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Privacy Policy

Last updated: 2026-08-17

This Privacy Policy explains how Qubase ("Qubase", "we", "us", or "our") collects, uses, discloses, and protects personal data when you use our applications, websites, and related services (collectively, the "Services").

1. Scope

This Privacy Policy applies to personal data processed through the Services. It does not apply to third-party services that may be linked from or integrated with the Services, which are governed by their own privacy policies.

2. Data We Collect

Depending on how you use the Services, we may collect the following categories of data:

  1. Account and profile data: name, email address, organization, account identifiers, and authentication-related information.
  2. Billing and transaction data: purchase records, credit usage records, and transaction metadata. Payment card details are processed by app stores or payment providers and are not fully stored by Qubase unless explicitly stated otherwise.
  3. User Content: worksheets, questions, metadata, and other files or content that you upload, import, create, or share in the Services.
  4. Usage and device data: app events, feature usage, logs, crash diagnostics, device/browser information, IP address, approximate location inferred from IP, and timestamps.
  5. Support data: information you provide when contacting support, including email correspondence and troubleshooting context.

3. How We Use Data

We use personal data to:

  1. provide, operate, and maintain the Services;
  2. authenticate users and secure accounts;
  3. process worksheets and generate structured outputs, including with AI-enabled workflows;
  4. provide customer support and respond to inquiries;
  5. measure performance, monitor reliability, and improve product quality;
  6. detect, prevent, and investigate abuse, fraud, or security incidents;
  7. process purchases, credit usage, and service administration;
  8. comply with legal obligations and enforce our Terms & Conditions.

4. AI Processing Commitments

When you use AI-powered features, User Content may be processed by Qubase and trusted service providers strictly to deliver the requested functionality.

Qubase does not use User Content to train general-purpose AI models or for unrelated product development without your explicit consent.

5. Legal Bases for Processing

Where required by applicable law (including GDPR/UK GDPR), we rely on one or more of the following legal bases:

  1. Contract: processing necessary to provide the Services under our Terms.
  2. Legitimate interests: service security, fraud prevention, analytics, reliability, and product improvement in ways that do not override your rights.
  3. Consent: where legally required (for example, for certain optional communications or specific processing activities).
  4. Legal obligation: compliance with applicable laws, regulations, or lawful requests.

6. Sharing and Disclosure

We may share personal data with:

  1. Service providers and subprocessors that support hosting, analytics, support, security, communications, and AI processing under contractual safeguards.
  2. App stores and payment processors for purchase and billing operations.
  3. Professional advisors (for example legal, audit, or insurance) under confidentiality obligations.
  4. Authorities or counterparties where required by law, court order, or to protect rights, safety, and security.
  5. Successors in business transfers such as merger, acquisition, financing, or sale of assets, subject to appropriate data protection commitments.

We do not sell personal data for monetary consideration.

7. International Data Transfers

Your data may be processed in countries other than your own. Where required, we implement appropriate safeguards for cross-border transfers, such as standard contractual clauses or other recognized transfer mechanisms.

8. Data Retention

We retain personal data for as long as necessary to provide the Services, fulfill legitimate business needs, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type and legal requirements.

When data is no longer required, we delete or de-identify it, unless retention is required by law.

9. Security

We use administrative, technical, and organizational measures designed to protect personal data against unauthorized access, loss, misuse, or alteration. No security system is perfect, and we cannot guarantee absolute security.

10. Your Rights and Choices

Depending on your location and applicable law, you may have rights to:

  1. access personal data we hold about you;
  2. correct inaccurate or incomplete data;
  3. delete personal data, subject to legal exceptions;
  4. restrict or object to certain processing;
  5. receive a portable copy of certain data;
  6. withdraw consent where processing is based on consent.

To exercise these rights, contact us at help@qubase.io. We may need to verify your identity before fulfilling requests.

11. Organizational and School Data

Where the Services are used under an institutional account, the organization may act as data controller for certain User Content and account activities, and Qubase may act as processor/service provider. In such cases, institutional agreements may supplement this Privacy Policy.

12. Children and Student Data

The Services are intended for professional educators, institutions, and authorized users, and are not directed to children under the minimum age required by applicable law to provide direct consent for data processing. If you believe data was provided by a child inappropriately, contact us so we can investigate and take appropriate action.

13. Cookies and Similar Technologies

Our website and services may use cookies or similar technologies for authentication, preferences, security, and analytics. You can control cookies through browser settings where applicable.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice by posting the updated policy, revising the "Last updated" date, or through reasonable in-service notice.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, contact us at help@qubase.io.