitive personal information

To submit a request, contact us at solutions@quabook.com. We will respond within 45 days.

Exercising Your Rights

To submit a request to exercise any of these rights, please contact us at solutions@quabook.com. We may request verification of your identity to process your request. Requests are typically processed within 30 days.

What Are Cookies?

Cookies are small text files stored on your device that help us recognize you, remember your preferences, and understand how you use QuaBook. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device).

Types of Cookies We Use

Third-Party Cookies

We do not use third-party advertising cookies or allow advertising networks to place cookies on our platform. Third-party cookies we do allow are limited to analytics and service providers (e.g., Google Analytics) and are covered by Data Processing Agreements.

Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. However, blocking essential cookies may prevent QuaBook from functioning properly. You can opt out of analytics cookies without affecting core functionality.

To disable analytics tracking specifically, you can use browser extensions or adjust your privacy settings. Please note that clearing your cookies may log you out of QuaBook.