Legal

Privacy Policy

Last Updated and Effective: 5th August, 2025

This privacy notice is for www.usequid.com (the “Website”) and the software as a service based product at dashboard.usequid.com (the “Services”), both owned and managed by Quid Systems Inc (“Company,” “we,” “us,” or “our”). It describes how and why we might collect, store, use, and/or share your information when you use our Website and/or subscribe to our Services.

This Privacy Policy is applicable to a “User” of the Services and/or a “Visitor” of the Website (referred to as “you” and “your”). By using our Website and Services, you agree to the collection and use of your information in accordance with this Privacy Policy.

1. Information We Collect

Information You Give to Us

The information we collect depends on the context of your interactions with us. This may include but is not limited to: name, email, job title, industry, address, and telephone number(s).

Sensitive Information

When necessary, with your consent or as otherwise permitted by applicable law, we may process sensitive information including: information revealing race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, social security numbers or other government identifiers, and professional experience data.

Communications

When you communicate with us or use the Website and/or Services to communicate with us, we collect information about your communication and any information you choose to provide.

Geo-location Information

When you use certain features, we may collect information about your precise or approximate location as determined through data such as your IP address or mobile device's GPS.

Usage Information

We collect information about your interactions with the Website and/or Services such as the pages or content you view, your searches, and other actions.

Log Data and Device Information

We automatically collect log data and device information when you access and use the Website, including details about how you've used the Website, IP address, access dates and times, hardware and software information, device information, unique identifiers, crash data, and cookie data.

Cookies and Similar Technologies

We use cookies and other similar technologies. We may also allow our business partners to use these tracking technologies on the Website and/or the Services. See Section 5 for more details.

Information from Third Parties

We may collect information from other sources and combine that with information we collect through the Website and/or the Services. We do not control how third parties process your personal data.

Do Not Track

We do not support Do Not Track (“DNT”). You can enable or disable DNT by visiting the Preferences or Settings page of your web browser.

We do not sell your personal information for processing by direct marketing agencies.

2. How We Use Information We Collect

• To facilitate account creation and authentication and manage user accounts.
• To deliver and facilitate delivery of Services to the User.
• To respond to user inquiries and offer support.
• To fulfill and manage your subscriptions and payments.
• To evaluate and improve our Services, products, marketing, and your experience.
• To identify usage trends.
• To comply with our legal obligations.
• To facilitate payments through third-party payment processors.
• To review communications for fraud prevention, risk assessment, and regulatory compliance.
• To analyze and process aggregated data to improve AI-powered recommendations and insights.
• To send you relevant communications, offers, and product recommendations, unless you opt out.

3. Sharing and Disclosure

• Business Transfers. We may share your information in connection with mergers, acquisitions, or sale of company assets.
• Business Partners. We may share your information with business partners to offer you certain products, services, or promotions.
• Third-Party Authorization. Information is shared as per your consent. The Company integrates its Services with major accounting platforms such as DATEV, Lexoffice, NetSuite, and others, and by using our Services you consent to sharing information with these platforms.
• Legal Compliance. We may disclose your information to legal or governmental authorities if required or permitted by law.
• Sub-Processors. We engage third-party service providers to aid in delivering Website-related services and Services. By using the Website and Services, you consent to the use of sub-processors.

4. Your Rights

• Right to Access: You can request access to the information we hold about you.
• Right to Rectification: You can ask us to correct inaccurate or incomplete personal information.
• Right to Erasure: You can request the deletion of your information.
• Right to Restrict Processing: You can restrict the processing of your information.
• Right to Data Portability: You can request an export of the information we hold about you.
• Right to Object: You can object to the processing of your information.
• Right to Withdraw Consent: You can withdraw your consent at any time without affecting the lawfulness of prior processing.

5. Opt-Out and Deletion Choices

You may opt out by sending an email to contact@usequid.com. When you do this, you will need to provide your name and any email addresses you would like opted out of our database. We will remove your personal information within the timelines specified under applicable laws.

If you would like to delete your data from our database, you may do so by sending an email to contact@usequid.com.

6. Cookies and Similar Technologies

We use cookies and similar technologies on the Website. Types of cookies we use include:

• Strictly Necessary Cookies: Essential for the functioning of the Website and cannot be disabled.
• Functional Cookies: Enable additional functions such as personalization and remembering preferences.
• Advertising Cookies: May build a profile of your interests and show relevant adverts on other sites.
• Analytics Cookies: Collect data on website usage and performance metrics.

Most web browsers are set up to accept cookies. You may set your browser to warn you before accepting certain cookies or to refuse certain cookies. However, disabling cookies may cause some features to become inoperable.

7. Data Retention

We retain your data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. To request deletion, contact us at contact@usequid.com.

8. Security and Data Integrity

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any information we process. However, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure.

9. Children's Privacy

Our Website and Services are not directed at children. We do not knowingly collect data from children under 18 years of age. By using the Services, you represent that you are at least 18.

10. Storage of Information

If you are accessing from the United States, your data is processed and stored on servers located in the United States. If you are accessing from the EU/EEA/UK, your data is processed and stored on servers located in Germany.

11. AI Use and Transparency Notice

We are committed to responsible and ethical use of Artificial Intelligence (AI) in our Services. AI features are intended to support, not replace, human judgment in decision-making. We ensure that all AI systems comply with applicable local data protection laws and ethical guidelines.

Our Services use AI in the following ways:

• Invoice Processing: Automating the extraction, classification, and validation of invoice data using AI models trained on historical and anonymized documents.
• Workflow Management: Intelligently routing documents, flagging exceptions, and suggesting task prioritization based on learned patterns.
• Dashboard and Reporting: Generating summaries, performance indicators, and trends from structured and semi-structured data.
• Query Assistance: Providing AI-powered responses to user queries related to financial processes and platform usage.

AI-generated outputs are reviewed or acted upon by authorized personnel before any decisions or actions are taken. We do not use AI to make automated decisions that have legal or significant personal effects on individuals.

12. US State Privacy Laws

Some US states have privacy laws providing privacy rights to their residents, including the CCPA (California), TDPSA (Texas), Colorado Privacy Act, Connecticut Data Privacy Act, Montana Consumer Data Privacy Act, Oregon Consumer Privacy Act, Utah Consumer Privacy Act, and Virginia Consumer Data Protection Act. These rights are available to all Users located in the US, including:

• Right to opt out of the processing for purposes of sale and targeted advertising.
• Right to opt out of profiling in furtherance of a legal or similarly significant effect.
• Right to limit the use of sensitive personal data.
• Right to non-discrimination for exercising any of your rights.

13. EU / EEA / UK Residents

Users in the EU and UK have certain privacy rights as specified under the General Data Protection Regulations (GDPR) and the UK Data Protection Act 2018. If you are a visitor to our Website and a resident in the EU or UK, we are the controller of your personal data. Your rights include: right to access, rectification, erasure, restrict processing, data portability, object to processing, and withdraw consent.

14. Changes and Updates

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated “Revised” date and will be effective as soon as it is accessible. If we make material changes, we may notify you by prominently posting a notice or by directly sending you a notification.

15. Contact

If you have questions or comments about this Privacy Policy or want to exercise your rights, you may email us at contact@usequid.com.