Privacy Policy

This explains what information EasyQualityFlow collects, why, and what you can ask us to do with it.

1. Information we collect

Account information

When you create an account we collect the name of your company, your name, your work email address and a password, together with any plant or site name you choose to add. Passwords are stored only as a cryptographic hash; we cannot read your password and cannot tell you what it is.

Quality data you enter

The service exists to hold your quality records — parts, characteristics, planning projects, risk analyses, control plans, inspection results, documents and the approvals attached to them. This content belongs to your organisation. We process it to provide the service to you. We do not sell it, and we do not use it to train models.

Contact information

If you use the contact form or email us, we receive the name, email address, company and message you provide. We use it to answer you and to keep a record of the correspondence.

Usage information

We record operational information necessary to run and secure the service, including actions taken within your account for audit-trail purposes (which is a feature of the product, not only a log), sign-in events, and failed sign-in attempts used to detect and limit brute-force attacks.

Device and browser information

Ordinary technical information is received when you use the service, such as IP address, browser type and version, operating system, and timestamps of requests. This is inherent to how the web works and is used for security, diagnostics and rate limiting.

What we do not collect

We do not ask for or want payment card numbers, government identification numbers, or personal data about your employees beyond what your organisation chooses to record for competency and approval purposes. Please do not enter special-category personal data into free-text fields.

2. Cookies and similar technologies

The application uses browser storage that is strictly necessary to operate it — principally to keep you signed in and to remember which plant you are working in. The public website is deliberately built without third-party advertising or tracking scripts. See our Cookie Policy for detail.

3. How we use information

• To provide, operate and maintain the service.
• To authenticate you and protect accounts from unauthorised access.
• To maintain the audit trail your organisation relies on for its own quality records.
• To respond to your questions and support requests.
• To diagnose faults, monitor reliability and improve the service.
• To send operational messages about the service, such as notifications your organisation has configured.
• To meet legal obligations that apply to us.

We do not use your quality data for advertising, and we do not sell personal information.

4. Legal grounds for processing

Where a legal basis is required, we rely on: performance of our contract with your organisation, to provide the service; our legitimate interests, in securing and improving it; your consent, where we ask for it; and compliance with legal obligations. Where you are an individual user within a customer organisation, that organisation generally determines what is recorded about you in the service.

5. Service providers

We use third parties to operate the service — such as hosting and infrastructure providers, and an email delivery provider for notifications and correspondence. They process information on our instructions and for no other purpose. We ask that they apply appropriate confidentiality and security obligations. A current list of the categories of provider is available on request at support@easyqualityflow.com.

6. Sharing information

We do not sell personal information and we do not share your quality data with other customers. We may disclose information where we are required to by law or valid legal process, where it is necessary to protect the rights, safety or property of users or the public, or in connection with a merger, acquisition or sale of assets, in which case we will take reasonable steps to ensure this policy continues to apply.

7. Separation between customers

The service is designed so that each customer’s records are scoped to that customer and are not visible to other customers. This separation is enforced by the application rather than by convention, and is covered by automated tests that run as part of our development process. No system can be described as impossible to compromise, and we do not make that claim.

8. Data security

We take reasonable and appropriate technical and organisational measures to protect information, including hashing of passwords, role-based access control enforced by the server, limits on repeated failed sign-in attempts, and the use of encrypted connections for access to the service.

Being direct about the limits: no method of transmission or storage is completely secure, and we do not currently hold ISO 27001, SOC 2 or an equivalent third-party certification. We do not display badges implying otherwise. If certification is material to your decision, please ask and we will tell you exactly where things stand.

9. Data retention

We keep account and quality data for as long as your organisation maintains its account, because quality records exist precisely to be retained and produced later. Where your organisation configures a retention period for particular record types, we apply it. Correspondence is kept for as long as needed to deal with the matter and for a reasonable period afterwards. When an account is closed, we delete or anonymise data within a reasonable period, except where we must retain it to comply with a legal obligation or to resolve a dispute.

10. Deleting your data

You can ask us to delete your organisation’s data by emailing support@easyqualityflow.com from an administrator account. We will verify the request before acting, because deletion is irreversible. Some records may persist in backups for a limited period before those backups expire in the ordinary course.

11. Your rights

Depending on where you live, you may have rights to request access to the personal information we hold about you, to have inaccurate information corrected, to request deletion, to object to or restrict certain processing, to receive a copy in a portable form, and to withdraw consent where processing relies on it. To exercise any of these, contact support@easyqualityflow.com. We will not treat you differently for asking.

Where your information is held in the service by your employer, we may need to direct your request to them, as they determine what is recorded.

12. International processing

The service is offered internationally and information may be processed in countries other than the one you live in, including by the service providers described above. Where such a transfer takes place, we take reasonable steps to ensure appropriate protection is in place. [To be completed: the specific transfer mechanisms and hosting locations applicable to the operating entity.]

13. Children’s privacy

The service is business software intended for use by organisations and their employees. It is not directed at children and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact us and we will delete it.

14. Third-party services and links

This website and the service may link to third-party sites we do not control. Their privacy practices are their own. Please review their policies.

15. Automated decision-making

We do not make decisions about individuals by automated means that produce legal effects for them. The product’s calculations and document derivations operate on quality data and are applied by your own users.

16. Changes to this policy

We may update this policy as the service changes or as legal requirements evolve. We will update the review date above and, where changes are material, take reasonable steps to notify account administrators. Continued use after an update means you accept the revised policy.

17. Operating entity

[To be completed: the legal name of the operating entity, its registered details, and its data protection contact where one is required.] Until this is completed, all enquiries should be directed to support@easyqualityflow.com.

Contact

Questions about this document, or a request relating to your information, can be sent to support@easyqualityflow.com. This is the only contact channel we publish, and it is read by the team that operates the service.