QMS Support (“we,” “us,” or “our”) provides a task-based quality management assistance service that allows customers to submit work requests, upload documents, and collaborate with QMS experts. This Privacy Policy explains how we collect, use, store, and protect personal and business information when you use our platform. 

By using QMS Support, you agree to the practices outlined in this Privacy Policy. 

 

1. Information We Collect 

We only collect personal information when a user signs up for a subscription or interacts with our services. Depending on your role (client or expert), the information we collect may include: 

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1.1 Client Information 

• Name 

• Email address 

• Phone number 

• Job title 

• Company name 

• Billing address 

• Subscription details 
   

1.2 Business and Task Information 

To perform quality-related tasks, we may collect and store documents and data that customers provide, including: 

• QMS documents (procedures, forms, manuals, policies) 

• Audit records 

• CAPA, SCAR, NCR reports 

• Templates, logs, plans, reports 

• Names, job titles, and in some cases contact information of employees or co-workers relevant to task completion 

• Proprietary business files and operational data 
  These may contain sensitive or personally identifiable information (PII). 

 

1.3 Expert and Subcontractor Information 

From QMS experts and subcontractors, we collect: 

• Name 

• Personal email (for onboarding and tax documentation) 

• Work email (issued by us) 

• Phone number 

• Payment-related tax information 

 

1.4 System and Technical Information 

We may automatically collect: 

• IP addresses 

• Browser and device data 

• Cookies and similar technologies 

• Log files 

• User activity logs 

• Device identifiers (if technically captured) 

 

2. How We Use Your Information 

We use collected information to: 

• Provide and improve QMS Support services 

• Complete client tasks and deliver results 

• Manage subscriptions and billing 

• Communicate regarding tasks, updates, and account notifications 

• Analyze platform performance 

• Maintain security, detect misuse, and monitor system health 

We do not use your information for outreach or marketing unless you grant permission. 

 

3. Data Sharing 

We may share your information with:

 

3.1 QMS Experts and Subcontractors 

Experts and subcontractors may access client tasks, documents, and data solely on a need-to-know basis. 
All subcontractors must sign NDAs and confidentiality agreements. 

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3.2 Service Providers 

We may use third-party services to process communications, payments, file storage, and voice transcription. These may include: 

• Twilio (SMS/MMS processing) 

• Google Workspace (email, cloud storage) 

• OpenAI or other commercial APIs (voice transcription) 

• Zapier (automation, integrations) 

• Stripe (payments) 

• DigitalOcean, AWS (hosting) 

We do not store payment card information. Stripe processes all payment methods securely. 

We do not permit third-party providers to use customer data for training purposes or independent analytics. 

 

4. Data Storage and Security 

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4.1 Storage Locations 

Data is stored on servers hosted in the United States (e.g., DigitalOcean). 
Work-in-progress documents may also be handled on: 

• Encrypted local devices 

• Cloud drives with access controls (e.g., Google Drive, Dropbox) 

 

4.2 Encryption 

• Data in transit is encrypted via HTTPS 

• We implement commercially reasonable safeguards for stored data, including encrypted storage where supported by our hosting provider 

• Locally handled files must be stored only on encrypted devices and inside approved secure cloud folders 

 

4.3 Access Controls 

Access to customer data is restricted to: 

• Admins 

• Management 

• QMS experts  

 

5. Cookies and Tracking 

We use basic cookies for: 

• Platform functionality 

• Security 

• Session management 

• Advertisement

 

6. Data Retention 

We retain customer data for the duration of the active subscription and 30 days after cancellation, unless a customer requests earlier deletion. 

Completed tasks may be archived. Archived data remains accessible internally until deleted according to retention rules. 

Voice messages, SMS messages, and email submissions are stored for at least 30 days or longer if needed to complete tasks. 

 

7. Your Rights 

You may, at any time: 

• Request deletion of your data 

• Request an export of your data 

• Request corrections to inaccurate data 

We process deletion requests within 48 hours. 

 

8. Children’s Privacy 

QMS Support is intended for business use only and is not directed toward individuals under 18 years of age. 
We do not knowingly collect information from children. 

 

9. Data Breach Notification 

If a data breach occurs involving your personal information, we will notify affected customers within 96 hours of confirming the incident. 

 

10. Use of Third-Party Voice and AI Services 

We may use commercial APIs (e.g., OpenAI Whisper or equivalent) to process: 

• Voice messages 

• Transcriptions 

• Task inputs submitted via phone or messaging 

These services do not retain or store your data and process it solely to provide the requested transcription or transformation. 

 

11. Changes to This Policy 

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date and notify users where appropriate. 

 

12. Contact Information 

For privacy questions, data requests, or concerns, contact us at: 

QMS Support Privacy Team 
Email: support@qms.support 
Phone: +1 318 200 0539