Privacy Policy
1. Introduction
Welcome to SevQR. We value your privacy and are committed to ensuring the security of your personal data. This Privacy Policy explains in detail how we collect, process, store, and share your information in relation to our fee‐based team management, record handling, and content upload services. This policy applies to both registered Users (team members) and members of the Public who access our public‐facing pages.
By using the SevQR platform, you confirm that you have read and understood this Privacy Policy. If you do not agree with any part of it, please do not use our services.
2. Data We Collect
We gather various types of data to provide a seamless and secure experience on the SevQR platform. The types of information include:
- Account Information: Personal details provided during registration or account updates, such as your name, email address, contact information, billing details, and payment information. This data is essential for managing your subscription and enabling fee‐based registration.
- Team and Organizational Data: Information related to team management including team names, team logos, configuration settings, and role assignments. This data is used to facilitate team creation, administration, and record keeping.
- Uploaded Files and Media: Any images, documents, or files uploaded by Users (including team logos) as part of record handling and content sharing. These uploads may be stored on third‐party cloud services.
- Usage Data: Technical details about your device and interaction with the platform – such as IP addresses, browser types, operating system details, pages visited, and other log data collected automatically.
- Workflow and Audit Data: Data related to automated processes such as email notifications, request handling, and audit trails. This includes timestamps, unique identifiers entered by Public users to access records, and logs of actions performed on the platform.
- Cookies and Tracking Information: Data collected via cookies, web beacons, and similar tracking technologies to analyze usage patterns and enhance user experience.
3. How We Collect Your Data
Your information is collected through a variety of methods including:
- Directly from You: When you register on the platform, create or manage a team, upload content, or contact our support team, you actively provide us with your data.
- Automatically: Through cookies and server logs as you navigate and interact with our website and services.
- Third Party Integrations: When using any connected services or during payment processing, where data may be transferred securely by trusted partners.
- Public Interface Interactions: When unregistered visitors enter unique identifiers to access record information on our public pages, anonymized usage data such as IP addresses and timestamps are recorded.
4. How We Use Your Data
The information we collect is utilized for various critical functions to ensure the smooth operation and continual improvement of the SevQR platform:
- Service Provisioning: Facilitating account creation, team management, record handling, file uploads, and personalized user experiences.
- Payment and Subscription Management: Processing registration fees, managing billing records, and maintaining secure financial transactions through third-party providers.
- Security and Fraud Prevention: Monitoring and analyzing usage data and audit logs to prevent fraud, identify unauthorized access, and maintain the integrity of the platform.
- Workflow Automation: Enabling automated functionalities such as email notifications and record requests, including storing and analyzing workflow events as part of our audit trail mechanisms.
- Platform Improvements: Conducting data analytics to understand user behavior, fix issues, and develop new features tailored to your needs.
- Communication: Sending important account-related notifications, service updates, security alerts, and, with your consent, marketing information.
5. Legal Bases for Processing
We process your personal data only when we have a lawful basis for doing so. The principal legal grounds include:
- Your Consent: For processing that is not strictly necessary for the operation of the service, such as certain marketing communications.
- Contractual Necessity: Processing your data to fulfill our contractual obligations—such as team management and fee‐based registration.
- Legal Obligation: Compliance with statutory or regulatory requirements, including maintaining records for tax and legal purposes.
- Legitimate Interests: To protect our services, prevent fraud, and improve the platform, provided that such processing does not override your rights.
6. Data Sharing and Third Parties
We do not sell your personal data. However, in order to deliver a secure and efficient service, certain information may be shared with:
- Service Providers: Trusted third parties that support our platform operations such as hosting, payment processing, data analytics, email communications, and security.
- Legal and Regulatory Authorities: When required by law or to protect our rights, the safety of our Users, or in response to legal proceedings.
- Business Transactions: In the event of mergers, acquisitions, or asset sales, where your information may be transferred to the new entity under similar data protection obligations.
Data transfers to third parties are performed in strict compliance with applicable data protection laws, ensuring your personal data remains secure.
7. International Data Transfers
Some of our service providers, including cloud storage vendors, may process your data in countries outside the United Kingdom. In such instances, we implement adequate safeguards (such as Standard Contractual Clauses) to ensure that your data is protected to a level consistent with UK data protection standards.
8. Data Retention and Deletion
We retain personal data for as long as it is required to fulfill the purposes outlined in this Privacy Policy, including:
- Managing your account and providing access to our services.
- Processing subscriptions, payments, and maintaining records for legal compliance.
- Maintaining workflow and audit logs for security monitoring and troubleshooting.
- Complying with legal obligations and resolving disputes.
When your data is no longer necessary, or upon your request (subject to legal retention requirements), we will securely delete or anonymize it.
9. Data Security
The security of your data is a top priority. We employ robust technical and organizational measures to prevent unauthorized access, disclosure, alteration, or destruction of your personal information. These measures include:
- Encryption of data in transit and at rest.
- Regular vulnerability assessments and security reviews.
- Access controls and authentication procedures to restrict data access.
- Monitoring and logging of system activity to detect and mitigate potential threats.
While no system can be guaranteed to be completely secure, we continuously strive to protect your data using industry‐standard methods.
10. Your Privacy Rights
Under applicable data protection laws, you have a number of rights regarding your personal data. These include:
- The right to access, correct, or update your personal data.
- The right to request deletion or restriction of processing.
- The right to data portability.
- The right to object to processing where applicable.
- The right to withdraw consent at any time (without affecting the lawfulness of processing prior to withdrawal).
To exercise any of these rights or if you have any questions about how your data is handled, please contact us at the address provided below.
11. Public Interface and Analytics
When members of the Public interact with our platform—such as entering unique identifiers to access record information—we automatically collect certain non-identifiable data including IP addresses, timestamps, and usage metrics. This information is used to:
- Monitor and analyze trends for improving our services.
- Detect and prevent potential misuse or unauthorized access.
- Enhance the user experience for both registered Users and the Public.
This data is aggregated and anonymized and is not used to personally identify individual users.
12. Uploaded Content and Intellectual Property
Files, images, documents, and other media uploaded by Users (including team logos and record attachments) are processed and stored in order to deliver the core functionalities of the SevQR platform. While you retain ownership of your content, by uploading it you grant us a non-exclusive, royalty-free, worldwide license to use, reproduce, modify, and display the content solely for the purpose of operating and improving our services. Please note:
- Uploaded content may be stored on third-party cloud services. SevQR is not responsible for any loss or unauthorized use of data managed outside our direct control.
- You are responsible for ensuring that your uploaded content does not infringe upon third-party rights, including copyright, trademark, or privacy rights.
14. Children’s Privacy
Our platform is not designed for, nor do we knowingly collect, personal data from individuals under the age of 16. If we discover that personal data from a child has been inadvertently collected, we will take prompt measures to delete such information. If you believe that your child’s data has been collected without appropriate consent, please contact us immediately.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When such changes occur, an updated version will be posted on this page with a new effective date. It is your responsibility to review this policy periodically to stay informed about our data protection practices.
16. Contact Information
If you have any questions or concerns about this Privacy Policy, your personal data, or wish to exercise your rights, please reach out to our Data Protection Officer or support team using the contact details below:
Email: [email protected]
We are committed to safeguarding your privacy and will endeavor to respond to your inquiries as swiftly as possible.
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