Privacy Policy

QikCRM is a customer relationship management service built for small businesses in Ireland, the UK and across Europe. When this policy says “we”, “us” or “QikCRM”, it means the team that operates the QikCRM service.

For the personal data of the people whose contacts, deals and notes you store inside QikCRM, you are the data controller and we act as your data processor. For the account data of the people who sign in and use QikCRM, we are the data controller. This policy covers both.

Account information. Your name, email address, hashed password, organisation name and role. We need these to create your account and keep it secure.

CRM content. The contacts, companies, deals, tasks, notes and activities you or your team add. This is your data. We store and process it so the product works, and we don't sell it or use it to build advertising profiles.

Usage and technical data. Basic logs such as sign-in times, IP address, browser type and the pages you visit within the app. We use this to keep the service stable, spot abuse and fix problems.

Content you send to AI features. When you use an AI feature, the relevant text is sent to an AI provider to generate the result. We cover this in section 6.

We use the information described above to:

1. provide, maintain and improve the QikCRM service,
2. authenticate you and keep your account secure,
3. respond to support requests and send service-related messages,
4. generate results when you choose to use AI features, and
5. meet our legal and accounting obligations.

We don't sell your personal data. We don't use your CRM content to train AI models.

Under the GDPR we rely on a lawful basis for each kind of processing. In most cases that basis is the performance of our contract with you, because we can't run the service you signed up for without processing this data.

Where we process usage data to protect and improve the service, we rely on our legitimate interests, balanced against your rights. Where the law requires it, such as certain financial records, we rely on a legal obligation. Where we ask for your consent, for example non-essential analytics, you can withdraw it at any time.

QikCRM is hosted in the European Union. Your account data and CRM content are stored on infrastructure inside the EU.

We protect data with encryption in transit, hashed passwords, access controls that separate one organisation's data from another, and rate limiting to blunt automated attacks. No system is perfectly secure, so we also keep the amount of data we hold to what the service actually needs.

We share personal data only with the providers we need to run the service, and only to the extent required. These include our EU-based hosting and database provider, our email delivery provider for service messages, and the AI providers that power our AI features (for example Mistral, Microsoft Azure OpenAI or OpenAI).

When you use an AI feature, only the content needed for that request is sent to the provider, processed to return a result, and not used by them to train their models under the terms we hold with them. If you connect your own integrations from the Settings page, data flows to those services under your control and their privacy terms apply.

We may also disclose data where the law requires it, or to protect the rights, safety and security of QikCRM, our customers and the public.

We keep your data for as long as your account is active. When you close your account, we delete or anonymise your personal data within a reasonable period, except where we must keep certain records to meet legal, tax or accounting obligations.

If you are in the EU or UK, you have the right to access your personal data, correct it, delete it, restrict or object to its processing, and request a copy in a portable format. You also have the right to lodge a complaint with a supervisory authority. In Ireland that is the Data Protection Commission.

To exercise any of these rights, contact us using the details in section 11. We will respond within the time the law allows.

We use a small number of cookies that are strictly necessary to sign you in and keep your session secure. We don't use advertising cookies or sell cookie data to third parties. Your browser lets you block or delete cookies, though the app may not work properly without the essential ones.

Some of the photos and video on our public marketing pages come from Pexels, a library of free stock imagery. We include this note so you know exactly what those images are, and what they are not.

The people shown in this stock media are models or members of the public who agreed to be photographed for stock use. They are not our customers, our staff or our users, and the scenes are illustrative rather than real events at QikCRM. So a photo of a shop owner or a small team on our home page is there to set a tone, not to suggest that specific person uses our product or endorses it.

For your privacy this matters in a simple way. These images carry no personal data about you. Loading them doesn't identify you, and we don't use them to track visitors. The media is served under the Pexels licence, and the credit to Pexels lives here rather than cluttering every page. If you ever spot an image that seems to imply something it shouldn't, tell us and we'll review it.

We may update this policy as the service evolves or the law changes. When we make a material change, we'll update the date at the top and, where appropriate, let you know in the app or by email.

Questions about this policy or your data? Get in touch.