Privacy Policy | Qvik-Book

1. Who we are

Qvik-Book is booking and operations software for businesses. The app name shown in Google Play is Qvik-Book. For privacy questions, data requests and account deletion requests, contact us at kontakt@qvik-book.com.

For the personal data we process for our own service, account, billing, security, website and app operations, Qvik-Book acts as the data controller. When a business uses Qvik-Book to manage its own customers, bookings and staff, that business may be the data controller for the information it enters into the system, and Qvik-Book may process that data on behalf of the business.

2. Scope of this policy

This policy applies to the Qvik-Book mobile app, Qvik-Book website, Qvik-Book web app, public booking pages and related services. It applies to business owners, staff users, customers who use a booking page, website visitors and people who contact Qvik-Book support.

If you book with a company that uses Qvik-Book, that company may also have its own privacy policy and may decide how it uses your booking information.

3. Personal data we collect or process

The categories of data depend on how you use Qvik-Book. We collect only data that is needed to provide, secure and improve the service, handle support and meet legal obligations.

Account and profile data

Name, email address, password authentication data, company or workspace name, role, language settings, account preferences and login status.

Business and booking data

Services, opening hours, staff availability, locations, booking rules, calendars, appointments, reservations, takeaway orders, customer names, contact details, notes and booking status.

Communication and support data

Messages, reminders, emails, support requests, replies, feedback and other communication sent through Qvik-Book or to our support contact.

Payment and subscription data

Plan, subscription status, billing references, invoice information, payment metadata, refund information and Stripe payment references. Qvik-Book does not store full payment card numbers on its own servers.

Device, log and technical data

IP address, browser type, device type, operating system, app version, timestamps, diagnostics, error logs, security logs and other technical information needed for security and reliability.

Optional app permission data

Camera access may be used for QR-code or pickup scanning. Notification permission may be used to send booking-related alerts. These permissions are used only for the relevant app features.

4. How we collect data

Directly from you when you create an account, sign in, update settings, use the app, create bookings or contact support.
From businesses that use Qvik-Book when they add staff, services, customers, bookings, reservations or operational information.
Automatically from the app, browser and server logs when you use Qvik-Book.
From service providers such as payment, email, hosting, analytics and platform providers when needed to operate the service.

5. How we use data

To create, authenticate and manage user accounts, workspaces, roles and permissions.
To provide booking, calendar, customer, staff, messaging, restaurant, takeaway, payment and subscription features.
To send operational messages such as booking confirmations, reminders, alerts, service messages, security notices and support replies.
To process subscriptions, invoices, payments, refunds and billing administration.
To secure the service, prevent fraud, detect abuse, debug errors, monitor uptime and maintain reliable operations.
To understand usage and improve the product, website, app experience and support.
To comply with legal, accounting, tax, platform, security and regulatory obligations.

6. Legal basis for processing

Where the GDPR or similar privacy laws apply, we rely on one or more of the following legal bases:

Contract: to provide the Qvik-Book service, user accounts, booking features, subscriptions and support.
Legitimate interests: to secure, maintain, improve and protect Qvik-Book, prevent misuse and communicate about service-related matters.
Legal obligation: to comply with tax, accounting, bookkeeping, consumer, platform, security or regulatory requirements.
Consent: where required, for example for optional app permissions or certain optional communications.

7. Sharing, processors and third-party services

We do not sell personal data. We share personal data only when necessary for the purposes described in this policy.

Hosting, database and infrastructure providers that keep the service running.
Email, notification and communication providers used to send service messages, reminders and support replies.
Payment providers such as Stripe for subscriptions, payments, invoices, refunds and payment verification.
Analytics, diagnostics and security tools used to understand usage, detect errors and protect the service.
Google Play and app platform services where needed for app distribution, app integrity, diagnostics, notifications or platform compliance.
Business account owners, managers and authorized staff inside the same Qvik-Book workspace, based on their permissions.
Authorities, regulators, courts or legal advisers if required by law, legal process, fraud prevention, security or protection of rights.

Some providers may process data outside your country. Where required, we use appropriate safeguards for international transfers, such as contractual protections or other legally recognized transfer mechanisms.

8. App permissions

The Qvik-Book mobile app may request access to permissions that support specific features:

Camera: used for QR-code or pickup scanning when the scanning feature is opened.
Notifications: used for booking-related alerts, reminders, status updates and service messages.
Internet/network access: used so the app can connect to Qvik-Book servers.

If you deny an optional permission, the related feature may not work, but the rest of the app can still be used where technically possible.

9. Cookies, website analytics and similar technologies

Our website and web app may use cookies, local storage or similar technologies to keep users signed in, remember settings such as language, measure performance, understand usage and improve the service. You can control cookies through your browser settings, but some service features may not work correctly without essential cookies or local storage.

10. How long we keep data

We keep personal data only for as long as needed for the purposes described in this policy, including providing the service, supporting accounts, resolving disputes, preventing fraud, enforcing agreements, maintaining backups and complying with legal obligations.

Account data: kept while the account is active and deleted or anonymized after account deletion, unless we must keep certain data for legal, security or dispute reasons.
Booking and business data: kept while the business workspace is active or as instructed by the business account owner, subject to backup and legal retention limits.
Support messages: normally kept as long as needed to handle the request and maintain service history.
Security logs: kept for a limited period needed for security, abuse prevention and troubleshooting.
Backups: deleted or overwritten according to our backup cycle. Deleted data may remain in backups for a limited period before final removal.
Accounting and transaction records: may be retained for the period required by applicable tax, accounting or bookkeeping laws. In Denmark, accounting material may need to be kept for five years from the end of the financial year it relates to.

11. Account and data deletion

Users can delete their Qvik-Book account inside the app/web app or request deletion by email. The public account deletion instruction page is https://qvik-book.com/howtodelete.

Delete inside the app or web app

Sign in to Qvik-Book, open the account/privacy settings and choose Delete account. You may need to type DELETE to confirm. The deletion request starts immediately after confirmation.

Request deletion by email

If you cannot sign in, email kontakt@qvik-book.com from the email address connected to your account. Include your name, account email, company or workspace name if relevant, and a clear sentence such as: “I request deletion of my Qvik-Book account and associated data.”

We may need to verify that you own the account before deleting data. Email deletion requests are normally handled within 30 days after verification, unless a longer period is required by law or because the request is complex.

Account deletion removes the user account and associated personal account data, subject to technical, legal, accounting, security, fraud-prevention and dispute-resolution limits. If a business uses Qvik-Book to manage its own customer data, some deletion requests may need to be handled by the business account owner.

12. Security

We use technical and organizational measures designed to protect personal data, including HTTPS in production environments, access controls, authentication, role-based permissions, operational security practices, backups and monitoring. No system is completely secure, but we work to protect data against unauthorized access, loss, misuse and alteration.

13. Your privacy rights

Depending on your location, you may have the right to request access to your personal data, correction of inaccurate data, deletion, restriction of processing, data portability, objection to certain processing and withdrawal of consent where processing is based on consent.

To exercise your rights, contact kontakt@qvik-book.com. We may ask for information needed to verify your identity and locate the relevant account, booking or workspace data.

If you are in the EU/EEA and believe your data protection rights have been violated, you may have the right to complain to your local data protection authority. In Denmark, this is Datatilsynet.

14. Children

Qvik-Book is business software and is not directed to children. We do not knowingly collect personal data from children as end users of the app. If you believe a child has provided personal data to us, contact us so we can review and take appropriate action.

15. Changes to this Privacy Policy

We may update this Privacy Policy when our product, legal obligations or data practices change. The updated version will be posted on this page with a new “Last updated” date. Material changes may also be communicated through the app, website or email where appropriate.

16. Contact

For privacy questions, data requests or account deletion requests, contact:

Qvik-Book
Website: https://qvik-book.com
Email: kontakt@qvik-book.com