Privacy Policy

QuorumHQ is operated by JETA Digital Ltd, the data controller for the personal data we process in connection with the Platform. Our contact email for privacy matters is support@quorumhq.ie.

This Privacy Policy explains how we collect, use, store and share personal data when you use QuorumHQ as a registered user, administrator, invited team member, demo requester, or visitor to our public website. It does not cover personal data that our customer Agencies upload about their own members, tenants, directors or contacts, for which the Agency is generally responsible.

We may process the following categories of personal data:

• Account and profile data: name, email address, job title, phone number, password hash, role and permissions, and Agency affiliation.
• Agency data: company name, address, CRO number, PSRA licence number, VAT number, website and contact details.
• Customer-uploaded contact data: names, addresses, email addresses, phone numbers and other information about OMC members, unit owners, tenants, directors and other contacts uploaded by your Agency to the Platform.
• Usage, log and technical data: IP address, browser type, device information, pages visited, features used, error logs and timestamps.
• Communications and support data: messages, support tickets, demo requests, feedback and email correspondence.
• Billing and subscription data: where applicable, billing contact details, payment method tokens (handled by our payment processor) and transaction history.

We process personal data for the following purposes and on the following legal bases under the GDPR:

• Performance of a contract: to provide, operate and support QuorumHQ, authenticate users, process transactions and respond to support queries.
• Legitimate interests: to improve the Platform, ensure security, prevent fraud, analyse usage trends and communicate service updates, balanced against your rights.
• Legal obligation: to comply with applicable law, tax, accounting and regulatory requirements, and to respond to lawful requests from public authorities.
• Consent: where required, for example for marketing communications or non-essential cookies. You may withdraw consent at any time.

JETA Digital Ltd acts as a data controller for the personal data we collect directly from you for account management, billing, support, marketing and platform administration.

When your Agency uploads personal data about members, tenants, directors or other contacts into QuorumHQ, your Agency is generally the controller of that data and determines the purposes and means of processing. JETA Digital Ltd processes that data on your Agency’s instructions as a processor, to the extent applicable. We process such data only to provide and secure the Platform and as required by law.

We do not sell personal data. We may share data with trusted service providers who help us operate QuorumHQ, such as cloud hosting, email delivery, payment processing, customer support and analytics providers. These providers process data only on our behalf and under appropriate contractual safeguards. We may also disclose data if required by law, to protect our rights or safety, or in connection with a business transfer.

QuorumHQ is hosted on cloud infrastructure that may involve transfers of personal data outside the European Economic Area. Where such transfers occur, we rely on appropriate safeguards, such as Standard Contractual Clauses approved by the European Commission or equivalent mechanisms, to protect your data.

We retain personal data for as long as necessary to provide the Platform, fulfil the purposes described in this policy, comply with legal obligations, resolve disputes and enforce our agreements. When data is no longer needed, we delete or anonymise it in accordance with our retention procedures. Agency users may request deletion of their account data by contacting their Agency Admin or support@quorumhq.ie.

We implement technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure or destruction. These include access controls, encryption in transit, monitoring and regular security reviews. No online service can be guaranteed completely secure, and you are responsible for keeping your credentials safe.

QuorumHQ uses essential cookies and similar technologies necessary for authentication, security and the operation of the Platform. We do not currently use non-essential analytics or advertising cookies. If we introduce such cookies in the future, we will obtain consent where required and update this policy.

Under the GDPR and applicable data protection law, you have the right to:

• access the personal data we hold about you;
• request correction of inaccurate or incomplete data;
• request erasure in certain circumstances;
• object to or restrict processing in certain circumstances;
• request data portability where processing is based on contract or consent;
• withdraw consent at any time where processing relies on it.

These rights may be limited in some situations, for example where processing is necessary for legal obligations or to establish, exercise or defend legal claims.

To exercise any of these rights, or if you have questions about how we process personal data, please contact us at support@quorumhq.ie. We will respond within the timeframes required by applicable law.

If you believe our processing of your personal data infringes data protection law, you have the right to lodge a complaint with the Irish Data Protection Commission (www.dataprotection.ie) or the supervisory authority in your country of habitual residence or place of work.

QuorumHQ is a business-to-business platform and is not intended for use by children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices, the Platform or legal requirements. Material changes will be notified by email or through the Platform at least 30 days before they take effect, except where required by law. Continued use after the effective date constitutes acceptance.

For privacy questions or requests, please email support@quorumhq.ie.