Cookie Policy

CRM Microsoft 365 mail connection

The shared [email protected] and private Scott mailbox connections do not store Microsoft OAuth tokens in browser cookies. Their refresh tokens are held in server hosting secrets and access tokens exist temporarily in server memory. Legacy q_zoho_state and q_zoho_mail cookies are ignored and cleared on Q logout. Standard Q authentication remains required. Unsent drafts and personalised template values use account-scoped browser session storage for refresh recovery; Q logout clears the operator's recovery data. Uploaded attachment bytes are held temporarily in server memory until sent or expired and are not placed in browser storage.

CRM training environment

The public /crm-training demonstration does not require a CRM authentication session and does not set a separate training cookie. Its sample records and any text entered in the demo form exist in page memory for the current visit only. Site-wide cookies, security technologies, and optional analytics described in this Policy may still apply when the page is visited.

1. Introduction

This Cookie Policy explains how Q Intelligence, operated by Scott Harvey-Whittle trading as SHW Digital Services, uses cookies and similar technologies when you visit https://q-ai.online or use the Q Intelligence platform.

This Policy should be read together with our:

• Privacy Policy
• Terms of Service

2. What Are Cookies?

Cookies are small text files stored on your device by your web browser.

They allow websites to:

• remember user preferences;
• maintain authenticated sessions;
• improve security;
• analyse website usage;
• enhance functionality;
• improve performance.

Cookies may be:

• session cookies (deleted when your browser closes); or
• persistent cookies (stored until they expire or are deleted).

3. Why We Use Cookies

We use cookies to:

• authenticate users;
• keep users signed in;
• remember preferences;
• improve website performance;
• maintain platform security;
• detect fraudulent activity;
• analyse platform usage;
• provide essential functionality.

We do not use cookies to sell your personal information.

4. Types of Cookies We Use

4.1 Essential Cookies

Essential cookies are necessary for the operation of Q Intelligence.

These cookies enable functions such as:

• user authentication;
• secure login;
• session management;
• fraud prevention;
• load balancing;
• security protections.

Without these cookies, the Service cannot function correctly.

4.2 Functional Cookies

Functional cookies remember choices you make, including:

• preferred language;
• interface settings;
• accessibility preferences;
• display options;
• notification preferences.

These cookies improve your user experience.

4.3 Analytics Cookies

Where enabled, analytics cookies help us understand how users interact with Q Intelligence.

They may collect information such as:

• pages visited;
• feature usage;
• navigation paths;
• browser type;
• approximate location;
• session duration;
• device information.

Analytics data is used in aggregate to improve the Service.

Where required by applicable law, analytics cookies are only used after obtaining your consent.

4.4 Security Cookies

Security cookies help protect the platform by:

• identifying suspicious activity;
• preventing session hijacking;
• detecting fraudulent logins;
• protecting authenticated sessions;
• enforcing security controls.

These cookies are considered essential for maintaining platform security.

5. Third-Party Cookies

Certain third-party providers may place or access cookies as part of providing services to Q Intelligence.

Examples include:

• Supabase (authentication and session management);
• PayPal (payment processing);
• Historical Brevo Conversations storage (the widget has been removed; earlier browser storage may remain);
• approved analytics providers (where enabled).

Q's optional Brevo website tracker is loaded only after you allow analytics in the cookie prompt, and only on supported public website pages. It does not load on Q's private app or CRM pages. It records page visits and may use a browser identifier or cookies to associate activity with a visitor. Rejecting analytics leaves the tracker unloaded. You can change your choice at any time using Cookie preferences in the site footer. Q disables automatic page tracking and supplies a page URL without query strings or fragments, a generic title, and only the referrer's origin. Q does not send journal, chat, mood, account-profile or CRM content to this website tracker. This scope is separate from the Conversations widget described below.

Each third-party provider operates under its own privacy and cookie policies.

We encourage you to review those policies for additional information.

5.1 Brevo Email Tracking and Hosted Pages

Q uses Brevo (formerly Sendinblue) for marketing and community-update emails. Brevo supports small tracking images (pixels) and personalised links that can measure email opens and link clicks. Where enabled, these may record engagement times and technical information associated with an email or device. Email tracking can operate without a conventional browser cookie; website cookie settings may therefore not control it in your email application.

Consent to receive emails is separate from any consent required for non-essential tracking. Where applicable law requires it, tracking must not occur before the relevant consent has been obtained. You may withdraw tracking consent through the email's available controls or contact [email protected]. You can separately stop marketing and community-update emails using their unsubscribe link. Blocking remote images in your email application may limit pixel loading but does not necessarily prevent tracked-link measurement.

Email delivery, bounce and unsubscribe records are distinct from optional engagement tracking. The Brevo Conversations support widget has been removed; historical storage is described below. If you follow a link to a Brevo-hosted subscription or preference page, the information and controls presented on that page also apply.

5.2 Previous Brevo Conversations storage

The Brevo Conversations widget has been removed from Q and is no longer loaded for new support chats. Removing the widget does not automatically clear storage left by previous visits. You can clear any historical Brevo cookies or site storage through your browser. Clearing browser storage does not delete earlier server-side conversation records; contact [email protected] for requests about those records.

6. Managing Cookies

Most web browsers allow you to:

• view stored cookies;
• delete cookies;
• block cookies;
• block third-party cookies;
• receive notifications before cookies are stored.

Please note that disabling essential cookies may prevent parts of Q Intelligence from functioning correctly, including account login and secure session management.

7. Consent

Where required by applicable law, we will request your consent before placing non-essential cookies on your device.

You may withdraw or change your cookie preferences at any time using the cookie management tools provided on the website, where available.

Essential cookies do not require consent because they are necessary for the operation and security of the Service.

8. Cookie Retention

Cookie retention periods vary depending on their purpose.

• Session cookies expire when your browser session ends.
• Persistent cookies remain until they expire automatically or are deleted by you.
• Authentication and security cookies are retained only for as long as necessary to provide secure access.

9. International Users

Q Intelligence is available worldwide.

Users may have additional rights regarding cookies under the laws applicable in their country or region.

Where mandatory local requirements apply, those rights remain unaffected by this Policy.

10. Changes to This Policy

We may update this Cookie Policy from time to time to reflect:

• legal developments;
• changes to our services;
• security improvements;
• operational changes.

The latest version will always be published on https://q-ai.online.

11. Contact

For questions regarding this Cookie Policy, please contact:

Scott Harvey-Whittle
Trading as SHW Digital Services

Website: https://q-ai.online

Privacy: [email protected]

Support: [email protected]

12. Version History

© Scott Harvey-Whittle trading as SHW Digital Services. All rights reserved.

News and tutorial videos

The news relationships and Help Video step fields do not add a separate tracking cookie. Uploaded tutorial videos use the browser media player with preload disabled and are delivered from Supabase when requested. Hosted video links open another website when selected; Q does not automatically embed that external player. That website may use its own cookies or storage. Q's existing analytics preferences continue to apply to page visits.

The CRM saves unfinished forms as you type in account-scoped browser session storage under q-crm-draft-v1: keys. This includes news/update and Help Video details, customer notes/tasks, product and user creation, payment details, support replies, email recipients/subject/body, attachment references and personalised template values. Customer and mailbox drafts use separate keys. Draft recovery is plaintext, lasts within the browser tab's session, and is cleared on Q logout. Successful form submission clears the relevant creation draft. Selected video files that have not finished uploading must be selected again after a refresh. A legacy news draft in local storage is recovered into session storage when available and then removed from local storage.

Q support access

When you exchange a signed-out support email link, Q sets q_support_session, an HttpOnly, SameSite=Strict cookie limited to /api/support. It authorises one request, lasts no longer than 24 hours from the email link's creation, and uses Secure on HTTPS. Closing support access revokes it server-side and clears the cookie. Q also stores a non-secret q-support-guest-active session marker to reopen the request after refresh and request-scoped plaintext reply drafts for recovery. These support controls do not enable public analytics.