Privacy Policy

Staff communications and incoming service events

Authorised Staff and Admins can access the shared [email protected] Microsoft 365 mailbox. Microsoft 365 holds the mailbox data. Q temporarily relays email content, addresses, folders and attachments between the browser and Microsoft Graph to display mail and perform the operator's selected action. This portal does not save mailbox content or attachments to Supabase or application logs. Composer text is temporarily recoverable in account-scoped browser session storage. Uploaded attachment bytes are held temporarily in server memory until sent or expired; they are not persisted. An explicit draft-save action writes a draft to Microsoft 365. Downloaded attachments are saved on the operator's device.

The shared office and private Scott mailboxes use separate Microsoft refresh tokens held only in server hosting secrets and access tokens cached in server memory. Mail operations recheck each Q user's Staff/Admin role, verify the configured Microsoft mailbox, and reject other mailbox IDs. Only Scott can access his private mailbox. Logging out does not disconnect other operators. The platform connection is revoked in Microsoft Entra/Exchange and by removing the hosting token. Mailbox content and attachments are not stored in Supabase; HTML is sanitised and attachments are served as downloads.

The customer's 360° communication history can display matching sent and received Microsoft 365 emails using the customer's current registered email address. This matching and display happens on demand for authorised Staff/Admins, with periodic refresh while the history is visible. Limited email metadata (including sender/recipient, subject, date and provider identifiers) is logged in protected Supabase CRM records for customer support and ticket deduplication. Message bodies and attachments remain in Microsoft 365. Existing website support requests and manually recorded CRM communications retain their separate storage arrangements.

Separately, Admin-configured Brevo webhooks store event data in Supabase: event type, receipt/review times, email if supplied and provider payload. Known credential fields are redacted. Events support review and do not automatically change accounts, subscriptions or consent. Retained event data remains subject to the operator's retention procedure. Generated @q-ai.online integration identifiers are labels, not inboxes. Existing CRM support/contact records are distinct from the Microsoft 365 mailbox portal.

Admin deletion removes a Q authentication account and linked data according to existing deletion rules. Retained operational records may remain; this action does not erase Microsoft 365 mail, local exports or provider payment history. Unresolved subscriptions must be addressed first. It does not replace the privacy-request process below.

1. Introduction

Welcome to Q Intelligence ("Q Intelligence", "we", "our", or "us"), a software-as-a-service platform operated by Scott Harvey-Whittle trading as SHW Digital Services, a business established in the United Kingdom.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you use:

Our service is available worldwide. Although our business operates from the United Kingdom, users may access the Service from any jurisdiction. Where mandatory local privacy laws grant additional rights, those rights remain unaffected by this Privacy Policy.

By accessing or using Q Intelligence you acknowledge that you have read this Privacy Policy.

2. Who We Are

Data Controller

Scott Harvey-Whittle
Trading as SHW Digital Services

Website:

https://q-ai.online

Privacy Contact:

[email protected]

General Contact:

[email protected]

Where required by applicable law, SHW Digital Services acts as the Data Controller for personal information processed through Q Intelligence.

Certain infrastructure providers may independently act as data processors or controllers depending upon the specific processing activity.

3. Scope

This Privacy Policy applies to all users including:

It covers information collected through:

4. Definitions

For the purposes of this Privacy Policy:

Personal Data

Information capable of identifying an individual directly or indirectly.

Examples include:

Processing

Any operation performed on personal information including collection, storage, organisation, retrieval, transmission, deletion or analysis.

Service

The Q Intelligence platform.

User

Anyone accessing or using the Service.

Subscriber

A user with an active paid subscription.

Processor

An organisation processing personal data on our behalf.

Controller

The organisation deciding why and how personal information is processed.

5. Information We Collect

Depending upon how you use the Service, we may collect the following categories of information.

5.1 Account Information

When creating an account we may collect:

5.2 Profile Information

You may choose to provide:

This information is optional unless specifically required for a feature.

5.3 Authentication Data

Authentication may include:

Passwords are never stored in plain text.

5.4 Billing Information

Payments are processed by PayPal.

We do not store:

We may receive limited billing information including:

5.5 Usage Information

We automatically collect technical information including:

This information helps improve platform performance.

5.6 Device Information

Depending upon your browser settings we may collect:

5.7 AI Interaction Data

When you use AI features, the information processed depends on the mode you select. Local WebLLM processing occurs in your browser. Hosted AI sends client-side PII-masked prompt context to Q's server and configured AI provider. Relevant data may include:

This processing is necessary to provide AI functionality.

Users should avoid submitting confidential information unless they understand the associated risks and their organisational policies permit such use.

5.8 Uploaded Files

If you upload documents, we may process:

Uploaded files remain your responsibility.

5.9 Support Requests

When contacting support we may collect:

This enables us to respond effectively and improve customer service.

Customer email records in Q CRM

Emails sent to our office support mailbox may be matched to your verified Q account email address and logged in your customer support record. Q stores sender and recipient addresses, subject, date, provider message identifiers and ticket details for staff follow-up. Original email bodies and attachments remain in Microsoft 365. Q does not import staff private-mailbox messages into customer records. Access to CRM records is restricted to authorised staff and administrators.

Previous Brevo support chat

The Brevo Conversations widget has been removed from Q. Q no longer loads it for new website support conversations. Use Q Help, the support page or [email protected] for support.

Removing the widget does not itself delete earlier Brevo support records. For access, correction or deletion requests concerning previous conversations, contact [email protected]. The separate retention information below continues to apply to those historical records. Brevo email and optional analytics features are separate from the removed chat widget.

Optional Brevo website analytics

If you allow analytics through Q's cookie prompt, Q loads the Brevo website tracker to record page visits and associated browser activity for understanding site use. Brevo may use a browser identifier or cookies and process technical information such as your IP address, browser details, visit timing and the page path. Q does not send page query strings or private journal, AI conversation, mood, or profile content as tracker events. The tracker remains unloaded when analytics is rejected. You can change your choice at any time using Cookie preferences in the site footer. See the Cookie Policy for details.

CRM training environment

The public /crm-training page is a client-side demonstration and is separate from the authenticated CRM. It displays fictional customer names, reserved example.test email addresses and invented support scenarios. Searching, opening a sample record, and adding a demo record do not call CRM APIs or create, change, or delete a live customer record. Text entered into the add-demo form is held in page memory for that visit; it is not submitted to Q's CRM or other Q application APIs and is not saved by Q. Do not enter real customer or other personal information. General website requests and any site-wide technical monitoring or analytics described in this Policy may still process ordinary visit and device information.

5.10 Cookies and Similar Technologies

We use cookies and similar technologies for:

Further details are provided in our separate Cookie Policy.

5.11 Communications

We may retain records of:

These records help us improve our products and maintain customer support history.

For optional marketing and community-update emails, we use Brevo (formerly Sendinblue). Mailing-list records may include your email address, name if supplied, the updates you requested, subscription status, consent source and date, and unsubscribe or objection records. Brevo also processes message content and delivery information, such as send times, delivery failures and spam complaints, to operate the mailing service. Where email engagement tracking is enabled and lawfully permitted, it may also process opens, link clicks, timestamps and associated technical information. Section 16 explains your choices.

5.12 Native CRM and Customer Operations Data

Authorised Staff and Admin users may process limited customer-operation records in Q Intelligence's native CRM, including:

CRM records must not contain complete card numbers, card security codes, passwords, recovery links, or private journal, chat, mood, and identity content unless strictly necessary for an authorised support or legal purpose.

Staff-assisted account recovery sends a single-use recovery email through the authentication provider. Q does not return a temporary password or recovery action link to staff or in an API response.

PayPal may send verified webhook notifications to Q Intelligence so that product, subscription, payment, refund, failure, and cancellation records remain synchronised. Q Intelligence may also send product, plan, and subscription-management instructions to PayPal at the request of authorised Staff or Admin users. A customer must approve a new chargeable recurring subscription through PayPal.

5.13 Information We Do Not Intentionally Collect

We do not intentionally collect:

If such information is inadvertently provided, it will be processed only as necessary to deliver the requested service or comply with legal obligations.

6. How We Use Your Information

We only process personal information where there is a lawful basis for doing so and where the processing is necessary to operate, secure, improve, or comply with legal obligations relating to the Service.

Your information may be used to:

We do not sell your personal information.

7. Legal Bases for Processing

Where required by applicable data protection law, we rely on one or more of the following lawful bases.

7.1 Contract

Most processing is necessary to provide the Service you have requested.

Examples include:

7.2 Legitimate Interests

We may process information where we have a legitimate interest that is not overridden by your rights.

Examples include:

7.3 Legal Obligations

Certain processing is required to comply with applicable laws.

Examples include:

7.4 Consent

Where consent is required, we will request it before processing.

Examples include:

You may withdraw consent at any time where processing is based on consent.

8. AI Processing

Q Intelligence includes artificial intelligence functionality designed to assist users with generating, analysing, transforming, or interpreting information.

AI features may process:

Private local AI is provided through WebLLM and runs model inference in the user's browser. The browser downloads model assets from third-party distribution infrastructure, but Q does not send the conversation prompt to its AI server in this mode. If the user explicitly selects hosted AI, PII-masked prompt context is processed through supporting infrastructure operated by SHW Digital Services and the configured hosted provider. Q uses Groq when GROQ_API_KEY is configured, otherwise OpenAI when its key is configured.

AI-generated content may:

Users remain responsible for reviewing and validating AI-generated outputs before relying on them.

8.1 User Responsibility

Users should not submit information that:

You remain responsible for the information you upload.

8.2 AI Model Improvement

Unless explicitly stated otherwise, we do not use your private account content to train proprietary AI models owned by SHW Digital Services.

Third-party AI providers process requests according to their own contractual commitments and applicable privacy terms.

9. Third-Party Service Providers

To operate Q Intelligence we rely on carefully selected service providers.

These providers process information only where necessary to perform their services.

Current providers include:

ProviderPurpose
SupabaseAuthentication, database, storage
GroqOptional hosted AI processing when configured
OpenAIOptional hosted AI fallback and, when configured, separate vetted-knowledge embeddings
PayPalPayment processing
Microsoft 365 (Exchange Online)Staff/Admin mailbox hosting, CRM email communications and support notifications
Brevo (formerly Sendinblue)Historical support records from the removed Brevo Conversations widget; optional marketing emails, newsletters and community updates; mailing-list, delivery and unsubscribe management
Cloud hosting providersInfrastructure and security
Analytics providersPerformance and usage monitoring

Additional processors may be added over time as our services evolve.

Our current Processor Register provides further details.

10. Data Sharing

We do not sell personal information.

We may share information only where necessary.

Examples include:

Any sharing is limited to what is reasonably necessary.

11. International Transfers

Q Intelligence is available worldwide.

As a result, personal information may be processed outside the country where you reside.

Where transfers occur, we take reasonable steps to ensure appropriate safeguards are in place.

These safeguards may include:

Users acknowledge that cloud infrastructure may involve geographically distributed processing.

12. Data Security

We implement technical and organisational measures designed to protect information against:

Security measures may include:

No internet-based service can guarantee absolute security.

Accordingly, users accept that transmission of information over the internet carries inherent risks.

13. Account Security

Users are responsible for:

We may suspend accounts where security concerns arise.

14. Fraud Prevention

Information may be processed to:

This processing is undertaken in our legitimate interests and, where applicable, to comply with legal obligations.

15. Automated Decision-Making

Q Intelligence uses automated systems to generate AI responses and perform certain operational functions.

These automated processes are intended to assist users rather than make legally significant decisions about them.

Where applicable law grants rights relating to automated decision-making, users may contact us to request further information.

16. Service, Marketing and Community Communications

We may send communications relating to:

We distinguish necessary account, security, billing and service notices from optional newsletters, promotions and community updates. A message is not treated as necessary simply because it concerns Q or is sent using a transactional email tool.

16.1 Optional Emails Through Brevo

We use Brevo (formerly Sendinblue) to manage and deliver optional marketing and community-update emails. Q remains responsible for deciding why these contact details are used; Brevo processes the mailing data on our behalf under the applicable data-processing terms. See the Processor Register for provider information.

We send these optional emails where you have opted in or specifically requested them. Creating an account, buying a subscription or accepting our Terms does not by itself enrol you in general marketing. If you requested launch or waitlist updates, we use that permission for the updates described when you joined, rather than treating it as permission for unrelated campaigns.

You can unsubscribe through the link in a marketing or community-update email, or contact [email protected]. You do not need to close your Q account or pay a fee to stop marketing. You have the right to object to the use of your personal data for direct marketing at any time, including related profiling; we will stop using it for that purpose. Withdrawing marketing consent does not affect earlier lawful processing or necessary service notices.

We limit marketing-list data to contact details, communication choices and relevant delivery/consent records. Private journals, chat content, mood logs and programme reflections must not be uploaded to Brevo for campaigns. We do not use those records, or inferred sexual orientation or health information, to target marketing. Joining a Q mailing list is not treated as a declaration of your identity or health status.

16.2 Email Measurement

Brevo supports tracking pixels and personalised links to measure email opens and clicks. Where enabled, these may record whether and when an email was opened or a link was clicked, together with technical information such as IP address and email-client or device details. This information may be used to assess campaign engagement. Delivery and bounce records are distinct from open/click tracking.

Consent to receive emails does not by itself constitute consent to non-essential device tracking. Where applicable law requires consent for that tracking, it must be obtained separately before tracking occurs. You may withdraw any tracking consent through the controls provided with the email, where available, or by contacting [email protected]. Website cookie choices do not necessarily control tracking inside an email application. See the Cookie Policy for further information.

17. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements.

Retention periods vary depending on the type of information and the purpose for which it was collected.

17.1 Account Information

Account information is generally retained while your account remains active.

Following account closure, certain information may be retained for a reasonable period to:

17.2 Billing Records

Financial records, invoices, transaction references, and related accounting information may be retained for the period required under applicable tax and accounting legislation.

17.3 AI Conversations

Locally generated prompts and responses may be retained in browser storage to provide conversation continuity. User-approved memory may be stored in the user's RLS-protected Supabase records. Hosted conversations may be saved in Q only when the user has enabled the relevant continuity feature. Q's hosted-AI safety events contain request identifiers and technical metadata, not prompt or response text. The selected provider may retain hosted request data under its own retention policy; Groq and OpenAI retention details are set out in the Hosted AI Processing Disclosure and Processor Register.

Where technically feasible, users may delete conversations through the Service. Deleted content may remain in secure backups for a limited period before permanent removal.

17.4 Uploaded Files

Uploaded files are retained only as long as necessary to provide the requested functionality or until deleted by the user, unless continued retention is required by law or for legitimate security purposes.

17.5 Security Logs

Authentication records, audit logs, and security events may be retained for an appropriate period to:

17.6 Mailing Lists and Suppression Records

We keep active mailing-list information while it is needed to provide the updates you requested and review it for continued relevance. On unsubscribe or objection, we stop using your details for those campaigns. We may retain the minimum email address or equivalent identifier, opt-out date and suppression status needed to honour your choice and prevent accidental re-enrolment, together with proportionate consent evidence where needed for accountability or legal claims. Suppression records are not used to send marketing.

Requests for access, correction or deletion of mailing-list data can be sent to [email protected]. These requests cover relevant Brevo records as well as records held directly by Q. Deleting app data is not a substitute for managing a separate mailing-list subscription; you can use the email unsubscribe link or ask us to handle both. Retained provider logs and backups remain subject to the applicable contractual retention and deletion arrangements.

17.7 Brevo Support Conversations

Support messages and associated visitor records are retained for as long as needed to handle the enquiry and relevant follow-up, security or legal obligations. Retention depends on the support purpose and applicable provider arrangements; the retention periods for Q's own contact form do not automatically apply to Brevo conversations.

For access, correction or deletion of support-chat records, contact [email protected] and provide enough information to locate the conversation. Q handles relevant requests with Brevo. Clearing browser storage, closing the chat, exporting Q account data or deleting your Q account does not automatically export or delete the separate Brevo conversation history. Provider backups and logs remain subject to applicable retention and deletion arrangements.

18. Your Privacy Rights

Depending on your location and applicable law, you may have one or more of the following rights.

These rights may be subject to legal limitations or exemptions.

You may have the right to:

We may request reasonable evidence to verify your identity before responding to requests.

18.1 Right of Access

You may request confirmation of whether we process your personal information and, where applicable, obtain a copy of that information.

18.2 Right to Rectification

If personal information is inaccurate or incomplete, you may request that it be corrected.

Where possible, you may update information directly through your account settings.

18.3 Right to Erasure

You may request deletion of your personal information where:

This right is not absolute. We may retain information where legally required or where necessary to establish, exercise, or defend legal claims.

18.4 Right to Restrict Processing

You may request that we temporarily restrict processing in certain circumstances while a dispute or request is being considered.

18.5 Right to Object

Where processing is based on legitimate interests, you may object if you believe your rights outweigh our legitimate interests.

Your right to object to processing for direct marketing is absolute: we will stop that marketing processing when you object. This includes profiling related to direct marketing.

18.6 Right to Data Portability

Where applicable, you may request a copy of certain personal information in a structured, commonly used, and machine-readable format.

18.7 Withdrawing Consent

Where processing relies upon consent, you may withdraw that consent at any time.

Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

19. Managing Your Information

Where available through the Service, you may:

Some information may remain in secure backups or archived systems for a limited period before permanent deletion.

20. Cookies and Similar Technologies

Q Intelligence uses cookies and similar technologies to:

Some cookies are essential for the operation of the Service.

Non-essential cookies may only be used where required consent has been obtained under applicable law.

Further details are provided in our separate Cookie Policy.

21. Do Not Track

Some web browsers transmit "Do Not Track" (DNT) signals.

Because there is no universally accepted standard governing these signals, Q Intelligence does not currently respond differently to DNT requests.

Should recognised standards emerge, this policy may be updated accordingly.

22. Children's Privacy

Q Intelligence is intended for users aged 18 years or older, or the age of majority in their jurisdiction where higher.

We do not knowingly collect personal information from children.

If we become aware that personal information relating to a child has been collected without appropriate legal authority, we will take reasonable steps to delete that information promptly.

Parents or guardians who believe a child has provided personal information should contact us using the details provided in this Privacy Policy.

23. Links to Other Websites

The Service may contain links to third-party websites or services.

We do not control those external websites and are not responsible for their privacy practices, security, or content.

Users should review the privacy policies of any third-party services they choose to use.

24. Business Transfers

If SHW Digital Services undergoes:

personal information may be transferred as part of that transaction, subject to applicable legal requirements.

Users will be notified where required by law.

25. Data Breaches

In the event of a personal data breach, we will investigate the incident and, where required by applicable law:

26. Complaints

If you have concerns regarding our handling of personal information, we encourage you to contact us first so that we may attempt to resolve the matter promptly.

Where applicable law provides the right, you may also lodge a complaint with the relevant data protection authority in your jurisdiction.

27. Contact Us

For privacy-related enquiries, requests, or complaints, please contact:

Scott Harvey-Whittle
Trading as SHW Digital Services

Website: https://q-ai.online

Privacy Email: [email protected]

Support Email: [email protected]

28. Changes to This Privacy Policy

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

Where changes are material, we will take reasonable steps to notify users through the Service, by email where appropriate, or by other suitable means.

The "Last Updated" date at the beginning of this document will indicate the most recent revision.

29. Related Documents

This Privacy Policy should be read alongside the following documents:

  1. International Privacy Compliance

Q Intelligence is available worldwide. Where mandatory privacy lawsapply in your jurisdiction, we will comply with those laws to the extentthey apply to our processing activities.

  1. Definitions Appendix

This Privacy Policy should be read together with the Terms of Service,Cookie Policy, Security Policy, AI Disclaimer, Subscription Terms,Refund & Cancellation Policy, Data Processing Addendum, ProcessorRegister and other legal documents published for Q Intelligence.

  1. Version History

Version Date Summary

1.5.5 19/10/2026 Described fictional CRM training data, local-only demo interactions and site-wide visit data boundaries. 1.5.4 14/10/2026 Updated office mailbox, customer-history, support-notification and processor disclosures for Microsoft 365. 1.5.0 28/09/2026 Added Groq hosted AI provider, retention, data-location and transfer disclosures. 1.5.0 28/09/2026 Added opt-in Brevo website analytics tracker disclosures and cookie preference controls. 1.4.0 28/09/2026 Added Brevo Conversations support chat, visitor data, storage, retention and privacy-request disclosures. 1.3.0 16/09/2026 Added Brevo marketing/community email, consent, tracking, suppression and rights disclosures. 1.2.0 28/08/2026 Added hosted AI processing and current processor disclosures. 1.1.0 26/08/2026 Added local AI, memory, safety, CRM, and subscription disclosures. 1.0.0 02/08/2026 Initial release.

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

Referral information

When you use the referral programme, Q processes your referral code, the invited person's email address, signup and subscription status, qualifying payment amount, credit balance, and credit history. We use this information to attribute referrals, prevent fraud, calculate and apply benefits, provide customer support, and maintain financial and security audit records. Do not submit an email address unless you are permitted to contact that person. Q does not expose one customer's payment details to another customer.

Hosted AI Processing Disclosure

Q Intelligence displays the selected processing mode before a user sends an AI message. Local mode performs generation in the browser. When a user explicitly selects hosted processing, Q sends the PII-masked prompt, recent chat context, selected profile context, relevant opted-in memory, and necessary technical metadata to Q's server and the configured generation provider. Q uses Groq when GROQ_API_KEY is configured, otherwise OpenAI when OPENAI_API_KEY is configured. If an OpenAI key is configured, Q may also send the PII-masked user message to OpenAI to create an embedding for optional vetted-knowledge retrieval, including when Groq generates the response. Without an OpenAI key, hosted chat continues without this optional context.

When Groq is used, its published policy says inference requests are not retained by default. Groq may temporarily log inputs, outputs and related state for reliability troubleshooting or suspected abuse for up to 30 days, unless its Zero Data Retention control is enabled. Groq says retained customer data is stored in US Google Cloud Platform buckets. When OpenAI is used, OpenAI states that API inputs and outputs are not used to train its models by default unless the API customer explicitly opts in; standard abuse-monitoring logs may retain customer content and associated metadata for up to 30 days, subject to approved retention controls and legal requirements. Provider terms, data-processing terms, retention information and sub-processors are listed in the Processor Register.

Account exports, deletion, and retention controls

Signed-in users can download a structured copy of account-scoped information held by Q. The export includes relevant profile, memory, journal, mood, chat, feedback, subscription, CRM, referral, and audit records associated with the account. Local browser backups remain separate plaintext files and are not a complete cloud-account export.

Account deletion requires recent multi-factor authentication and an explicit confirmation phrase. Q may hold a deletion request while an active or unsettled subscription, payment dispute, fraud investigation, or legal retention duty is resolved. When deletion proceeds, the authentication account and account-owned content are removed or anonymised through database relationships. Limited receipt, security, processor-task, and financial evidence may be retained where necessary for accountability or legal obligations.

Current operational defaults retain password-reset requests for 90 days; contact requests for 365 days; and security and PayPal webhook events for 400 days. Completed privacy-request accountability records may be retained for six years. These periods may be shortened or extended where a documented legal obligation, dispute, safeguarding need, or security investigation applies. Automated purge execution is an operational control and is monitored separately from the application code.

Browser security and local storage status

Q applies a Content Security Policy, HSTS in production, same-origin isolation headers, and non-cacheable responses for authenticated, administrative, billing, referral, privacy, and hosted-AI routes. These controls reduce accidental disclosure and limit the impact of browser injection, but they cannot make data safe if a device or browser profile is already compromised.

The repository includes an asynchronous WebCrypto AES-GCM and IndexedDB secure-storage module using a passphrase-derived key. The passphrase and derived key are not stored by Q. Existing synchronous localStorage features are still classified as plaintext browser storage until each consumer is migrated to that module. Q therefore does not currently claim that every local journal, mood, profile, or chat record is encrypted at rest. Local browser lock and camouflage controls are privacy features, not cryptographic authentication.

AI assurance and safety telemetry

Client-supplied text cannot designate a source as trusted knowledge. Hosted Q retrieves vetted context server-side, labels user and retrieved content as untrusted data, restricts configured model identifiers, and supports an operational kill switch. Q records limited safety events such as crisis interception, model rejection, provider failure, and kill-switch activation using request identifiers and technical metadata only; prompts, journal text, chat content, tokens, and passwords are excluded from these events.

Standards and assurance statement

Q uses UK GDPR/ICO principles, ISO 27001/27701, NIST CSF and AI RMF, OWASP ASVS/API/LLM guidance, CIS Controls, Cyber Essentials, and ISO 42001 as design references. The presence of these controls does not constitute certification, accreditation, independent assurance, or a claim that Q conforms to every requirement. Current implementation status and residual gaps are maintained in the Security Policy and threat model.

Premium reflection and continuity features

Guided programme progress and optional reflections are saved in account-scoped browser storage. Advanced journal insights send the dates, mood ratings and tags within the selected reporting period to Q for calculation. Journal prose is not included in these insight requests and the calculation does not use an external AI provider.

Cross-device continuity is optional on each device. You choose whether to upload journal entries, mood check-ins, saved guides, chat history, programme progress/reflections, and language/appearance preferences. Selected data is stored in your Q account in Supabase and retrieved through authenticated, account-authorised Q endpoints. This feature is not end-to-end encrypted. Browser data, recovery copies and exported files remain plaintext. Passwords and device-lock settings are not included.

Pausing or deselecting continuity does not delete an existing cloud copy. Profile provides cloud export and deletion, including after premium access ends. Pause continuity on other devices before deleting a cloud copy to prevent re-upload. Account deletion also deletes the continuity record. A device retains a local recovery snapshot when cloud data replaces selected local data; it can be exported in Profile and is removed by the local-data clearing control.

News publishing and Help Videos

The CRM keeps unfinished form and email drafts in plaintext, account-scoped browser session storage for recovery after page refreshes. Customer and mailbox drafts are separated. This includes entered customer notes/tasks, payment and product details, support replies, email recipients/subject/body, attachment references, template values and publishing forms. Successful submission clears the relevant creation draft; Q logout clears the operator's recovery data. Recovery stays within that browser tab's session and does not sync across devices. Selected video files that have not completed uploading need to be selected again after a refresh. OAuth credentials and temporary passwords are not included in draft recovery.

Published news, linked updates, Help Video titles and written steps are publicly readable through Q endpoints without signing in. Do not include private account records, identifiable customer information or confidential support messages in published tutorials or news.

Q stores publishing records, news relationships, tutorial steps, video links and administrator account identifiers in Supabase. Uploaded Help Video files are stored in a private Supabase Storage bucket; Q issues time-limited playback links for published videos. Removing a video from publication stops new public playback links, but an already issued link can remain usable until it expires (up to one hour). Archiving does not automatically delete the underlying file or publishing record.

Q does not automatically load an external video player for hosted links. Opening a hosted video takes you to another website; that host may receive network and browser information and applies its own privacy and cookie settings. The provider is identified by the destination link. Site-use video requests do not send private journal or AI conversation content.

Q Help & Support conversations

Q stores deliberately submitted support requests, conversation replies, staff-only internal notes, assignment and activity records in its protected support database. Signed-in requests belong to the verified account; signed-out requests require a request-specific email access link. Email notifications use the existing office Microsoft 365 mailbox and contain only a generic notice and link, without the request subject, conversation text or notes. No journal, AI chat, mood or identity context is automatically attached.

Draft recovery uses plaintext, account- or verified-request-scoped browser session storage. Successful submission clears the draft; Q logout or closing guest access clears relevant recovery data. One-use email links expire after 24 hours and create an HttpOnly request-specific browser session. Closing guest access revokes that session.

Resolved or closed support conversations become eligible for operational deletion 365 days after their last activity. This includes associated messages, activity, notification records, access grants and linked CRM copies. Open requests are retained for follow-up. Deletion depends on running the operator purge; this release does not install a schedule. Emails already held in Microsoft 365 and provider backups follow their separate retention arrangements.

Q improvement suggestions and roadmap

Users choose titles and details for private improvement suggestions. Only the submitting account and authorised staff can access them; no journal, mailbox or other private app content is attached automatically. Staff may group suggestions and publish a separately written anonymous roadmap summary. Public responses exclude originals, submitter identifiers, source counts and internal activity. Saved edits stay private until republished.

Drafts use account-scoped plaintext session storage, clear after successful submission or Q logout, and remain while a form is closed. Reviewed or archived private suggestions and linked events qualify for the operator purge after 365 days without activity. Unreviewed suggestions remain pending review. Account deletion detaches ownership without transferring access through matching email. Published roadmap summaries remain until staff remove them. Hosted backups follow separate retention arrangements.