Privacy Policy

How MyQTAG collects, uses, and protects your personal data.

MyQTAG is committed to protecting your privacy and handling your personal data transparently and responsibly. This Privacy Policy explains what data we collect, why we collect it, how we use it, and your rights under UK data protection law.

1. About Us

MyQTAG is a SaaS platform for digital form management and inspection workflows, operated by MyQTAG Ltd, a company incorporated in England and Wales.

MyQTAG acts as:

  • a Data Controller in respect of personal data we collect about Subscribers, Users, and visitors to our website (myqtag.co.uk);
  • a Data Processor in respect of personal data submitted by Subscribers and their Users through the platform in connection with their own operations — processing governed by our Data Processing Agreement.

For questions about this Privacy Policy or to exercise your rights, please contact us at: privacy@myqtag.co.uk

2. Personal Data We Collect

2.1 Account & Registration Data

When you create a MyQTAG account, we collect:

  • full name and email address;
  • organisation name and role;
  • password (stored in hashed form — we never store your password in plain text);
  • billing contact details and invoice address where applicable.

2.2 Usage & Activity Data

When you use the platform, we automatically collect:

  • log data including IP addresses, browser type and version, device type, and operating system;
  • pages visited, features used, and actions taken within the platform;
  • session timestamps and duration;
  • error logs and crash reports.

2.3 Platform Content Data

When Subscribers and Users submit forms or create content within the platform, that content may include personal data about third parties (such as field operatives, site contacts, or individuals named in inspection records). MyQTAG processes this data as a Processor on the Subscriber’s behalf, not as a Controller.

2.4 Communications Data

If you contact our support team, respond to our communications, or provide feedback, we collect the content of those communications and any personal data included within them.

2.5 Cookies & Tracking

We use cookies and similar technologies as described in Section 10 of this Policy.

3. How We Use Your Personal Data

We use personal data for the following purposes and on the following legal bases:

3.1 Providing the Service (Contract)

We process personal data as necessary to perform our contract with you, including to:

  • create and manage your account;
  • deliver the features and functionality of the platform;
  • process payments and manage billing;
  • provide technical support.

3.2 Legitimate Interests

We process personal data for our legitimate interests in operating and improving the platform, including to:

  • monitor and analyse usage patterns to improve product features and performance;
  • detect, prevent, and investigate fraud, security incidents, and abuse;
  • manage our business relationships and communicate service updates;
  • maintain the security and integrity of our systems.

Where we rely on legitimate interests, we have assessed that our interests are not overridden by your rights and freedoms. You may object to processing based on legitimate interests at any time (see Section 8).

3.3 Legal Obligations

We process personal data where necessary to comply with applicable legal obligations, including tax, accounting, and regulatory requirements.

3.4 Consent

Where we rely on your consent to process personal data (for example, for optional marketing communications), you may withdraw that consent at any time by contacting us at privacy@myqtag.co.uk or using the unsubscribe link in any marketing email.

4. Marketing Communications

We may send you product updates, newsletters, and information about new features by email. We will only do so where you have opted in or where we have a legitimate interest in doing so as an existing customer in accordance with the UK Privacy and Electronic Communications Regulations (PECR).

You can opt out of marketing communications at any time by clicking the unsubscribe link in any email or by contacting privacy@myqtag.co.uk. Opting out of marketing will not affect transactional communications related to your account.

5. Sharing Your Personal Data

5.1 Sub-processors

We share personal data with carefully selected third-party service providers who process data on our behalf as sub-processors. These include providers of hosting and infrastructure, email delivery, payment processing, and customer support tooling. All sub-processors are contractually required to process personal data only in accordance with our instructions and applicable data protection law.

A current list of our sub-processors is available at myqtag.co.uk/sub-processors.

5.2 Legal Requirements

We may disclose personal data to law enforcement, regulatory authorities, or courts where we are required to do so by applicable law, or where we have a good-faith belief that disclosure is necessary to protect our rights, your safety, or the safety of others.

5.3 Business Transfers

If MyQTAG is involved in a merger, acquisition, or sale of all or substantially all of its assets, personal data held by MyQTAG may be transferred as part of that transaction. We will notify affected Subscribers and Users in advance and explain any choices available.

5.4 No Sale of Data

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

6. International Data Transfers

MyQTAG’s primary infrastructure is located within the UK and/or EEA. Where we or our sub-processors transfer personal data outside the UK or EEA, we ensure that appropriate safeguards are in place, such as:

  • transfers to countries with an adequacy decision from the UK Government;
  • use of UK International Data Transfer Agreements (IDTAs) or other approved transfer mechanisms.

You can request details of the safeguards in place for international transfers by contacting privacy@myqtag.co.uk.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

Account Data. Account and usage data is retained for the duration of the active account. Following account closure or Subscription termination, we retain data for 90 days to allow export, after which it is permanently deleted unless retention is required by law.

Billing Records. Financial and billing records are retained for 7 years in accordance with UK legal and tax obligations.

Support & Communications. Support tickets and communications are retained for up to 3 years from the date of the last interaction.

Legal Claims. Where personal data is relevant to an ongoing or anticipated legal claim, we may retain it for longer as necessary.

8. Your Rights Under UK GDPR

Under UK data protection law, you have the following rights in respect of your personal data:

  • Right of Access. You have the right to request a copy of the personal data we hold about you and information about how we use it.
  • Right to Rectification. You have the right to request correction of inaccurate or incomplete personal data.
  • Right to Erasure. You have the right to request deletion of your personal data where it is no longer necessary for the purposes for which it was collected, or where you have successfully objected to processing.
  • Right to Restriction. You have the right to request that we restrict processing of your personal data in certain circumstances.
  • Right to Data Portability. Where we process your personal data by automated means on the basis of contract or consent, you have the right to receive your data in a structured, commonly used, machine-readable format.
  • Right to Object. You have the right to object to processing based on legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.
  • Rights related to Automated Decision-Making. You have the right not to be subject to decisions made solely by automated means that have a significant legal or similarly significant effect on you. MyQTAG does not currently carry out such processing.

To exercise any of these rights, please contact privacy@myqtag.co.uk. We will respond within one month. Where requests are complex or numerous, we may extend this period by a further two months with prior notice.

We will not charge a fee for responding to rights requests except where they are manifestly unfounded or excessive, in which case we may charge a reasonable fee or decline the request.

9. Complaints

If you are unhappy with how we have handled your personal data, please contact us in the first instance at privacy@myqtag.co.uk. We will investigate and respond promptly.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

Information Commissioner’s Office

Website: ico.org.uk

Helpline: 0303 123 1113

10. Cookies

MyQTAG uses cookies and similar tracking technologies on its website and platform. Cookies are small text files stored on your device that help us provide and improve the service.

10.1 Strictly Necessary Cookies

These cookies are essential for the platform to function and cannot be switched off. They include session authentication cookies, security tokens, and load-balancing cookies. No consent is required for these cookies.

10.2 Analytics Cookies

With your consent, we use analytics cookies to understand how the platform is used, identify performance issues, and improve the product. These cookies collect aggregated and anonymised data.

10.3 Managing Cookies

You can control or disable non-essential cookies via your browser settings or via the cookie preferences panel on our website. Please note that disabling certain cookies may affect the functionality of the platform.

11. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These include:

  • encryption of data in transit (TLS 1.2 or higher) and at rest;
  • access controls and authentication requirements;
  • regular security assessments and staff training;
  • incident response procedures.

No transmission of data over the internet or storage system can be guaranteed to be 100% secure. If you believe your account has been compromised, please contact us immediately at support@myqtag.co.uk.

12. Children’s Data

The MyQTAG platform is intended for use by organisations and business professionals. We do not knowingly collect or process personal data from children under the age of 16. If you believe that a child has provided us with personal data, please contact privacy@myqtag.co.uk and we will take steps to delete it.

13. Third-Party Links

The platform may contain links to third-party websites or services. This Privacy Policy does not apply to those third-party sites. We recommend reviewing the privacy policies of any third-party services you access.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. We will notify you of material changes by email or via an in-platform notice at least 14 days before changes take effect.

The current version of this Privacy Policy is always available at myqtag.co.uk/privacy. The effective date at the top of this document indicates when it was last updated.

15. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:

Privacy Officer, MyQTAG

Email: privacy@myqtag.co.uk

Website: myqtag.co.uk

This Privacy Policy is effective from 1 July 2025. MyQTAG Ltd is registered in England and Wales. ICO Registration Number: [INSERT REGISTRATION NUMBER].