Version 2026-09-13.v2
InnoQualis LTD, a company registered in England and Wales (company number 17066029), operates the InnoQualis electronic quality management system (eQMS). This policy explains what personal data we handle when you use the platform, why we handle it, and the rights you have over it.
We act in two distinct roles. For the account, billing and usage data needed to run the service, we are the controller. For the quality records your organisation stores in its workspace, your organisation is the controller and we are a processor acting on its instructions under our Data Processing Agreement, published at hub.innoqualis.com/dpa and incorporated into every subscription.
Account data — your name, email address and role in your workspace. We use it to operate your account, apply the correct permissions, and send you service messages such as sign-in codes and workspace notifications.
Authentication data — signing in is passwordless: we email you a six-digit code that is single-use, expires after fifteen minutes, and is held only in short-lived storage. Your browser then holds session tokens, described in the cookies and local storage section below.
Customer content — the quality records your organisation creates in its workspace: documents, training records, deviations, CAPAs, audits and similar. We process this content only to operate the service, to provide support your organisation has requested, or where the law requires it.
Audit trails — the platform records who did what and when across quality records. These trails are immutable by design: their permanence is a core purpose of a quality system in regulated industries, and they form part of your organisation’s records.
AI usage data — when your organisation uses AI features, we record per-request metering (the model used, token counts and cost) to enforce plan limits and bill accurately. The sub-processors section below describes how AI requests are processed.
Billing data — payments are handled by Stripe on its own hosted pages. Your card details never touch our servers; we hold subscription and invoicing records for your organisation.
Support and contact data — messages you send us, for example through the in-app help form or by email, so we can respond.
Server access logs — our web servers keep standard access logs (IP address, browser type, page requested, time) for security and troubleshooting. They are the only usage statistics we keep about you; they are not used for profiling or advertising and are deleted on a rolling basis.
Where we are the controller, we rely on: performance of a contract, for the account, authentication, billing and usage data needed to deliver the service; legitimate interests, for securing the platform, preventing abuse and understanding service health; and legal obligation, for records we must keep, such as accounting records.
Where we are a processor, we process customer content on your organisation’s documented instructions. The lawful basis for that content is determined by your organisation as controller.
Our production infrastructure is moving to OVHcloud, hosted in its Frankfurt (Limburg) data centre in Germany, in the European Union. The provider and region are decided and the migration is under way; we will update this notice once the cutover is complete.
Backup copies are kept within the EU today, independently of our primary hosting provider: a nightly encrypted off-site copy with Hetzner Online GmbH (Germany) and a monthly copy with Backblaze B2 (EU region).
A small number of sub-processors process specific data outside Germany — for example, requests to AI features are processed by OpenAI in the United States. Those transfers are protected by the safeguards in each provider’s data-processing terms.
We use a short list of service providers to run the platform: OVHcloud (infrastructure hosting, Germany — migration in progress), Hetzner Online GmbH (off-site backup storage, Germany), Backblaze, Inc. (secondary backup copy, EU region), Cloudflare, Inc. (authoritative DNS for innoqualis.com today, with DNS-only records so no traffic passes through it yet; content delivery and access control planned for the same rollout), Stripe (payment processing), Microsoft 365 for transactional email delivery and the optional SharePoint integration where your organisation connects it — for the current subscription term the Microsoft 365 tenant is resold and contracted through GoDaddy, so GoDaddy is our contracting party and Microsoft Ireland Operations Ltd. processes the mail downstream — and OpenAI (AI features — the prompts and text needed to serve each request, and embeddings for search).
We do not use advertising networks or third-party analytics providers. The current sub-processor list, with each provider’s role and location, is maintained on our trust page, and workspace administrators receive at least 15 days’ notice of changes by email, under our Data Processing Agreement.
Account data is kept for as long as your account is active. Quality records are retained for the life of your organisation’s subscription; if a trial ends without a subscription, your workspace remains on the Compliance plan with restricted, read-only access and your data is retained.
After termination we provide a 30-day retention-and-return window during which your organisation can take a complete copy of its data; we then delete the workspace within a further 30 days, as described in our Terms of Service and Data Processing Agreement. Erasure is a verified, manual procedure today: we confirm the request with your organisation’s administrator, export on request, delete every record scoped to the workspace, and confirm in writing. Audit trails are immutable for the life of the workspace — their retention is part of the regulatory record-keeping purpose they serve — and are deleted with it unless a law requires us to keep them.
You have the rights provided by UK and EU data protection law, including access, rectification, erasure, restriction, portability and objection, as they apply to the role we act in.
For your account data, contact us directly and we will respond to your request. For personal data inside a customer workspace, your organisation is the controller — direct your request to it, and we will assist it in responding. You also have the right to complain to the UK Information Commissioner’s Office or your local supervisory authority.
We do not use advertising or analytics cookies, and there is no third-party tracking on the platform. The only cookie we set is an http-only refresh-token cookie that keeps you signed in.
Your browser’s local storage holds your session access token and interface preferences such as your theme choice. Clearing your browser data signs you out and resets those preferences.
We may update this policy as the service evolves. Each version is dated, and we will give notice of material changes through the platform or by email. The version shown at the top of this page always identifies the text in force.
Questions about this policy or your personal data: contact@innoqualis.com. Data protection matters can also be raised with dpo@innoqualis.com. InnoQualis LTD is registered in England and Wales under company number 17066029.
This policy works alongside our Terms of Service, which describe the subscription itself, and our Data Processing Agreement.