Privacy Policy

This privacy statement and legal notice apply generally to the websites and content of the Qmatic Group.

"Qmatic," "our," "us," and "we" refer to Q-MATIC Group AB, 556678-4103, and its subsidiaries (companies owned by Q-MATIC Group AB), including Q-MATIC AB, 556212-7497, which is the data controller for the processing of personal data by us.

Contact

If you have any questions about how we process personal data related to you or wish to exercise your rights as a data subject, please contact us at +46317564600 or via dataprotection@qmatic.com.

For inquiries regarding the content of this website, please contact marketing@qmatic.com.

Personal Data

Qmatic recognizes the importance of protecting the privacy of information we may collect from you.

The purpose of this policy is to inform you about how we handle the information we learn about you through your visit to our website, engagement with our content, or otherwise how Qmatic processes personal data related to you.

All personal information shared with us will be treated with the highest standards of security and confidentiality, and our privacy guidelines comply with European laws and the California Consumer Privacy Act (CCPA).

Legal Basis for Data Processing

We process your personal data based on various legal grounds, depending on the specific purpose for which the data is collected and used. Below is an overview of the legal grounds we rely on:

Consent (Art. 6(1)(a) GDPR)

When you subscribe to our newsletter, blog, or other marketing communications.
When you give us permission to use cookies and similar technologies. This includes analytics cookies placed via Google Analytics on this website or Matomo on our Help Center, based on your cookie preferences.
For processing your data for sales purposes, if you have given consent to be contacted again.

Performance of a Contract (Art. 6(1)(b) GDPR)

When processing is necessary for the performance of a contract to which you are a party, such as delivering our products and services to you or your business.
For administering subscriptions and responding to inquiries made through our website.

Legal Obligation (Art. 6(1)(c) GDPR)

When we are required to process personal data to comply with legal obligations, such as maintaining accurate records and meeting tax and accounting requirements.

Legitimate Interests (Art. 6(1)(f) GDPR)

For improving our website and user experience through analytics and cookies.
For communicating with contacts at our customers, suppliers, and other partners to fulfill our contractual obligations.
For direct marketing of our products and services, provided this does not override your fundamental rights and freedoms.

Vital Interests (Art. 6(1)(d) GDPR)

In exceptional cases, when processing is necessary to protect the vital interests of you or another person.

Information Collected on Our Websites

Information Collected via Forms and Subscriptions on This Website

Qmatic collects information from you when you subscribe to our blog, newsletter, or fill out a form available on this website.

We collect your email address (for subscriptions) and name, email address, and other information (such as company name and industry), which you voluntarily provide when filling out a form offered on this website.

We use this data to provide you with the requested information and to send you marketing information about our services.

We retain and use this information only as long as necessary to manage your subscription, respond to your inquiries, or provide you with the requested material, or to manage an action, promotion, survey, or other site feature in which you have participated.

Information Collected via Cookies on This Website

This website uses cookies. Cookies are small text files stored in your computer's web browser when you visit a website and can be retrieved by the web browser on subsequent visits for various applications.

You will see a consent pop-up on our site when you visit it. You can choose not to accept cookies, but this may affect your user experience. You can also adjust your browser settings to accept/reject specific cookies or to alert you each time a cookie is set.

Most web browsers allow some control of most cookies through the browser settings. For more information about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org, where additional useful information about cookies and how to block cookies with different types of browsers can be found.

We use cookies for the following purposes:

Session cookies to keep track of the chosen language.
Analysis of how the website is used by its visitors to improve and personalize the visitor experience on the site with personalized content.
Improving and personalizing your experience on the website for your browser type and device.
Tailoring content based on how users use the website and search terms used.
The data collected by the cookie on the Qmatic platform, as described above, is used by Google in their platform (Google Analytics) to make automated (profiling) decisions based on your behavior and characteristics to send marketing to you on other websites that use the same system as us. To opt out of tracking by Google Analytics on all websites, go to https://tools.google.com/dlpage/gaoptout.

Our cookies collect the following information:

IP address
Your browser and device type
The web page (if any) that led you to the Qmatic website or search terms (if any) entered into a search engine that led you to the Qmatic website.
Analysis of your content (e.g., activity logs and direct feedback from you) sent or received using an online feature on the website.
Page response times
Download errors
Duration of visits to certain pages
Page interaction information (e.g., scrolling, clicks, and mouse-overs)
Methods used to navigate away from the page

This data is stored for a period of 26 months.

Information Collected on our Help Center

We use Matomo Analytics on our Help Center (https://docs.qmatic.io) to understand visitor behavior and improve the support experience. Matomo does not set third-party cookies and respects privacy by anonymizing IP addresses and honoring "Do Not Track" browser settings.

The legal basis for this tracking is your consent, collected via our cookie banner (Art. 6(1)(a) GDPR). You can withdraw your consent at any time (see opt-out section below).

This data is stored for a period of 24 months and 14 days.

Matomo collects the following non-personally identifiable information via cookies:

Pages visited and time spent on each page
Clicks, scroll behavior, and file downloads
Search terms entered in the Help Center
Events, such as interactions with navigation elements, feedback components, or other tracked actions
Custom dimensions, such as content categories or help page types (no personal identifiers are stored)
Referring website or search engine
Device type, screen resolution, and browser type
Anonymized IP address (last bytes masked)
Country and language (based on browser settings)

This data is not used to identify individuals, and no profiling or automated decision-making is performed. All processing is done for aggregated usage insights only.

Opting Out of Help Center Analytics

You can opt out of Matomo Analytics tracking below. This will place an opt-out cookie in your browser to prevent tracking during future visits.

Information Collected in Other Ways

Artificial Intelligence

Qmatic uses advanced AI technologies in its services, including voice integration and AI-enabled support. This involves processing personal data such as voice recordings, call logs, and customer information solely for the purpose of optimally handling support requests and improving the on-site user experience.

The collected and processed personal data is stored encrypted and is only accessible to authorized employees. The retention period for this data is 30 days; after that, it is automatically deleted, unless a legal exception applies.

With respect to this processing, you have the right to:

Access to your personal data
Correction of inaccurate data
Deletion ('right to be forgotten') after the retention period
Data portability (transfer of your data)
Objecting to the processing of your data

Information Collected for Sales Purposes

If we have contacted you regarding the potential purchase of our goods and services, and you have subsequently given permission for us to contact you again for sales purposes, we have collected personal data about you such as your name, contact details (email address, phone number, etc.), the company you work for, your position, and similar information.

We will use this data to send you marketing information. We will only process the personal data for the period we consider your company a potential customer and for a maximum period of two years. As indicated below in this policy, you can withdraw your consent or opt-out of marketing emails at any time.

Information Collected About Contacts at Our Customers, Suppliers, and Other Partners

If you work at a company that is a customer of, a supplier to, or otherwise collaborates with Qmatic and you are the or one of the contacts at your company for Qmatic, we have collected personal data about you such as your name, contact details (email address, phone number, etc.), the company you work for, your position, and similar information.

This information is necessary for Qmatic to process to fulfill its contractual obligations with your company, for Qmatic's legitimate interest in communicating about its services, and to meet legal obligations, such as maintaining accurate records. We use this data to communicate with you and your company and to inform you about our goods and services. We will only process the data during the term of the agreement between us and your company and for a maximum period of five years thereafter (unless legally required for longer).

As indicated below in this policy, you can opt-out of marketing emails at any time.

Sharing Information with Third Parties

Qmatic only uses information as defined in this policy, which means we will never sell, trade, or otherwise share your personally identifiable or anonymized information. This does not include trusted third parties who assist us in operating our website or serving our visitors, provided these partners comply with our privacy guidelines. We may be required to disclose information when required to comply with the law or to protect your or our rights, property, or safety.

We share cookie data with Google. To opt out of tracking by Google Analytics on all websites, go to https://tools.google.com/dlpage/gaoptout.

We also use Matomo Analytics on our Help Center. All data is securely stored in Europe with primary hosting in Germany and encrypted backups in Ireland. This data is not shared with third parties and is processed solely by Qmatic. You can opt out of Matomo Analytics tracking here.

We also share data collected through this website with external software providers, who provide us with software tools used to process the data in accordance with this policy. This involves the data being transferred outside the EU/EEA. We will only transfer your information to a third-party service provider if we are confident that there are adequate protection levels to protect the integrity and security of the processed information and to comply with applicable privacy and data protection laws. When we transfer personal data to a destination outside the EEA, we ensure there are appropriate safeguards to protect the privacy and rights of data subjects, such as:

EU-US Data Privacy Framework

We use the EU-US Data Privacy Framework for transfers to US-based companies that have self-certified and committed to the principles of this framework. This means your data is transferred to companies recognized by the European Commission as providing an adequate level of protection.

Standard Contractual Clauses

Where applicable, we use standard contractual clauses approved by the European Commission that contain standard data protection provisions.

Binding Corporate Rules

Where applicable, we implement binding corporate rules approved by European supervisory authorities to regulate transfers of personal data within our group of companies.

Security Measures

We take additional security measures to ensure that personal data is protected against unauthorized access, use, or disclosure, such as encryption and pseudonymization.

Where required by law, data is encrypted to make it unrecognizable and unverifiable.

Links to Other Websites

Qmatic may provide links to other websites that we find useful. While we believe these sites meet our high standards, Qmatic is not responsible for the content, actions, or policies of third-party websites. Additionally, Qmatic is not responsible for the privacy statements or practices of such websites.

Your Rights

General Rights

If you no longer wish to receive marketing communications from us, please click on the "unsubscribe" link at the bottom of the relevant email. If you wish to fully opt-out, please contact us using the above contact details.

If you wish for us to delete your information from our records, please contact us using the above contact details and we will respond within a reasonable timeframe. Please note that we may need to retain certain information due to legal requirements and/or for our legitimate business purposes.

Users from the European Economic Area

If you are from the European Economic Area, you have rights (with some exceptions and limitations) to:

Object to our processing of your personal data, including profiling.
You can object at any time and we will stop processing the information you objected to, unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms.
Request access to your personal data and certain information about it, including a description and copy (in a data-portable format, where applicable) of the personal data and why we are processing it.
Request deletion of your personal data in certain circumstances. Deletion rights do not apply when the data is processed for historical research or statistical purposes.
Request correction, rectification, or updating of the personal data we hold about you that is inaccurate.
Request restriction of our processing of your personal data in certain situations. If you request this, we may continue to store your personal data but may not process it while the restriction is in place.
Withdraw your consent to our use of your personal data. When you use our website, you may be asked to consent to the placement of a cookie. You can withdraw your consent to our processing of your personal data derived from cookies. Withdrawal of your consent does not affect the lawfulness of processing based on consent before its withdrawal.
The right to information regarding the processing of your personal data.
The right to request confirmation of processing.
The right to human intervention in automated decision-making.
Lodge a complaint with your local data protection authority about our collection or use of your personal data. For example, in Sweden, this authority is Integritetsskyddsmyndigheten.

If you exercise any of the above rights and there is any doubt about who you are, we may ask you to provide information that allows us to verify your identity.

There are no costs associated with exercising these rights. However, we reserve the right to charge reasonable administrative fees in certain situations in accordance with the law, such as for unnecessary repetitive requests or specific cases.

If you are from the European Economic Area and wish to exercise any of these rights regarding any information we hold about you via this website, please contact us using the above contact details. We will consider and respond to your request in accordance with relevant legislation.

Consequences of Not Providing Personal Information

The provision of certain personal data is a necessary requirement in order to use our services and functionalities. We exclusively collect data that is essential for the execution of the agreed-upon service provision (for instance, your contact details for account management and support).

If you choose not to provide the necessary (mandatory) personal data, or if you withdraw your prior consent for the processing of essential data, please note that we may:

Be unable to complete your account registration or have to suspend or terminate your access to (certain parts of) the Qmatic systems or services.
Be unable to provide the full functionality of the service, or offer you the requested support.

Where applicable, we will inform you of the specific consequences of withdrawing consent or not providing data at the moment you make that choice. This does not release us from our legal obligations regarding data processing, for example, for administrative or legal purposes.

Legal Notice

This website may contain other proprietary notices and copyright information, the terms of which must be observed and followed. All images on this site are the property of Qmatic and may not be duplicated or copied without Qmatic's permission.

Information is subject to change or update without notice. Qmatic may also make improvements and/or changes to the products and/or programs described in this information at any time without notice.

Qmatic accepts no responsibility for the accuracy of the information provided by Qmatic, and the use of such information is at the recipient's risk. Qmatic makes no warranties that any reported problems can be resolved with the use of information provided by Qmatic. By providing information, Qmatic does not grant licenses to any copyrights, patents, or other intellectual property rights.

Qmatic does not wish to receive confidential or proprietary information from you through our website. Please note that any information or material sent to Qmatic will not be considered confidential by Qmatic. By sending any information or material to Qmatic, you grant Qmatic an unrestricted, irrevocable license to use, reproduce, display, perform, modify, transmit, and distribute those materials or information, and you also agree that Qmatic is free to use any ideas, concepts, know-how, or techniques that you send us for any purpose.

However, we will not release or otherwise publish your name in connection with the materials or other information you submit to us unless: (a) we obtain your permission to use your name; or (b) we first notify you that the materials or other information you submit to a particular part of this site will be published or otherwise used with your name; or (c) we are required by law to do so.

Changes

Any updates to the privacy policy will be displayed on this page. This page was last updated on December 9, 2025.

All data processing activities within Qmatic are conducted in accordance with the General Data Protection Regulation (GDPR) and are under constant attention from internal and external data protection specialists.