Privacy Policy
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This Privacy Policy explains how EliteCinq (“EliteCinq”, “we”, “us”) handles personal data when you visit our website or use the EliteCinq service (the “Service”). We collect only what we need to run the Service, we do not sell personal data, and we do not use advertising trackers.
1. Who is responsible for your data
Account and website data. For information about the people who sign up for and use the Service, such as names, email addresses and sign-in records, EliteCinq is the controller: we decide why and how it is processed.
Data businesses keep in their Workspaces. Businesses use the Service to keep records about their own customers, deals, invoices and payments (“Customer Data”). For that information, the business that runs the Workspace is the controller, and EliteCinq processes it on the business’s behalf, as its processor, under our Data Processing Addendum. If you are a customer of a business that uses EliteCinq, please contact that business first about your data; we will help it respond.
2. What we collect
- Account details: your email address, the name you give, an encrypted (hashed) password handled by our authentication provider, and, when you sign up, the version of our Terms and Privacy Policy you accepted and when.
- Workspace profile: business name and type, invoice details such as address, phone, showroom information and logo, colour choices, membership and roles.
- Customer Data: what you and your team enter, which may include names, phone numbers, addresses, notes, activities, tasks, deals, invoices, payments and expenses.
- Technical and security information: records our hosting and authentication providers keep to deliver and protect the Service, such as IP address, browser type, request times and error information.
- Information stored on your device: your sign-in session and preferences such as language, theme, calendar and recently used pages. See the Cookie and Storage Notice.
- Messages: emails we send you, such as account confirmation, password reset and invitations, and anything you choose to send us.
We do not intentionally collect special categories of personal data, and we ask you not to enter them into the Service.
3. How we use it
- to create and secure your Account, sign you in and keep you signed in;
- to provide the Service: store your Workspace records, show them to the people you authorise, calculate figures, and print or export documents;
- to send service messages, such as confirmations, password resets, invitations, security notices and changes to our terms;
- to keep the Service secure, prevent fraud and abuse, and investigate problems;
- to maintain and improve the Service, using aggregated or technical information where possible;
- to meet legal obligations and to establish, exercise or defend legal claims.
We do not sell personal data, use it for advertising, or build marketing profiles from Customer Data. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
4. Legal bases
Where the law requires a legal basis, we rely on: performing our contract with you (to provide the Service); our legitimate interests in operating, securing and improving the Service in ways you would expect; compliance with legal obligations; and your consent where we ask for it, which you may withdraw at any time without affecting earlier processing.
6. International transfers
Our providers may store and process data in countries other than yours, including the United States and countries in the European Union. Where the law requires it, we rely on appropriate safeguards, such as contractual commitments from our providers, to protect data transferred abroad.
7. How long we keep it
- Account data is kept while your Account is active and for a reasonable period afterwards to deal with questions, disputes and legal duties.
- Customer Data is kept until the Workspace’s users delete it or the Owner deletes the Workspace. Deleted records leave our active database straight away. Copies may remain in our providers’ encrypted backups for a limited period, normally up to 30 days, before they are overwritten.
- Technical and security records are kept for the periods our providers apply, which are generally short, unless needed longer to investigate abuse.
- We keep information longer where the law requires it.
8. How we protect it
We use measures designed to protect personal data, including encrypted connections (HTTPS), separation of every Workspace by database access rules, role-based permissions, a strict content security policy and no third-party scripts. Read more in our Security overview. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affects your personal data, we will notify you and the authorities where the law requires.
9. Your choices and rights
Depending on where you live, you may have the right to access, correct, delete, restrict or object to the processing of your personal data, to receive a copy of it in a portable format, and to withdraw consent. In the Service you can export customers to CSV at any time, and Workspace Owners can delete their Workspace with its records.
To make a request about your Account, contact us using the details below. For Customer Data, contact the business that uses EliteCinq; it controls those records. We may need to verify your identity before acting, and we will respond within the time the law requires. You may also complain to your local data protection authority.
10. Children
The Service is for businesses and is not directed at anyone under 18. We do not knowingly collect personal data from children. If you believe a child has given us personal data, contact us and we will delete it.
11. Changes to this Policy
We may update this Policy. We will post the new version with its effective date and, for material changes, notify you in the Service or by email before they take effect.
12. Contact
EliteCinq is responsible for this Policy.