Privacy at a glance
1. Overview
This Privacy Policy explains how ManualQ Inc. (or your legal entity name) (“ManualQ”, “we”, “us”) collects, uses, discloses, and protects personal information when you use our website, dashboard, and related services (collectively, the “Service”).
We collect minimal data
We collect what we need to run the Service: account details, usage data, and content you choose to upload.
You control your content
You can request access, correction, and deletion, and manage Organization users and permissions.
Important
This policy must reflect your real data handling. Before launch, confirm your actual vendors, retention periods, and whether you support a “security mode / no-retention” option.
Scope
2. Who This Policy Applies To
This Privacy Policy applies to:
- Visitors to our website
- Account holders, Organization admins, and team members
- Invited users (e.g., learners who take quizzes, if applicable)
If you are using the Service on behalf of an Organization, your Organization may also have policies that apply to your use (e.g., workplace privacy notices).
Data categories
3. Information We Collect
We collect personal information in the following categories:
Account & profile information
Name, email address, Organization name, role (e.g., admin/member), authentication identifiers, and account settings.
Customer content (uploaded documents)
Documents you upload (e.g., PDFs), text extracted from those documents, and the quizzes/questions you create or generate using the Service.
Tip: Avoid uploading highly sensitive data unless necessary and authorized.
Usage & device information
Log data such as IP address, device/browser type, pages viewed, features used, timestamps, and approximate location derived from IP (e.g., city/region).
Cookies & similar technologies
We may use cookies/local storage for session management, security, and preferences. If we use analytics cookies, we will disclose them and provide choices where required.
Payment information (if you subscribe)
Billing contact details and transaction metadata. Payment card details are typically processed by our payment processor, not stored directly by us.
Purposes
4. How We Use Information
We use personal information to:
- Provide and operate the Service (accounts, access control, document processing, quiz generation)
- Maintain security, prevent fraud/abuse, and troubleshoot issues
- Improve product performance and user experience (e.g., feature usage insights)
- Send transactional communications (verification, critical account notices, billing, security alerts)
- Provide customer support
- Comply with legal obligations and enforce our terms
AI processing and training
We process your uploaded documents and inputs to generate AI Output for you. We do not use your private documents to train our own AI models by default. However, we may use third-party AI service providers to generate outputs; those providers may process data on our behalf under contractual restrictions. (Update this section to match your exact provider settings and policies.)
Why processing is allowed
5. Legal Bases / Consent
We collect, use, and disclose personal information with your knowledge and consent, except where otherwise permitted or required by law. Depending on context, we rely on:
- Contractual necessity (to provide the Service you request)
- Consent (e.g., optional marketing communications)
- Legitimate business purposes consistent with operating a secure SaaS service
- Legal obligations (tax, accounting, compliance, law enforcement requests where valid)
International transfers
7. Cross-Border Processing
Our service providers may process personal information outside Canada (for example, in the United States or other regions where infrastructure is located). When personal information is processed outside Canada, it may be subject to the laws of that jurisdiction.
We use contractual and organizational safeguards designed to protect information and limit use to providing the Service.
How long we keep data
8. Retention and Deletion
We retain personal information only as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law (e.g., billing records).
Set your actual policy
Before launch, decide: (1) how long uploaded documents are stored, (2) how long quiz attempts/reports are kept, (3) what happens on account cancellation, and (4) how “security mode / no-retention” works (if offered).
You may request deletion of your account and associated personal information, subject to legal and operational limitations.
Protecting information
9. Security Safeguards
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of personal information. Examples may include access controls, encryption in transit, logging/monitoring, and least-privilege permissions.
No method of transmission or storage is 100% secure. You are responsible for maintaining strong passwords and securing your devices.
Access, correction, marketing
10. Your Rights and Choices
Depending on applicable law, you may have rights to:
- Request access to the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion (subject to legal/operational exceptions)
- Withdraw consent for certain processing (where consent is the basis)
If you receive marketing emails from us, you can unsubscribe using the link provided in the email. Transactional or service emails (e.g., security or billing) may still be sent.
Not for kids
11. Children
The Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information, contact us and we will take appropriate steps.
Updates over time
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will provide notice via the Service or by email. The “Last updated” date indicates when changes take effect.
Questions or requests
13. Contact Us
For privacy questions or requests, contact support@manualq.com.
ManualQ Inc. (or your legal entity name) — Vancouver, British Columbia, Canada (add full mailing address)