Privacy Policy

Q-Flow ("we", "our", "us") collects only the information necessary to provide our queue management service:

• Business owners: Email address, business name, phone number (hashed for verification), payment information (processed securely by our PCI-DSS compliant payment processor — we never store card details).
• Phone verification: A verification phone number is collected from each user and stored uniquely per account. A one-way cryptographic hash (SHA-256) of the phone number is generated and stored for duplicate detection purposes. Business phone numbers are stored separately as public contact information for your business profile.
• Customers joining a queue: Optional name, optional phone number, party size, SMS consent status, a browser-generated anonymous token, and Web Push subscription data (endpoint URL and encryption keys) if you allow browser notifications.
• Email verification data: For non-SSO users, we generate and store email verification tokens that expire after 24 hours. If manual approval is requested, an approval token is generated and stored for up to 7 days. All verification and approval tokens are deleted after use.
• Workspace and membership data: When you create or join a business workspace, we maintain membership records linking your user account to the business, including your assigned role (owner, manager, or staff).
• Contact form submissions: Name, email address, phone number (optional), and message content submitted via our contact form at /contact. This information is sent to our support team via a third-party email delivery service and is not stored in a database.
• Automatically collected: IP address (for abuse prevention and rate limiting), browser user agent, and timestamps of interactions.

• To operate and provide the queue management service.
• To send SMS notifications only with your explicit consent (in compliance with CASL).
• To send Web Push (banner) notifications about your queue status if you grant notification permission in your browser. Push subscription data is stored only for the duration of your queue visit and is deleted when the entry is completed.
• To process subscription and one-time payments via our payment processor.
• To detect and prevent abuse, including shadow banning repeated no-shows and rate-limiting signups.
• To maintain audit logs for security and service integrity.

In accordance with Canada's Anti-Spam Legislation (CASL), we only send SMS messages to customers who have provided explicit opt-in consent via a checkbox at the time of joining a queue. Consent is recorded with a timestamp and stored alongside the queue entry.

By entering your phone number and checking the consent box, you explicitly consent to receive transactional queue status updates from Q-Flow. Message frequency varies based on your queue activity. Standard message and data rates may apply. Reply STOP to any message to cancel.

Consent can be withdrawn at any time by not providing a phone number or not checking the consent box when joining future queues, or by replying STOP to any SMS. We do not send marketing messages via SMS.

Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Q-Flow uses essential cookies and browser local storage to maintain your authentication session and remember your preferences. We do not use third-party tracking cookies, advertising cookies, or analytics cookies. The only cookies set are those required for the service to function (authentication session tokens). See our Cookie Policy for details.

• Queue entries: Customer names and phone numbers are retained for up to 30 days after a visit for service quality purposes, then automatically deleted.
• Business accounts: Data is retained as long as the account is active. Upon account deletion, all associated data is removed within 30 days.
• Audit logs: Retained for up to 90 days for security monitoring.
• Shadow bans: IP-based bans expire automatically after 24 hours.
• Email verification tokens: Automatically expire and are deleted after 24 hours if unused.
• Manual approval tokens: Automatically expire and are deleted after 7 days if unused. Tokens are also deleted immediately upon approval or denial.
• Phone verification data: Phone number hashes are retained as long as the account is active. Upon account deletion, phone hashes are removed within 30 days.
• Workspace membership records: Retained as long as the membership is active. Removed when a user leaves a workspace or the workspace is deleted.

All Q-Flow data is stored and processed on secure cloud infrastructure located in North America. We do not transfer personal data outside of North America. Our infrastructure providers maintain SOC 2 and ISO 27001 certifications. All data in transit is encrypted via TLS and data at rest is encrypted using AES-256.

We use industry-standard security measures including:

• Encrypted connections (HTTPS/TLS) for all data in transit.
• Row-level security policies on our database ensuring users can only access their own data.
• Hashed phone numbers for business verification.
• Input validation and sanitization on all user-provided data.
• Rate limiting on authentication and signup endpoints.
• Payment processing handled entirely by our PCI-DSS compliant payment processor — we never store credit card details.

We use the following categories of third-party services to operate Q-Flow:

• Cloud Infrastructure: Secure database hosting, authentication, and real-time data synchronization (servers located in North America).
• Payment Processing: PCI-DSS compliant payment processing for subscriptions and SMS credit purchases.
• SMS Delivery: Telecommunications provider for transactional queue notification delivery (only when customer has opted in).
• Email Delivery: Third-party transactional email service for delivering contact form submissions to our support team. Contact form data is transmitted securely and not stored by the provider beyond delivery.
• Application Hosting: Cloud hosting and content delivery for the web application.

Each of these providers has their own privacy policy and data handling practices. We select providers that maintain appropriate security certifications and data protection standards.

If your account is suspended due to failure to complete email verification within 24 hours, you may request manual approval. When you submit a manual approval request, the following information is shared with our support team for review purposes:

• Your email address associated with the account.
• Your unique user ID.

This information is used solely to verify your identity and process the approval request. Support staff access to this data is logged and audited. Approval tokens expire after 7 days and are deleted immediately upon use.

Q-Flow is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly.

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate personal information.
• Request deletion of your personal information.
• Withdraw consent for SMS communications at any time.
• File a complaint with the Office of the Privacy Commissioner of Canada.

Contact us at the email below to exercise any of these rights. We will respond to requests within 30 days.

You may opt out of Q-Flow data collection and communications at any time:

• SMS notifications: Reply STOP to any SMS message, or simply do not provide your phone number or check the consent box when joining a queue.
• Push notifications: Revoke notification permissions in your browser settings. Push subscription data will be deleted automatically.
• Account deletion: Business owners may request complete account and data deletion by contacting us at the email below.
• Queue data: Customers who wish to have their queue visit data removed early may contact us with their ticket number and the business name.

We may update this privacy policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page. Continued use of Q-Flow after changes are posted constitutes acceptance of the updated policy. For material changes, we will notify business account holders via email.

For privacy inquiries or to exercise your data rights, contact us.