Privacy Policy

Q-Flex Version 1.0 / Last updated: 07 April 2026

In this privacy policy, we explain how Q-Flex (“hereinafter we”) processes personal data on its website and in its services.

1. Data Controller

Q-Flex

Business ID: 3087855-1

Address: Avantintie 7, Lieto 21420

Contact person/email: [email protected]

This privacy policy applies to our website and other services. In this policy, we explain how we process personal data on our website and in our services. This policy particularly applies to:

• visitors to our website and users filling in forms

• our customers and potential customers (contact persons)

• recipients of newsletters and marketing communications

2. What personal data do we process?

We process the following personal data:

2.1 Contact forms

• name

• email

• phone number (if provided)

• message content

2.2 AI-based chat (if in use)

• user-submitted messages

• possible contact details

• technical data (e.g. timestamp)

We recommend not entering sensitive personal data into the chat.

2.3 Website usage

• IP address or technical identifier

• browser type and device information

• cookie-related data

2.4 WhatsApp and/or text messaging

• user-submitted messages

• possible contact details

2.5 AI-based interaction communication

• user-submitted messages

• possible contact details

3. Where do we obtain the data?

Personal data is obtained:

• directly from the user (e.g. form, chat, email, phone call, physical interaction)

• automatically through website usage (e.g. cookies and logs)

4. Purposes of processing personal data

We process personal data for:

• responding to inquiries / providing customer service

• delivering and developing services

• marketing (based on consent)

• ensuring website functionality and security

5. Legal basis for processing

The processing of personal data is based on:

• a contract or pre-contractual measures (e.g. request for quotation)

• legitimate interest (customer service and business development)

• consent (e.g. newsletter or optional cookies)

• legal obligation (e.g. accounting requirements)

6. How long do we retain data?

Personal data is retained only as long as necessary to fulfill the purposes of processing, manage the contractual relationship, or comply with legal obligations. When the legal basis for processing no longer exists, the data is deleted or anonymized appropriately.

Data retained based on legal obligations (e.g. accounting) is stored for the period required by law.

7. Data processors / third parties

Your data is processed in cooperation with trusted service providers for the delivery of services. Service providers’ servers may also be located outside the EU. Data transfers are protected using GDPR-compliant safeguards such as:

• Standard Contractual Clauses (SCC) approved by the European Commission

• Data protection certifications for service providers outside the EU/EEA

The website operates on a technical platform that complies with EU data protection requirements and is GDPR-certified.

We may disclose data to authorities if required by law. Data is not disclosed to third parties without an appropriate legal basis.

8. Rights of the data subject

You have the right to:

• access the data stored about you

• request correction or deletion of your data

• restrict processing or storage of your data

• withdraw consent to marketing at any time

• lodge a complaint with the Data Protection Ombudsman

Contact: [email protected]
We will respond to requests within 2 months.

9. Cookies

We use cookies to ensure the functionality of the website, as well as for analytics and marketing (if in use). You can manage the use of cookies through your own cookie settings.

10. Data protection

We protect personal data through technical and organizational measures such as:

• access control

• encrypted data transfer (HTTPS)

• restricted access

• backups

11. Changes to this policy

We update this privacy policy as necessary. The latest version is available on our website.