Privacy Policy

Last updated: December 2025

1. Introduction

QENEX LTD (Company No. 16523814), registered in England and Wales, is committed to protecting your privacy. This policy explains how we collect, use, and protect your personal data across all QENEX products and services.

2. Data Controller

QENEX LTD is the data controller for personal data processed through our services. We are registered with the UK Information Commissioner's Office (ICO) under registration number C1837621.

3. Data We Collect

Account Information: Name, email address, company name, and contact details when you register or contact us
Usage Data: API calls, service interactions, feature usage, and access timestamps
Payment Data: Processed securely by Stripe; we do not store payment card details
Technical Data: IP addresses, browser type, device information for security and service optimization
Communication Data: Records of correspondence when you contact our support team

4. How We Use Your Data

To provide, maintain, and improve our services (GPTFinancial, AutoFlow, ComplianceMonitor, etc.)
To process payments and manage subscriptions
To send service-related communications and important updates
To respond to support requests and inquiries
To ensure security and prevent fraud
To comply with legal obligations

5. Legal Basis for Processing

We process your data based on:

Contract Performance: To fulfill our service agreements with you
Legitimate Interests: For service improvement, security, and fraud prevention
Legal Compliance: To meet regulatory and legal requirements
Consent: For marketing communications (where applicable)

6. Data Sharing

We do not sell your personal data. We may share data with:

Stripe: For secure payment processing
Cloud Infrastructure Providers: For hosting and service delivery
Professional Advisors: Legal and accounting services as required
Legal Authorities: When required by law or to protect our rights

7. International Transfers

Your data may be transferred to and processed in countries outside the UK. We ensure appropriate safeguards are in place, including Standard Contractual Clauses where required.

8. Data Retention

We retain your data for as long as your account is active or as needed to provide services. After account closure, we retain data for 7 years for legal and regulatory compliance. You may request earlier deletion subject to legal requirements.

9. Your Rights (UK GDPR)

You have the right to:

Access your personal data
Correct inaccurate or incomplete data
Request deletion of your data (right to be forgotten)
Object to processing
Restrict processing
Data portability
Withdraw consent at any time

10. Cookies

We use essential cookies for service functionality and optional analytics cookies to improve our services. You can manage cookie preferences through our cookie consent banner.

11. Security

We implement industry-standard security measures including:

256-bit SSL/TLS encryption for data in transit
Encrypted storage for data at rest
Regular security audits and penetration testing
Access controls and authentication measures

12. Changes to This Policy

We may update this policy periodically. We will notify you of significant changes via email or through our services.

13. Contact Us

For privacy-related inquiries or to exercise your rights:

Email: privacy@qenex.ai
General inquiries: hello@qenex.ai

QENEX LTD
United Kingdom
Company No. 16523814 | ICO: C1837621