Privacy & Cookie Policy

Last updated: May 8, 2026

1. Who we are

QualMatic is an AI automation studio that helps real estate agencies automate lead qualification and follow-up workflows. Our registered business email is qualmatic@gmail.com.

For any questions about this policy or your personal data, contact us at qualmatic@gmail.com.

2. What data we collect

We collect the following categories of personal data:

• Contact information — name, email address, phone number, when you book an audit or fill in a contact form
• Business information — company name, job title, and details about your business workflows shared during discovery calls
• Usage data — pages visited, time spent, clicks, and referral source collected automatically via cookies and analytics tools
• Communications — content of emails, chat messages, or calls you have with us
• Technical data — IP address, browser type, device type, and operating system

3. How we use your data

We use your personal data for the following purposes:

• To respond to enquiries and deliver the services you have requested
• To send you relevant follow-up communications about our services
• To improve our website, products, and customer experience
• To comply with legal obligations
• To send service-related notifications (e.g. booking confirmations, system updates)

We will never sell your personal data to third parties or use it for purposes beyond those listed above without your explicit consent.

4. Legal basis for processing (GDPR)

If you are located in the European Economic Area (EEA), we rely on the following legal bases:

• Legitimate interests — for analytics, service improvement, and following up on enquiries
• Contract performance — when processing data necessary to deliver a service you've purchased
• Consent — for non-essential cookies and marketing communications, which you can withdraw at any time
• Legal obligation — where required by applicable law

5. Data retention

We retain your personal data only for as long as necessary for the purposes described in this policy, or as required by law. Specifically:

• Contact enquiries — up to 2 years from last contact
• Client project data — up to 5 years for legal and accounting purposes
• Analytics data — up to 14 months (standard retention period)
• Cookie consent records — up to 3 years

6. Sharing your data

We share your data only with trusted third-party service providers who help us operate our business. All providers are contractually bound to protect your data and may not use it for their own purposes. These include:

• Google Workspace — email and calendar
• OpenAI / Anthropic APIs — powering our AI automation tools
• Zapier / Make — workflow automation
• HubSpot or Pipedrive — CRM (where applicable to your project)
• Analytics providers — for website usage statistics

We do not transfer your data outside the EEA without appropriate safeguards such as Standard Contractual Clauses (SCCs).

7. Your rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate or incomplete data
• Erasure — request deletion of your personal data ("right to be forgotten")
• Restriction — request that we limit how we use your data
• Portability — request your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — withdraw consent for non-essential cookies or marketing at any time

To exercise any of these rights, email us at qualmatic@gmail.com. We will respond within 30 days.

8. Cookie Policy

Cookies are small text files placed on your device when you visit our website. We use cookies to make our site work correctly, understand how it is used, and improve your experience.

Essential cookies — required for the website to function. These cannot be disabled.

• qm_cookie_consent — stores your cookie preference. Expires after 1 year.

Analytics cookies — help us understand how visitors use our site. Only set if you accept cookies.

• Google Analytics (_ga, _gid) — tracks page views, sessions, and referral sources. Expires after 2 years / 24 hours.

Functional cookies — remember your preferences across sessions. Only set if you accept cookies.

• Session state cookies for chat widget and demo interactions.

You can manage or withdraw your cookie consent at any time by clicking the button below. You can also clear cookies through your browser settings — instructions are available on your browser's help pages.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. All data is transmitted over HTTPS. Access to personal data is restricted to authorised personnel only.

10. Children's privacy

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately at qualmatic@gmail.com.

11. Changes to this policy

We may update this Privacy & Cookie Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website after changes constitutes acceptance of the updated policy.

12. Contact us

If you have questions, concerns, or requests regarding this policy or your personal data, please contact us:

• Email: qualmatic@gmail.com
• Website: qualmatic.io