Privacy Policy

1. Introduction

HQE Systems ("we," "us," or "our") operates the HQE Systems platform (the "Service"), accessible at crm.hqesystems.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

2. Information We Collect

2.1 Personal Information

We may collect personally identifiable information that you voluntarily provide when registering for an account or using the Service, including but not limited to:

• Full name (first and last name)
• Email address
• Phone number
• Mailing address
• Job title and department
• Profile photograph
• Username and password

2.2 Usage Data

We automatically collect certain information when you access the Service, including:

• IP address and browser type
• Operating system and device information
• Pages visited and features used
• Date and time of access
• Referring URLs

2.3 Content Data

We store content you create or upload through the Service, including:

• Messages and communications
• Files, documents, and attachments
• Project and task information
• Comments and notes
• Knowledge base articles

2.4 Cookies and Tracking Technologies

We use cookies, local storage, and similar technologies to maintain your session, remember your preferences (such as theme settings), and improve the Service experience. These are essential for the operation of the platform and are not used for third-party advertising.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Provide and maintain the Service — to operate, deliver, and improve the platform features
• Account management — to create and manage your user account, authenticate your identity, and authorize access
• Communications — to send notifications, alerts, and updates related to your use of the Service, including email and SMS notifications
• AI-powered features — to provide intelligent assistance, message summarization, and other AI-driven capabilities within the platform
• Security and compliance — to detect, prevent, and address technical issues, security threats, and unauthorized access
• Analytics and improvement — to understand how the Service is used and to improve its performance and functionality
• Legal obligations — to comply with applicable laws, regulations, and legal processes

4. Third-Party Services

We integrate with the following third-party services to provide the Service. Each has its own privacy policy governing its use of your data:

• Google — for OAuth authentication, Calendar, and Drive integration
• Firebase (Google Cloud) — for real-time database, authentication tokens, and push notifications
• Anthropic (Claude AI) — for AI-powered features including chat assistance and content summarization
• SendGrid (Twilio) — for transactional email delivery
• Plivo — for SMS notifications

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

5. Data Storage and Security

Your data is stored using Firebase Realtime Database, a Google Cloud service, and is protected using industry-standard security measures including:

• Encryption in transit (TLS/SSL)
• Authentication tokens with expiration
• Role-based access controls
• Server-side input validation and sanitization

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If your account is deactivated, we may retain certain information as required by law or for legitimate business purposes, such as resolving disputes and enforcing agreements.

You may request deletion of your personal data by contacting your organization's administrator or by reaching out to us directly.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access — request a copy of the personal data we hold about you
• Correction — request correction of inaccurate or incomplete data
• Deletion — request deletion of your personal data, subject to legal retention requirements
• Portability — request your data in a structured, machine-readable format
• Objection — object to certain processing of your personal data

To exercise any of these rights, please contact us using the information in Section 11.

8. Children's Privacy

The Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete that information promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from the laws of your jurisdiction. By using the Service, you consent to the transfer of your information to such countries.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" above. Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: