quipteams | Privacy Policy
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quipteams LLC (“quipteams,” “we,” “us,” or “our”), located at 1007 N Orange St, Wilmington, Delaware 19801, USA, owns and operates the quipteams dashboard (the “Dashboard”) as well as our associated website (the “Site”) and services (collectively, the “Services”). We are committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, and share information about you when you interact with our Site or use our Services.
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1. Scope & Applicability

This Privacy Policy applies to the following individuals:

1. Visitors who browse our Site.

2. Clients who use or purchase our Services.

3. Independent Contractors who work with us.

4. Suppliers who provide products or services to quipteams.

5. Partners who collaborate with us in business relationships.

6. Prospects who may be interested in our Services.

7. Participants in any webinars, conferences, trade events, surveys, or similar activities.

By accessing our Site or using our Services, you agree to the collection, use, and sharing of your information as described in this Privacy Policy.

2. Information We Collect

When you use our Site or Services, we may collect information that can identify you (“Personal Information”). Below are the primary categories of Personal Information we handle:

• Contact Information: Such as your name, email address, phone number, and mailing address.

• Financial Information: When relevant, we may collect details like payment method, billing information, or bank account data (for example, if you’re a Client paying an invoice).

• Transactional Information: Details about your transactions with us (e.g., purchase history, amounts paid).

• Locational Information: General IP-based location and/or country.

• Technical Information: Details about the devices and tech you use (IP address, browser type, operating system, etc.).

• Usage Information: Information about how you interact with our Site or Services, such as pages visited or time spent.

• Professional Information: If relevant, information about your role, job title, or employer.

• Communication Information: Content of correspondence with us (emails, inquiries, etc.).

• Consent Records: Preferences you set or permissions you give (e.g., subscribing to certain types of emails).

We do not collect biometric data, health or medical information, or “selfies.” We also do not knowingly engage third-party credit or fraud agencies.

Sources of Information

We may gather your Personal Information from:

• You, directly: For instance, when you fill out forms on our Site, sign up for emails, or communicate with us.

• Cookies and Tracking Technologies: To understand how users navigate our Site (see our separate Cookie Policy, which will be provided later).

• Third Parties: Such as analytics service providers (to learn how users interact with our Site) and payment processors (to handle transactions).

• Shipping Providers: If we need to ship something to you, we may receive or share limited information (e.g., name, address) to facilitate delivery.‍

• HRIS Integration Data: When integrated with a client's HRIS via API, we collect client and employee data directly from the connected system.

3. How We Use Your Information

We do not process your data for detailed marketing, extensive advertising campaigns, or product research. We keep our use of Personal Information minimal and focused on:

1. Providing Our Services

• To fulfill agreements with our Clients, Independent Contractors, Partners, and Suppliers.

• To manage user accounts and transactions.

2. Communicating With You

• To respond to inquiries or provide updates about our Services.

• To send transactional or administrative messages.

3. Analytics and Site Improvement

• To understand how visitors use our Site so we can refine its functionality.

• To evaluate performance and troubleshoot issues.

4. Security and Compliance

• To help detect or prevent fraud, unauthorized activity, or other harmful behavior.

• To comply with any legal obligations that apply to us under U.S. law.

5. Opt-In Email Updates

• We may occasionally send newsletters or other relevant emails—only if you have subscribed. You can unsubscribe at any time using the link in the email or by contacting us directly.

4. Sharing Your Information

We do not sell your Personal Information. We only share it in limited scenarios, such as:

1. Service Providers:

We use trusted third parties (e.g., web hosting, analytics, payment processors, shipping providers) who help operate our Site or support our Services. These providers only access your data as necessary to perform their tasks on our behalf.

2. Business Transfers:

If our business is involved in a merger, acquisition, asset sale, or reorganization, your information may be transferred as part of that process. In such a case, we will notify you of any significant change in ownership or use of your Personal Information.

3. Legal Requirements:

We may disclose Personal Information where required by law, in response to valid requests by public authorities (e.g., subpoenas, court orders), or to protect our rights, safety, or property (or that of others).

Note: The information shared is limited to the purpose of meeting a specific requirement. The full folder of information is not provided to the vendor—only what is necessary for that purpose.

We do not share Personal Information with universities, research institutions, or external academic programs.

5. Retention of Personal Information

From the date of the last transaction, the data is stored for 5 years. It is kept in an encrypted database to protect the security of both our company and our client. After 5 years in the active database, the data is moved to an archived database, which remains secure at all times.

6. Security Measures

All employees use two-factor authentication (2FA) and work exclusively from verified devices to ensure secure access. Our databases are protected with robust encryption and security protocols. We maintain regular backups to guarantee data integrity, and in the event of any downtime or disaster, operations can continue seamlessly using our backup systems.

We sign NDAs with all employees, clients, partners, and vendors to ensure data protection. These NDAs do not expire.We store data in Supabase, using strict protocols to safeguard sensitive information.In the event of a database breach, we maintain a failsafe using Google Sheets within Google Services.

Staff Training:

quipteams deals with PII (names, addresses, employee details, device info, etc.) across multiple regions. The purpose of this training is to ensure that all quipteams employees clearly understand our legal responsibilities under global data privacy regulations, including GDPR, CCPA, and others.

It is designed to help the team identify and protect personal and sensitive data handled throughout our daily operations, ensuring proper management of client and employee information across the entire device lifecycle—including logistics, storage, preparation, and returns. The training also aims to minimize the risk of data breaches, unauthorized access, or misuse, while reinforcing the importance of following secure procedures when working with third-party vendors and partners.

You can help by safeguarding any account credentials (such as login details) and contacting us right away if you suspect unauthorized activity involving your account.

7. Device Management & Shipping

1. Equipment Provision & Ownership

• We assist our Client organizations (“Clients”) in providing devices (e.g., laptops, mobile phones, or other hardware) for their employees or contractors.

• These devices remain the property of the Client; we do not loan devices ourselves. Instead, we help manage logistics such as shipping, returns, or replacements upon the Client’s request.

2. Shipping Logistics

• We may collect or receive Personal Information such as names, physical addresses, and phone numbers to arrange deliveries.

• We share only the necessary details (e.g., name, address) with our courier or shipping provider to ensure successful delivery or pickup.

3. User-to-User Transfers (if applicable)

• If a Client instructs us to transfer a device directly from one user to another, we may generate shipping labels that reveal certain details (like name and address).

• It is the Client’s responsibility to confirm they have each user’s permission for any direct user-to-user transfer.

8. Mobile Device Management (MDM)

1. MDM Capabilities

• At a Client’s request, we may configure devices with Mobile Device Management (“MDM”) tools to:

• Enforce security policies (e.g., password rules, data encryption)

• Push applications or updates to the devices

• Disable or wipe a lost or stolen device to protect sensitive company data

2. Limited Access

• We do not read personal emails, browser history, messages, or photos on user devices.

• However, certain MDM settings allow us to locate a device if it’s reported missing or in “lost mode,” solely to help the Client recover company property or protect sensitive data.

3. Contact Your Employer

• If you have questions about how MDM applies to your device or what data your employer can see, please contact your employer or IT administrator. Our role is to implement the MDM configurations under the Client’s instructions.

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9. Device Storage, Handling and Secure Wiping

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Devices are stored in warehouses under optimal conditions, including controlled temperature and humidity levels to prevent overheating or moisture damage, dust-free environments, anti-static protection, CCTV surveillance, access control via credentials, and full entry/exit logs.

Each device received is labeled with a client code and device number for accurate tracking. Devices from the same company are stored together by country.

On-site technicians are available for inspections, and when secure data wiping is required, we use Blancco-certified tools with up to seven overwrites.

For device reassignment, we update the inventory and prepare the device in a secure shipping box for delivery to the end user.

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10. Device Returns & User Responsibilities

1. Returning Devices

• If your employment or contract ends, or if the Client requests it, you may be required to return the device. The device is the property of the Client.

• You are responsible for removing all personal data or accounts from the device before returning it. We do not accept responsibility for any data remaining on a returned device.

2. Erasing Personal Content

• Before shipping the device back, or transferring it to another authorized user, please delete any personal files, photos, or other content you wish to keep.

• Once the device is returned, we cannot recover any personal data that remains on it.

11. Our Role: Controller vs. Processor

1. Data Processor

• When we handle Personal Information at the direction of a Client (for example, storing shipping info for an employee, or enabling MDM on a device), we act as a “Data Processor.”

• Our Client is the “Data Controller,” deciding what data is processed and why. We simply follow their instructions under our contract with them.

2. Data Controller

• In some cases, we may collect and store “Other Personal Data” for our own purposes—like account administrator information, basic usage logs, or contact info for billing. In these situations, we act as the “Data Controller.”

• As Controller, we handle this data for business operations (e.g., maintaining user/admin accounts, ensuring service continuity, and fulfilling legal obligations).

3. Queries About Your Data

• If you are employed by or contracted to one of our Clients and have questions about your Personal Information—especially if it’s on a company-issued device—your first step is typically to contact your employer (the Controller).

• For any direct queries about data we control, please email us at dpo@quipteams.com

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12. Children’s Privacy

Our Site and Services are not intended for individuals under the age of 18. We do not knowingly collect Personal Information from minors. If you believe we have inadvertently collected such data, please contact us at dpo@quipteams.com, and we will promptly delete it.

13. International Users

Although quipteams LLC operates globally, our business is based in the United States. If you visit our Site or use our Services from outside the U.S., please note that any information you provide will be processed and stored on servers in the U.S. We do not specifically transfer data to other countries or rely on foreign data-processing facilities.

14. Third-Party Advertising

We may run ads on third-party platforms like LinkedIn to promote our Services. However, we do not share any of your Personal Information, such as email addresses or other identifying details, to create custom audience lists. Our participation in these advertising platforms is limited to general, non-personalized campaigns. Please be aware that if you choose to interact with ads or links on these platforms, those third parties may collect data about your visits or activities in line with their own privacy policies. We encourage you to review the privacy policy of each platform to understand how they may process your data.

15. External Links

Our Site and Services may contain links to websites, apps, or services operated by external parties. These links are provided solely for your convenience or reference. We do not control and are not responsible for the content, privacy practices, or policies of these third-party sites. We recommend reviewing their privacy policies and terms of use before providing any personal information. If you decide to access any linked site, you do so at your own risk.

16. Your Choices

• Email Communications: If you’ve opted in, you can unsubscribe at any time by clicking the “unsubscribe” link in the email or emailing us at dpo@quipteams.com.

• Cookies & Analytics: Refer to our Cookie Policy for details. You can typically adjust your browser settings to reject or limit cookies.

17. Updates to This Policy

We may revise this Privacy Policy from time to time. The “Last Revised” date at the top indicates when changes were most recently made. If we make material changes, we will post the updated policy here. By continuing to use our Site or Services after any update, you acknowledge the new terms.

18. Contact Us

If you have any questions or concerns regarding this Privacy Policy or our data practices, please contact us at: dpo@quipteams.com

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