Privacy Policy

Introduction

This Privacy Policy explains how Q Compile, Inc. and its parent company, Key Business Solutions LLC (together, “QTrak,” “we,” “us”), collect, use, share, and protect personal information. It covers our website at qtrak.net, the QTrak web application, the QTrak mobile apps for iOS and Android, our Package Pod, Asset Pod, Asset Tracking, Inventory Management, Work Order Management, Print Order Management, Queuing Kiosk, HD Mail, QTrak Visit, QTrak Ship, and QTrak Post products, and related support services (together, the “Services”).

QTrak sells to organizations such as corporate mailrooms, universities, schools, hotels, residential communities, healthcare facilities, state, local and federal government facilities, and venues. Many people whose information passes through QTrak, such as package recipients and visitors, are not our direct customers. This policy explains how their information is handled too.

This policy does not cover websites or services run by others, including our customers’ own websites and systems. Our Cookie Policy gives more detail on cookies and tracking on our website.

Our Two Roles

QTrak handles personal information in two different roles, and your rights depend on which one applies.

When QTrak decides how information is used. This covers information we collect for our own business: visitors to our website, people who request a demo or contact sales, our customers’ account administrators, and support requests. For this information, QTrak is responsible, and you can contact us directly about it.

When QTrak processes information for a customer. When an organization uses QTrak to log packages, notify recipients, collect signatures, manage lockers, or sign in visitors, that organization decides what information is collected, how it is used, who can see it, and how long it is kept. QTrak processes this “Customer Data” only on the customer’s behalf and according to our agreement with them. In this role, QTrak acts as a service provider or processor under applicable privacy laws.

If you are a package recipient, visitor, student, employee, or resident at an organization that uses QTrak, that organization’s privacy notice governs your information. Please send questions or requests about it to that organization. If you contact QTrak instead, we will refer your request to them and help them respond as our agreement requires.

QTrak does not use Customer Data for our own marketing, does not share it with ZoomInfo or other data providers, and does not combine it with the information we collect for sales and marketing.

Information We Collect

What we collect depends on how you interact with QTrak and which features a customer turns on.

Information we collect for our own business

Customer Data we process for our customers

Depending on the features a customer uses, Customer Data may include:

• Recipient information: names, business or school email addresses, mobile phone numbers, department, building, room, or unit number
• Delivery records: tracking numbers, carrier, sender, package photos, location labels, locker assignments, and timestamps for each step in the chain of custody
• Proof of delivery: digital signatures, and ID card or badge data read by RFID/HID card readers
• Visitor information: visitor names, contact details, host, reason for visit, check-in and check-out times, and photos, if the customer enables them
• Asset and inventory records: items checked in or out and the person associated with each transaction
• Notification records: the email and text notifications sent and their delivery status

Information from our apps and systems

• Device and technical information: device type, operating system, app version, IP address, crash reports, diagnostic data, and system logs
• Camera: the mobile app uses the camera to scan barcodes and take package photos, only when a user chooses to
• Location: when a customer turns on location features, the app records the device’s location coordinates at the moment a transaction, such as a package scan, delivery, or signature, is submitted. These coordinates are stored with the transaction record so the customer’s authorized users can see where it took place. Location is collected only when enabled, and users can turn off location access at any time in their device settings.

QTrak does not process payments in our apps and does not collect payment card information through them.

How We Use Information

We use the information we collect for our own business to:

• Respond to inquiries, schedule demos, set up free trials, and follow up on sales conversations
• Send information about QTrak products, updates, and events (you can unsubscribe at any time)
• Understand which organizations are interested in QTrak and how our website is used, and measure and improve our advertising
• Create and manage customer accounts and user access
• Provide customer support and training
• Protect our website and forms from spam, fraud, and abuse
• Maintain the security, reliability, and performance of the Services
• Improve the Services, using aggregated or de-identified information where possible
• Bill customers, enforce our agreements, and meet legal obligations

We use Customer Data only to provide the Services to the customer, as our agreement with that customer directs. This includes logging and routing deliveries, sending notifications, recording proof of delivery, generating the customer’s reports, providing support, and keeping the Services secure. We may also create aggregated or de-identified statistics about how the Services perform, which do not identify any person or customer.

Website Tools and Cookies

Our website uses cookies and a few third-party tools. Salesforce stores the information you submit through our forms. Google reCAPTCHA protects those forms from spam, and its use is subject to Google’s Privacy Policy and Terms of Service. ZoomInfo WebSights matches visitor IP addresses to companies so our sales team can see which organizations visited; we have turned off ZoomInfo’s settings that would add our data to ZoomInfo’s own database. Google Analytics measures how visitors use our site. Google Ads, Microsoft Advertising, and the LinkedIn Insight Tag measure how our ads perform and help us deliver QTrak ads. Our YouTube videos are embedded in YouTube’s privacy-enhanced mode, and YouTube may store information in your browser when you play one.

Non-essential cookies, including analytics, advertising, and WebSights cookies, load only if you allow them in our cookie banner, and we honor Global Privacy Control signals. You can change your choice at any time by clicking the cookie icon in the lower-left corner of every page, or through the “Do Not Sell or Share My Personal Information” link in our website footer. Our Cookie Policy lists each cookie, who sets it, and how long it lasts.

Text Message and Email Notifications

QTrak sends email and text notifications on behalf of our customers, for example to tell a recipient a package has arrived or is ready for pickup, or to tell a host that a visitor has checked in. These are service messages, not marketing.

Mobile phone numbers and text-messaging consent are used only to send these notifications. We do not sell, rent, or share mobile phone numbers or text-messaging consent with third parties or affiliates for their marketing or promotional purposes. We share them only with the service providers that deliver the messages for us, such as our text message delivery provider.

To stop text notifications, reply STOP to any message. Reply HELP for help. Message and data rates may apply, and message frequency depends on how often you receive deliveries or visitors. To stop email notifications, or to change how you are notified, contact the organization that uses QTrak, since it controls your notification settings.

How We Share Information

QTrak does not sell personal information, and does not share it for cross-context behavioral advertising, as those terms are defined under applicable US state privacy laws.

We share information only in these situations:

• Within a customer’s account. Customer Data is visible to the administrators and users that the customer authorizes.
• With service providers. Companies that help us run QTrak process information only on our instructions, under contracts that require them to protect it. Our main service providers are listed below.
• With advertising partners. If you allow advertising cookies, Google, Microsoft, and LinkedIn receive information about your visits to our website, such as pages viewed, your IP address, and device details. They use it to measure and deliver our ads, and they may also use it under their own privacy policies. We do not upload customer, lead, or contact lists to these platforms.
• For legal reasons. We may disclose information when required by law, subpoena, or court order, or when necessary to protect the rights, property, or safety of QTrak, our customers, or others. When the request concerns Customer Data, we will notify the customer first unless the law prohibits it.
• In a business transaction. If QTrak is involved in a merger, acquisition, or sale of assets, information may transfer to the new owner, who must continue to protect it as this policy describes.
• With your permission. We share information for other purposes only with your consent or your organization’s direction.

Schools, Healthcare, and Children

Schools and universities. When a school, college, or university uses QTrak, information about students, such as names, school email addresses, and residence hall details, is Customer Data controlled by that institution. QTrak processes it only to provide the Services to the institution. Where the Family Educational Rights and Privacy Act (FERPA) applies, QTrak acts under the institution’s direct control and does not use or disclose education records except as the institution permits.

Children. Our website and marketing are not directed to children, and we do not knowingly collect personal information directly from children under 13. Some customers, such as boarding schools and school districts, may use QTrak to log deliveries or visits involving students under 18. In those cases the school is responsible for providing any required notices and obtaining any required consents, and QTrak handles the information only on the school’s behalf. If you believe a child’s information was provided to QTrak improperly, contact us at info@qtrak.net.

Healthcare organizations. Healthcare customers use QTrak to manage materials, packages, and assets. QTrak is not designed to store or process protected health information (PHI) as defined under HIPAA. Customers should not enter patient information or other PHI into the Services.

Security, Hosting, and Retention

Security. QTrak maintains administrative, technical, and physical safeguards to protect information from unauthorized access, use, alteration, disclosure, or destruction. These include role-based access controls, authentication, encryption in transit and at rest, network security controls, security monitoring and logging, backup and recovery, vulnerability management, and an incident response plan. QTrak undergoes an annual SOC 2 Type II examination by an independent auditor, covering security, availability, and confidentiality. Customers may request our current SOC 2 report under a confidentiality agreement. No system is completely secure, so we cannot guarantee absolute security. If a security incident affects Customer Data, we will notify the affected customer without undue delay and work with them to respond.

Where data is stored. The QTrak platform is hosted on Amazon Web Services in the United States, and website inquiries are stored in Salesforce in the United States. QTrak stores all Customer Data in the United States. QTrak is based in the United States, and our development and support teams are located in Pennsylvania.

How long we keep information. It depends on the type of information. You can ask us to delete your information at any time, as described in Your Privacy Rights below.

Your Privacy Rights

Depending on where you live, you may have the right to:

• Know what personal information we have about you and get a copy of it
• Correct inaccurate information
• Delete your information
• Opt out of marketing emails, using the unsubscribe link in any email
• Turn off advertising, analytics, and other non-essential cookies at any time, through the cookie icon in the lower-left corner of our website, the Do Not Sell or Share My Personal Information link, or a Global Privacy Control signal
• Appeal our decision if we deny your request

Residents of California, Colorado, Connecticut, Virginia, and other states with comprehensive privacy laws have these rights under state law. We will not discriminate against you for using them.

How to make a request. Email info@qtrak.net or call 1-877-787-2511. We will confirm receipt within 10 business days and respond within 45 days, as most state laws require. If we need more time, we will tell you why. To protect your information, we may need to verify your identity before acting on a request. You may use an authorized agent, who must provide proof of your permission.

Requests about Customer Data. If your request concerns information an organization collected through QTrak, such as a delivery or visitor record, we will send it to that organization and help them respond.

Appeals. If we deny your request, you can appeal by replying to our decision or emailing info@qtrak.net with “Appeal” in the subject line. We will respond within 60 days. If you are still unsatisfied, you may contact your state attorney general.

Deleting your app account. To delete your QTrak user account and its data, contact QTrak support at info@qtrak.net or 1-877-787-2511. If your account is managed by your organization, we may refer the request to your organization’s QTrak administrator. Records your organization is required to keep, such as proof-of-delivery history, may be retained under its retention settings.

Third-Party Services, Changes, and Contact

Third-party services. Our website and Services may link to or connect with services run by others, such as app stores, carrier tracking pages, or a customer’s own systems. Their privacy practices are governed by their own policies, not this one.

Changes to this policy. We will update this policy when our practices or the law change. When we do, we will update the effective date at the top. For material changes, we will notify customers by email or through the Services before the changes take effect.

Contact us. For questions or privacy requests, contact: