QuickData.ai

Privacy Policy

Effective Date: 5.11.2025. Last updated: October 12, 2026.

QuickData.ai ("we," "us," or "our") respects your privacy and is committed to protecting it through this Privacy Policy. This Policy describes the types of information we may collect from you or that you may provide when you visit our website or use our services (collectively, "Services"), and our practices for collecting, using, maintaining, protecting, and disclosing that information.

1. Information We Collect

We collect several types of information from and about users of our Services, including:

  • Personal Information: such as your name, email address, company name, phone number, and billing information, provided when you create an account or communicate with us.
  • Document Data: documents you upload for processing may contain financial or proprietary information.
  • Usage Data: including IP address, browser type, device information, operating system, pages visited, and time spent on our site.
  • Cookies and Tracking Technologies: used to enhance user experience and track website usage patterns.

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and improve our Services.
  • Respond to inquiries and provide customer support.
  • Process transactions and manage billing.
  • Analyze usage trends and preferences.
  • Communicate with you about product updates, offers, and news (you may opt-out).
  • Comply with legal obligations and enforce our Terms.

3. Sharing of Information

We do not sell your personal information or your documents. We may share information with:

  • Service Providers: companies that run parts of the Services for us under confidentiality agreements: hosting, AI processing (see section 4), payments, sign-in and email. Each receives only what its task needs. A list of these providers by name is available on request.
  • Legal Authorities: when required by law or to protect our rights and safety.
  • Affiliates and Partners: only to the extent necessary to provide and improve our Services.

4. What happens to your documents

In short: we read your document, give you the result, and keep neither. If a document fails to process or needs review, we first remove residents' names and other personal details, then keep that cleaned copy for at most 30 days so we can fix the problem. The AI services that help us read documents are never told who you are, and may not train on your documents.

  • Documents that read cleanly. We keep neither the document nor the result.
  • Results you collect later. Some results are not returned right away: when you send a document through the API and fetch the result later, or when someone sends you a file through an upload link. We hold these results for 24 hours so you can collect them, then delete them, unless we have agreed on a different time with your company.
  • Documents that fail to process or need review. We first remove residents' names and other personal details, then keep only that cleaned copy so our team can fix the problem. The file as you sent it is not kept. We delete the cleaned copy when the problem is fixed, and within 30 days at the latest. If you are the account owner, you can delete it sooner by clearing your document log.
  • Document log. For each document we record the file name, time, document type, number of rows, result and who sent it. Nothing from inside the document is recorded. The log lets you see what your team processed, when and with what result, and check it against your invoice. If you are the account owner, you can clear it at any time; we keep only the counts needed for invoices.
  • Report formats. We keep a list of the report formats we have seen: the column headings, status labels and charge codes a report uses, and what each one means (for example, "Lease Rent" is the tenant's rent). The list holds no figures, no resident names and no copy of any file. It holds only a fingerprint that tells us whether the same file was sent before. We use it only to recognize a format we have seen before, and never to train an AI model.
  • No document retention. If you are the account owner, you can turn this on for your whole company. We then record no file names and keep no files, not even the cleaned copy of a document that failed to process or needs review. We keep nothing from your documents, only a count for invoices. This setting doesn't change what our AI services keep (below).
  • AI services. Two AI services help us read documents. They receive the document's text and file name, but never who you are or which company sent it. Neither may use your documents to train its models.
    • The first reads every document and keeps nothing (zero data retention).
    • The second checks some documents, or parts of them: when the first is unsure, when the document's own totals don't confirm the result, or when something looks wrong. It deletes what it receives within 30 days, unless its safety systems flag misuse or the law requires keeping it longer.
  • Account and billing information. We keep it while your account is open, and afterwards only as long as legal obligations or disputes require.

5. Security

We use reasonable administrative, technical, and physical safeguards to protect your information, including:

  • Encrypted connections (HTTPS) for the website, the API and the Excel add-in, and to our providers.
  • API keys stored only as hashes, so they cannot be read back.
  • Each company's documents, results, usage and settings kept apart from every other company's.
  • A saved document (section 4) opened only by the QuickData staff who fix reading problems.

No method of transmission over the Internet or method of electronic storage is 100% secure.

6. Your Choices

You can:

  • Access or correct your personal information by logging into your account.
  • Opt-out of marketing emails by following the unsubscribe link.
  • Request deletion of your account by contacting us.

7. Children’s Privacy

Our Services are not intended for children under 18 . We do not knowingly collect personal data from children.

8. International Users

If you access our Services from outside the United States, your information may be transferred to, stored, and processed in the U.S., where data protection laws may differ from those in your country.

9. Changes to This Policy

We may revise this Privacy Policy from time to time. We will notify you of any material changes, and your continued use of the Services constitutes acceptance of the updated Policy.

10. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at: support (at) quickdata (dot) ai