Master Data Protection Agreement for QNE AI Cloud Accounting (END-USERs)

 Effective Date: May 22, 2020
 Last Updated: September 16, 2024

 

Introduction

QNE Software Philippines, Inc. (“QNE”) values your privacy and is committed to protecting your personal and business information. This Master Data Protection Agreement (the “Agreement”) governs the collection, use, and protection of personal and business data provided by End-Users (“User”) when utilizing QNE AI Cloud Accounting services (“Services”) through both web browsers and mobile application. By accessing and using the Services via either platform, you agree to the terms outlined in this Agreement.

Roles and Responsibilities

QNE as Data Processor: QNE will act as a Data Processor when processing your data in connection with your use of the QNE AI Cloud Accounting platform.

User as Data Controller: The User is considered the Data Controller with respect to any personal data entered, processed, or stored in the system, and is responsible for ensuring the legality of collecting and processing such data.

 

1. Account Creation and User Registration

Data Collected:

Full Name

Country

Area

Phone Number

Email Address

Password

Source of Data: We collect this data from users during the sign-up or registration process on our platform at account.qne.cloud or through the QNE AI Cloud Accounting Mobile Application. This information is necessary for creating and managing your QNE AI Cloud Accounting account and providing you with access to our software and related services across both web and mobile platforms.

Use of Data:

Account Creation and Management: The data collected enables users to register on the web and mobile apps, ensuring access across devices.

User Authentication: Email and password are used to authenticate users and protect accounts, ensuring only authorized access.

Providing Access to Services and Features: The collected data grants users access to core software features, including invoicing, financial tracking, and reporting.

Communication Regarding Service Updates: We use this information to send important notifications about updates, security alerts, and relevant account information via email or SMS.

 

2. Software Use and Transactional Data  

Data Collected:

Financial Data (e.g., Invoices, Purchase Orders, Billing, Client and Vendor Data, Employee Payroll Details, varying based on business operations)

Tax Information

Transactional History

Device Usage Data (e.g., IP address, device type, and operating system)

Other Business-Related Data

Uploaded Documents (e.g., images, PDFs, or scanned documents via the QuickScan feature)

Source of Data: This data is collected from users as they input information into the QNE AI Cloud Accounting platforms for business and financial management purposes. The QuickScan feature also captures data from uploaded images, PDFs, and scanned documents or by using the mobile device’s camera.

Use of Data:

To Provide and Enhance QNE AI Cloud Accounting Services: The collected data is essential for delivering the core functionalities of the platform, including managing financial transactions, automating bookkeeping tasks, and generating financial insights. This data is also used to continuously improve the platform’s performance and features.

Process Transactions and Maintain Financial Records: The platform uses financial and transactional data to process payments, manage payroll, track accounts payable and receivable, and ensure accurate record-keeping for business operations. Uploaded documents are integrated into these processes to streamline data entry and verification. This ensures users have a comprehensive and up-to-date financial overview of their business activities.

Generate Reports and Analytics: The system analyzes transactional and financial data, including data from uploaded documents, to generate detailed reports, such as balance sheets, income statements, and cash flow reports. These insights help businesses make informed financial decisions, monitor performance, and track business trends over time.

Comply with Legal and Regulatory Obligations: The platform ensures that all data, particularly tax and financial data, is managed in compliance with relevant laws and regulations, including tax filing requirements, audit trails, and financial reporting standards. This helps users remain compliant with local tax laws and financial regulations, reducing the risk of penalties.

 

3. Client Information (for Accounting Purposes)

Data Collected:

Client Company Details: Information about client companies, including their business name, registration number, and business type. This helps in identifying and categorizing clients within the system.

Contact Information: Includes details such as client representatives’ names, phone numbers, and email addresses. This facilitates communication and ensures that the business can reach clients as needed.

Financial Data: Encompasses records of payments made by clients, outstanding balances, and any other financial interactions. This data is critical for tracking the financial status of client accounts.

Source of Data: This data is collected from users about their clients or vendors, which they input into web and mobile applications for accounting and transactional purposes.

Use of Data:

Managing Client and Vendor Relationships: The system uses client information to maintain detailed records of interactions and transactions with each client or vendor. This helps in managing and nurturing business relationships, ensuring effective communication, and addressing client needs promptly.

Processing Transactions: Financial data, such as payment records and outstanding balances, is used to process transactions, update account statuses, and reconcile accounts. This ensures accurate tracking of financial exchanges and supports efficient management of accounts receivable and payable.

Generating Financial and Business Reports: The collected data is used to create various reports, including accounts receivable reports, client payment histories, and outstanding balance summaries. These reports provide valuable insights into financial performance, client payment patterns, and overall business health, aiding in strategic decision-making and financial planning.

 

4. System Integrations

Data Collected:

Banking Data: Includes account balances, transaction histories, payment information, and other financial data retrieved from linked bank accounts or financial institutions.

Industry Partner Data: Data from integrated industry partners, such as payment processors, Customer Relationship Management solution, e-commerce, Point-of-Sales, or logistics providers. This may include customer details, invoices, order statuses, and delivery information.

Transactional Data from 3rd-Party Apps: Includes sales orders, purchase orders, inventory updates, payment receipts, and any other business-related transactions from third-party applications integrated with QNE AI Cloud Accounting.

Source of Data:

Data is collected through system integrations with various external platforms, such as:

Banking Software: Direct connections with financial institutions for real-time transaction tracking and financial management.

Industry Partner Platforms: Data syncing from partner systems that provide industry-specific services like e-commerce platforms, payroll systems, or logistics networks.

Third-Party Apps: Integration with external applications, such as invoicing software, payment gateways, Customer Relationship Management solution, e-commerce and Point-of-Sales, for smooth business operations.

Types of Integrations:

APIs (Application Programming Interfaces): APIs enable secure and efficient data exchanges between QNE AI Cloud Accounting and external systems. For example, financial data can be automatically fetched from bank accounts or payment gateways via secure API calls.

Webhooks: Webhooks allow real-time data updates by sending event-driven notifications from third-party apps to QNE when specific triggers occur (e.g., when a payment is made or an order is placed).

File Imports/Exports: CSV or XML file imports and exports can facilitate data exchange, allowing users to manually upload data from external systems into QNE or extract data from QNE to be used in another system.

Pre-built Integrations: Some systems come with pre-configured integrations that seamlessly sync data without requiring additional configuration or manual imports.

Use of Data:

Synchronizing Financial Data Between Systems: Ensures real-time synchronization of financial data, such as transactions, balances, and payment statuses, across all linked platforms to provide an accurate and up-to-date view of financial health.

Processing Transactions Initiated from Linked Platforms: Automated transaction handling, such as payments or order processing, between QNE AI Cloud Accounting and external systems to ensure smooth business operations.

Automating Data Transfer and Real-Time Updates: Automated workflows that ensure data is consistently transferred, updated, and processed between integrated systems, reducing manual data entry and improving efficiency.

Authentication and Data Security:

QNE AI Cloud Accounting employs robust authentication mechanisms to secure the integration with external systems. These include:

API Keys: Unique keys are provided to third-party systems to authenticate and authorize data exchange between QNE and external platforms.

OAuth Tokens: Secure token-based authentication, such as OAuth, enables controlled access between systems without sharing sensitive login credentials.

Multi-Factor Authentication (MFA): MFA adds an extra layer of security by requiring verification through multiple means (e.g., passwords, email, SMS codes) before granting access to integrated platforms.

Data Privacy and Security:

All data transfers between QNE and external platforms are encrypted using industry-standard protocols (e.g., SSL/TLS) to ensure data confidentiality and integrity. QNE implements strict access controls, encryption, and secure storage measures to protect data during transmission and storage, safeguarding it against unauthorized access, tampering, or breaches.

This approach ensures that data collected from integrated systems remains secure and that only authorized systems can interact with QNE AI Cloud Accounting.

 

5. Customer Support and Communication

Data Collected:

Customer Inquiries: Includes product related inquiries or other questions, requests for information, or general feedback from customers regarding products or services

Technical Issues: Detailed reports on any technical problems or glitches that users experience while using the platform, including error messages, performance issues, and bugs. 

Chat Correspondence: Captures conversations between customers and support teams via live chat or in-app messaging. This data provides context for issues raised and helps track communication history for future reference.

Source of Data: This data is collected directly from users when they reach out for support through different communication channels such as:

In-App Chat: Real-time messaging feature that allows customers to communicate with support representatives.

In-App Survey: Feedback provided through survey forms embedded within the app, enabling users to rate their experience, give suggestions, or report issues.

Use of Data:

Responding to Customer Inquiries: The collected data is used to provide timely and accurate responses to customer questions and requests, ensuring that their concerns are addressed efficiently.

Providing Technical Support: Technical issue data enables the support team to diagnose and resolve system problems, ensuring a smooth user experience.

Monitoring and Improving Support Processes: Recorded interactions in chat are reviewed to identify areas for improvement in service delivery, ensuring a consistent and high-quality customer support experience.

Improving Customer Service Experience: By analyzing customer communications and feedback, the company can refine its support strategies, offering better and more personalized assistance.

 

6. Website and Application Analytics

Data Collected:

Cookies

Usage Data

IP Addresses

Device Information

Location Data

Interaction with the System (e.g., Page Views, Clicks)

Source of Data: This data is collected from website visitors and application users through tracking tools and analytics services as detailed below.

Use of Data:

Links to Other Websites

Our Site may contain links to other websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

Use of Google Analytics

We use Google Analytics to collect and analyze data about how users interact with our Site. Google Analytics helps us understand site traffic, user behavior, and other metrics to improve our services. Google Analytics may use cookies and other tracking technologies to collect this information. For more information on how Google Analytics collects and processes data, you can review Google’s privacy policy at Google Privacy & Terms.

Use of Meta Business Suite

We use Meta Business Suite (formerly Facebook Business Suite) to manage our social media presence, including advertising and engagement on Facebook and Instagram. Meta Business Suite helps us track the performance of our social media campaigns and analyze user interactions. Meta may use cookies and other tracking technologies for these purposes. For more details on Meta’s data practices, please refer to Meta’s privacy policy at Meta Privacy Policy.

 

7. Marketing and Newsletter Subscriptions

Data Collected:

Email Address: Collected from users who subscribe to receive newsletters or promotional emails.

Marketing Preferences: User choices regarding the types of content or promotions they’d like to receive.

User Interaction with Emails: Data on how users engage with emails, such as whether they open them or click on links.

Source of Data: This data is collected when users sign up for newsletters or consent to receive marketing communications.

Use of Data:

Sending Newsletters and Promotions: Used to deliver updates, offers, and other marketing content.

Customizing Communications: Tailoring emails based on the user’s stated preferences.

Tracking Engagement: Monitoring how users interact with emails to improve the relevance and effectiveness of future campaigns.

 

8. Payment and Billing Information

Data Collected:

Credit Card Information: Includes card number, expiration date, and security code used for processing payments.

Bank Details: Information such as account numbers and routing numbers for payments made via bank transfer.

Billing Address: The address associated with the user’s payment method for invoicing and verification purposes.

Transaction History: A record of all payments, refunds, upgrades, and other financial activities related to the user’s subscription.

Source of Data: 

When users pay for services or upgrade their accounts through the platform’s subscription portal.

When clients of users make online payments or attach payment slips through the customer invoice online payment portal.

Use of Data:

Processing Payments: To securely and accurately facilitate payment transactions for services and subscriptions.

Managing Billing and Subscriptions: To manage subscription renewals, upgrades, downgrades, and other account-related changes.

Recording Transaction History: To maintain a comprehensive record of all financial activities for auditing, reference, and dispute resolution.

Ensuring Compliance: To fulfill financial and regulatory obligations, ensuring that all payment and billing data is handled lawfully and in compliance with applicable laws.

Data Protection and Security

QNE employs industry-standard security measures to protect your data from unauthorized access, disclosure, alteration, or destruction. This includes encryption, access controls, and secure storage practices.

Data Retention

In compliance with the Data Privacy Act of 2012 and its implementing rules and regulations, we retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, as well as to comply with any legal or regulatory obligations. Specifically:

Personal Data: Personal data collected will be retained for a period of five (5) years from the date of your last interaction with our platform as required by applicable laws and regulations.

Inactive Accounts: Accounts that have been inactive for 12 consecutive months will be flagged for review. We will undertake the following data disposal procedures for inactive accounts:

Notification: Users with inactive accounts will be notified of the impending data disposal, providing them with an opportunity to reactivate their account or request data retention.

Review: We will review the data associated with inactive accounts to determine which data needs to be deleted or anonymized.

Secure Data Disposal: Data from inactive accounts will be securely disposed of by Digital Records, where secure deletion methods will be applied to ensure data cannot be recovered, or data will be anonymized if complete deletion is not possible.

Documentation: A log of the data disposal activities, including details of the data disposed of and the methods used, will be maintained.

Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your data with trusted third-party service providers who assist us in operating our services and processing transactions. These third parties are bound by confidentiality agreements and are prohibited from using your data for any other purpose.

Data Subject Rights

User Rights: Users have the right to access, rectify, or delete their Personal Data, and to restrict or object to the processing of their data. These requests can be submitted directly to QNE, and we will facilitate these rights in accordance with applicable law.

To exercise these rights, please contact us at [email protected] 

Notification of Breach: In the event of a data breach, QNE will notify affected Users without undue delay and take all reasonable steps to mitigate the impact of the breach.

Limitation of Liability

Exclusion of Liability: QNE will not be held liable for any loss, damage, or unauthorized disclosure of data arising from the User’s negligence, misuse of the platform, or failure to comply with the terms of this Agreement.

Liability Cap: In no event will QNE’s liability for any claim related to data protection under this Agreement exceed the fees paid by the User in the 12 months preceding the claim.

Termination

Termination for Breach: Either party may terminate this Agreement if the other party materially breaches the data protection terms and fails to rectify the breach within 30 days of written notice.

Effect of Termination: Upon termination of this Agreement, QNE will cease processing the User’s data, except to the extent required by law.

Policy Updates

We may update this policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the updated policy on our website.

Contact Information

For any questions or concerns about our data privacy practices regarding this policy, please contact:

Email: [email protected] 

Phone: +63 02 8841 9643 local 321

Address: Unit 3103 The Stiles Enterprise Plaza Bldg. Podium 2, Hippodromo Street, Brgy. Carmona, Circuit, City of Makati NCR, Fourth District, Philippines, 1207