1. Scope and who is responsible

This policy applies where it is displayed or linked by Quantum Intelligence Hub Ltd, including on QIHHUB.COM, QIHHUB.INFO, QIHNETWORK.COM, QIHHUB.ONLINE, QIHHUB.NET, QIHHUB.SHOP, QIHHUB.STORE, OMERAKIN.NL and related QIH-controlled services and platforms.

Quantum Intelligence Hub Ltd is a company registered in England and Wales under company number 17246860, with its registered office at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

For data collected for our own business purposes—such as operating our websites, managing accounts, selling services, issuing invoices, preventing fraud and responding to enquiries—Quantum Intelligence Hub Ltd normally acts as the controller.

2. Personal data we may collect

Information you provide directly

• name, business name, job title and contact details;
• account, authentication and authorised-user information;
• billing address, invoice details, transaction references and subscription information;
• enquiries, support requests, complaints and other communications;
• documents, instructions, knowledge-base content and files supplied for service delivery;
• privacy choices, marketing preferences and records of consent.

Information generated through our services

• telephone numbers, caller identifiers, call timestamps, duration and routing information;
• voice recordings and transcripts where recording or transcription is enabled and lawful;
• emails, web-chat, WhatsApp, social-media and other channel messages;
• appointment, reservation, service-request and follow-up information;
• AI prompts, responses, summaries, classifications and escalation records;
• website interactions, cookie identifiers and analytics events, subject to your choices;
• IP address, device, browser, operating system, login, server and security logs.

Information obtained from others

We may receive personal data from our business customers, authorised users, payment providers, communications providers, publicly available business sources, referral partners, security services and other platforms you connect to the service.

We ask customers not to submit special-category data or highly sensitive information unless it is necessary, lawful and expressly supported by the relevant service configuration and contract.

3. Why we use personal data and our lawful bases

If we rely on consent, you may withdraw it at any time without affecting processing that took place before withdrawal. If we rely on legitimate interests, we balance those interests against the rights and reasonable expectations of the individuals concerned.

4. QIH HUB AI Digital Reception and Digital Admin

Our AI-enabled services may receive and respond to calls or digital messages, identify the requested language or service, retrieve approved business information, create summaries, arrange appointments, route enquiries and escalate matters to a human operator.

• Callers and users should be told when they are interacting with an AI system.
• AI output may be incomplete or inaccurate and should not be treated as legal, medical, financial or other regulated professional advice.
• Business customers determine the approved knowledge base, channels, purposes and escalation rules for their own deployment.
• We apply data minimisation and access restrictions appropriate to the service configuration.
• We do not use customer conversations to train a general-purpose AI model unless this is separately and transparently agreed with an appropriate lawful basis.

Automated decision-making

QIH does not intend its standard Digital Reception service to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals. AI may classify, prioritise, summarise or route an enquiry, but a human review route should remain available. If a customer configures a materially different workflow, that customer is responsible for conducting the necessary assessment, providing specific transparency information and implementing required safeguards.

5. Telephone calls, messages, transcription and recordings

Depending on the service configuration, calls and digital conversations may be transcribed, summarised or recorded for service delivery, appointment management, quality assurance, security and dispute resolution. Where required, an audible or written notice will be given before recording or transcription begins.

The business customer operating the relevant AI reception determines whether recording is enabled and must ensure that its use is lawful in the countries concerned. Individuals may request a human agent or use an alternative contact method where one is available.

Inbound service communications and outbound marketing are treated differently. Automated outbound marketing must not be conducted without the permissions, suppression checks and other safeguards required by applicable laws, including PECR where relevant.

6. Controller and processor responsibilities

Where QIH acts as a processor, we process personal data only on the documented instructions of the relevant business customer, subject to applicable law and the Data Processing Agreement. The customer is responsible for:

• identifying a valid lawful basis and providing its own privacy information;
• configuring lawful recording, messaging, retention and marketing rules;
• ensuring the information and instructions supplied to QIH are accurate and lawful;
• responding to individual-rights requests, with reasonable assistance from QIH;
• ensuring that its employees and authorised users access data appropriately.

QIH remains responsible for processing it undertakes as an independent controller, including its own account administration, security, billing, compliance and legal records.

7. Cookies and similar technologies

Our sites may use strictly necessary cookies for security, session management, preferences and essential functionality. With consent where required, we may also use analytics, performance, embedded-content or marketing technologies.

You can manage non-essential cookies through the cookie banner or browser settings. For details, see our Cookie Policy.

8. Who we share personal data with

We may share only the data reasonably necessary with:

• hosting, cloud, database and cybersecurity providers;
• AI model, speech recognition, transcription and automation providers;
• telephony, SIP, messaging, email and social-channel providers;
• payment processors, banks, accounting and invoicing providers;
• calendar, CRM, support and productivity providers selected by us or connected by the customer;
• professional advisers, auditors, insurers, regulators, courts and law-enforcement bodies where lawful;
• a buyer, investor or successor in connection with a genuine corporate transaction, subject to suitable safeguards.

Our material service providers will be identified in a separate Sub-processors List. We do not sell personal data.

9. International data transfers

Because we provide international digital services, personal data may be accessed or processed outside the United Kingdom or the country where it was collected. A transfer is made only where a recognised legal mechanism applies.

Depending on the transfer, safeguards may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, EU Standard Contractual Clauses, contractual and technical supplementary measures, and a documented transfer-risk assessment or data-protection test where required.

You may contact privacy@qihhub.com for information about the safeguard relevant to your data, subject to confidentiality and security limitations.

10. How long we retain personal data

We retain personal data only for as long as reasonably necessary for the stated purpose, contractual commitments, security, dispute handling and legal obligations. Retention depends on the service configuration and nature of the record.

• Account and service records: for the contract term and a reasonable period afterwards for administration and claims.
• Invoices and tax records: for the period required by applicable company, accounting and tax laws.
• Calls, recordings, transcripts and messages: according to the customer’s configured retention period, contractual instructions and legal requirements.
• Security logs: for a proportionate period based on threat, investigation and audit needs.
• Marketing records and suppression lists: until consent is withdrawn, an objection is received, or the record is no longer needed; minimal suppression data may be retained to respect an opt-out.

Data may remain temporarily in protected backups until overwritten under the applicable backup cycle. We may retain specific data longer where required for a legal hold, regulatory enquiry or legal claim.

11. Your data-protection rights

Subject to applicable law and relevant exemptions, you may have the right to:

• be informed about processing and obtain access to your personal data;
• correct inaccurate or incomplete information;
• request erasure or restriction of processing;
• object to processing based on legitimate interests and object at any time to direct marketing;
• receive eligible data in a portable format;
• withdraw consent where consent is the lawful basis;
• request human intervention in qualifying automated decisions;
• complain to a competent data-protection authority.

To exercise a right, contact privacy@qihhub.com. We may need to verify your identity. If your data was processed through one of our business customers, we may refer the request to that customer as controller or assist it in responding.

12. Security and incident management

We use risk-based technical and organisational measures intended to protect personal data, which may include role-based access controls, authentication, encryption in transit, system logging, monitoring, backups, environment separation, vulnerability management, provider due diligence and incident-response procedures.

No internet-connected system can be guaranteed absolutely secure. Customers must protect their own credentials, devices, user permissions and connected accounts and must notify us promptly of suspected unauthorised access.

13. Children and educational services

Our general commercial websites and QIH HUB AI business services are not directed at children. We do not knowingly use children’s personal data for behavioural advertising.

If a separately identified educational service is intended for minors, we will provide service-specific privacy information and apply age-appropriate safeguards, parental or school involvement where required, data minimisation and suitable access controls. Business customers must not configure QIH HUB AI to collect children’s data unless the use is lawful, necessary and expressly supported.

14. Marketing communications

We may send relevant business-to-business information where permitted by law and where our interests are not overridden by your rights. Consent will be obtained when required for a recipient or channel. You may unsubscribe using the link in a message or by contacting us.

Opting out of marketing does not stop necessary service, security, billing or contractual communications.

15. External websites and connected platforms

Our sites and services may link to or integrate with third-party platforms. Those organisations may act as independent controllers and apply their own privacy terms. We encourage you to review their notices before providing data or enabling an integration.

16. Changes to this policy

We review this policy when our services, providers or legal obligations change. We will publish the updated version with a revised date. If a change materially affects how we use personal data, we will take reasonable steps to bring it to the attention of affected users before the new processing begins.

17. Related documents

• Cookie Policy
• GDPR and UK GDPR Compliance
• Data Protection Policy
• Security & Trust Policy
• Sub-processors List
• AI Transparency Notice
• Website Terms & Conditions