Privacy Policy
Your privacy is foundational to how we build and deliver Qik Office. This Policy explains what data we collect, how it is protected, who can access it, and the controls you hold — so you can work across agentic rooms and workspaces with full confidence.
Encrypted at Every Layer
AES-256 at rest · TLS in transit
Privacy by Design
Aligned with GDPR, CCPA & UK DPA
Your Data, Your Control
Access, correct, or delete at any time
Scope of this Privacy Policy
This Privacy Policy governs the use of Qik Corp's product Qik Office, including its web platform, mobile applications, and desktop versions (collectively referred to as the "Platform"). It also applies to our official websites and any other interactions you may have with Qik Office, such as customer support communications or promotional events. By using Qik Office or accessing any of our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, please refrain from using Qik Office or engaging with our platform. This is the sole privacy policy governing Qik Corp's handling of personal information in connection with Qik Office.
This Privacy Policy does not cover any external applications, integrations, or software that interact with Qik Office ("Third-Party Integrations"). Such third-party tools and services operate independently and are governed by their own privacy policies and terms of use. We encourage you to review those policies to understand how your information is handled by those providers.
In compliance with California privacy laws, Qik Corp notifies users that we collect certain categories of personal information as detailed in the "Information We Collect" section of this Policy. This information is processed for the legitimate business and commercial purposes described in the "How We Use Information" section. To understand and exercise your rights under applicable California privacy regulations, please refer to the "Your California Privacy Rights" section below.
Information We Collect and Receive
Qik Corp collects and receives information through the platform — Qik Office, its associated websites, and other interactions you may have with us. This includes both customer data and other forms of information gathered through various methods and user activities.
User Data
Authorized Users may provide data while using Qik Office. This may include messages, documents, files, images, and other content created, shared, or stored within a workspace. Qik Corp processes this data to enable collaboration, maintain workspace functionality, and ensure seamless platform performance. All Customer Data remains under the control of the organization or individual that owns the workspace.
Other Information
Beyond User Data, Qik Corp may also collect, generate, or receive additional categories of information arising from the use and operation of Qik Office, including:
Account information
When creating a Qik Office enterprise account, you — or the organization you are associated with — may provide details such as your email address, password, domain information, and account setup data. Billing-related information such as payment card details, banking information, and billing address may also be collected to process subscriptions securely.
Log information
When you access or interact with Qik Office or its affiliated websites, our servers automatically gather technical details related to your visit — including your IP address, browser type and configuration, referring and exit pages, access timestamps, language preferences, and system settings.
Service data
When a user engages with Qik Office, the system automatically generates metadata that reflects how the platform is used — including details such as the workspaces and rooms accessed, features utilized, and any integrated third-party applications engaged.
Device information
Qik Office collects details such as device type, operating system, settings, unique IDs, and crash data, depending on the device and its configuration.
Location information
Qik Office may obtain approximate location details through information provided by users, organizations, or third parties — such as a business address or an IP address from your device or browser.
Cookie information
Qik Office uses cookies and related technologies across its website and platform to gather additional information and enhance user experience. Please refer to our Cookie Policy to learn how you can manage or opt out of these technologies.
Third-party services information
When third-party integrations are activated, Qik Office may receive personal data shared by those services. Workspace administrators retain full control over enabling, disabling, and managing the permissions of any connected third-party application.
Contact information
In line with permissions granted through your device settings or third-party integrations, Qik Office may collect contact details that an Authorized User opts to import or share — such as syncing an address book or integrating a calendar.
Audio/video data
Qik Office may collect, record, and store metadata generated from your use of features such as meetings, calls, or shared media — including the date, time, duration, and participants involved in a meeting or interaction.
In general, users are not legally or contractually obligated to provide any Customer Data or other information. However, certain details are automatically collected, and specific data — such as workspace and room configuration information — may be essential for the proper functioning of Qik Office.
Use and Processing of Your Information
Qik Office processes Customer Data strictly in accordance with the Customer's instructions — providing and improving our platform, adhering to the terms set forth in the Customer Agreement, enabling relevant service functionalities, and complying with applicable legal obligations. Qik Office uses Other Information to support the operation of its Services, website, and overall business activities, specifically for:
Meeting regulatory requirements
Qik Office processes information when necessary to fulfill legal and regulatory requirements. This may involve accessing, retaining, or disclosing certain data in response to valid legal requests from regulators, law enforcement authorities, or other authorized entities.
Pursuing legitimate interest
Qik Office may process certain types of information based on our legitimate business interests, or those of a trusted third party, provided that such interests do not conflict with your fundamental rights or privacy protections. This may include workspace and account details, activity and usage data, cookies, connected third-party service information, and contact details.
Disclosure and Sharing of Information
Qik Office may share or disclose information when authorized by the Customer and with their consent, while ensuring full compliance with relevant legal requirements and procedures.
Data visibility
When a User provides information within Qik Office, their name and email address are visible to other Users within the same workspaces and rooms. This visibility supports seamless collaboration and easy identification among users.
Profile access
Qik Office enables collaboration between Users across different workspaces. To support this, a user's name and email address may be visible or shared with Users from other connected workspaces when an invite or collaboration is established.
Access and permission
Workspace admins, owners, and editors have the ability to access, manage, or restrict certain information within the platform — including viewing or updating user details, modifying workspace settings, or exporting activity records as permitted by their assigned roles.
Third-party collaborations
Qik Office may engage trusted third-party vendors or business partners to assist in processing information and supporting operational needs — including cloud hosting, data storage, technical support, or identity verification. Information is shared only to the extent necessary and in compliance with applicable privacy and security standards.
Third-party services
When Customers or Authorized Users enable Third-Party Services, Qik Office may share relevant information to allow those integrations to function. These services operate independently under their own privacy policies. Users are encouraged to review the permissions and terms of each third-party provider.
Forums
Any information you share in a Qik Office community forum, including personal details, will be visible to all participants and publicly accessible.
Business transfers
In the event of a corporate change at Qik Office — such as a merger, acquisition, bankruptcy, or sale of assets — some or all information described in this Policy may be shared or transferred, subject to customary confidentiality and legal protections.
Compliance with legal requests
If Qik Office receives a lawful request for information, we may disclose certain data when we reasonably determine that such disclosure is required or permitted under applicable laws, regulations, or legal processes.
With user or organizational consent
We may disclose information to third parties when authorized by user consent or as outlined in this Privacy Policy. For company-managed workspaces, consent from the workspace owner or authorized representative is sufficient.
Data Retention
Qik Office retains information for only as long as necessary to deliver our services, comply with legal obligations, and fulfill legitimate business purposes.
Workspace Data
Users can manage how long data such as messages, files, and workspace activity logs are retained. Depending on the workspace plan and permissions, these settings may be applied at the workspace level or room level. When information is deleted, related data may be securely removed or anonymized from our systems in accordance with these settings.
Personal Information
We retain your personal data for as long as your Qik Office account remains active or while you continue to use our services. After your account is deactivated, we may retain limited data for a reasonable period to resolve disputes, maintain accurate records, and demonstrate compliance with legal and contractual requirements.
Legal and Compliance Requirements
Certain records may be stored for longer periods if required by law, tax regulations, or to establish or defend legal claims. Once information is no longer required, Qik Office takes appropriate steps to securely delete, anonymize, or de-identify it. Anonymized data may continue to be used for internal analytics and product improvement without identifying any individual. We periodically review our retention practices to ensure compliance with GDPR and to minimize storage beyond what is necessary.
Security
At Qik Office, we take the security of your personal data seriously. We implement a combination of technical and organizational measures designed to protect your information against unauthorized access, alteration, disclosure, or destruction. Our security framework follows industry best practices and international standards.
Encryption
In transit: All data transmitted between your device and Qik Office servers is protected using SSL/TLS encryption, preventing interception or tampering during transmission.
At rest: Stored data is encrypted using AES-256, ensuring that even if storage media were compromised, your data would remain unreadable without authorization.
Access Control
Access to personal data is strictly limited to authorized personnel who require it to perform their job functions. We implement role-based access controls (RBAC) to ensure that only verified users can access sensitive information. Internal access is logged and monitored to prevent misuse, and employees handling personal data receive privacy and security training to ensure compliance with GDPR and company policies.
Updates to This Privacy Policy
Qik Office reviews its Privacy Policy on a regular basis to ensure it reflects how we actually operate, comply with current laws, and manage user information responsibly. When we make updates, we will post the new version on our official website and include the date the changes take effect.
If a revision significantly alters the way we collect or use personal data, we will inform you in advance through suitable communication methods. By continuing to use Qik Office services once those updates are active, you acknowledge and agree to the new terms outlined in the updated Privacy Policy.
International Data Transfer
Qik Office may transfer and process personal data in countries outside your place of residence to facilitate global service delivery and business operations. These locations — which may include the United States — can have data protection frameworks that differ from those in your jurisdiction.
To safeguard your information, Qik Office applies appropriate contractual, technical, and organizational measures that ensure compliance with applicable data protection laws. Our objective is to maintain a consistent and high standard of privacy and security for your personal data, regardless of where it is stored or processed.
European Commission's Standard Contractual Clauses
Qik Office adheres to the European Commission's Standard Contractual Clauses (SCCs) — and their UK equivalents where applicable — to ensure that personal data transferred outside the European Economic Area is handled in accordance with recognized data protection standards. These clauses apply to transfers to countries such as the United States, Canada, India, Japan, South Korea, Australia, and others where Qik Office or its service providers operate.
APEC Privacy Compliance
Qik Office's privacy practices align with the Asia-Pacific Economic Cooperation (APEC) Cross Border Privacy Rules (CBPR) system and the Privacy Recognition for Processors (PRP) framework, establishing consistent standards to protect personal information transferred between participating APEC member economies.
Your Rights
Individuals located in the European Economic Area (EEA), the United Kingdom, Brazil, and other regions are entitled to certain legal rights concerning their personal data. Subject to applicable laws and exemptions, you may have the right to access, amend, correct, or request deletion of your personal information.
Most of these actions can be managed directly through your Qik Office account settings and available user tools. If you are unable to make these changes through your account, you may contact your workspace administrator or reach out to Qik Office for additional assistance.
At Qik Office, we process your personal data in line with global data protection laws — including the EU's GDPR, the UK Data Protection Act, and Brazil's LGPD. In most cases, we rely on our legitimate business interests to provide, improve, and secure our services while ensuring a smooth and reliable user experience.
If you believe our use of legitimate interests doesn't align with your preferences, contact us using the details in Section 13. We'll review your request carefully and, unless required for legal or compliance reasons, stop processing your data for that purpose.
We may also use your information for direct marketing or communication about Qik Office updates. If you'd rather not receive these, you can opt out whenever you wish.
California Privacy Rights
If you are a resident of California, you are entitled to specific rights regarding how your personal information is collected, used, and shared under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA).
At Qik Office, we may collect and process personal data that helps us operate, secure, and improve our services. This information may include:
- Basic identifiers such as your name, email address, and contact details;
- Professional or employment-related information connected to your organization's use of Qik Office;
- Account and billing information necessary to process payments;
- Activity data such as login details, feature usage, and device or network information;
- Geolocation or technical information to ensure optimal service functionality; and
- Communications, support requests, or meeting recordings (when applicable and consented).
Qik Office does not sell personal information as defined under the CCPA and CPRA. We will never sell your personal data without providing you with a clear right to opt out.
As a California resident, you have the right to:
- Request details about the personal information we collect, use, or disclose;
- Request access to or deletion of your personal information;
- Opt out of the sharing or use of personal data for targeted advertising; and
- Exercise these rights without facing discrimination or reduced service quality.
Data Protection
Where permitted by applicable law, you have the right to:
(i) request limitations on how Qik Office processes your personal information, and
(ii) raise a complaint with your local data protection authority regarding our data handling or privacy practices.
If you are located within the European Economic Area (EEA) or the United Kingdom and feel that your concern has not been resolved satisfactorily, you may also contact the appropriate supervisory authority in your region to pursue further action.
Image Generation Data
Qik Office offers an AI-powered Image Generation feature ("Image Generation Tool") as part of its Products. This section explains how we collect, use, store, and share data in connection with Your use of the Image Generation Tool.
1 — Data We Collect
When You or Your End Users use the Image Generation Tool, we may collect and process the following categories of data:
2 — How We Use Your Image Generation Data
Data collected in connection with the Image Generation Tool is used for the following purposes:
3 — Third-Party AI Processing
The Image Generation Tool operates in part using third-party artificial intelligence and machine learning models and APIs ("Third-Party AI Services"). When You submit a Prompt, that Prompt data may be transmitted to and processed by Third-Party AI Services for the purpose of generating Your requested image.
We select Third-Party AI Service providers that maintain industry-standard data security and privacy practices. Data shared with Third-Party AI Services is limited to what is necessary to fulfil Your generation request. We contractually restrict Third-Party AI Service providers from using Your Prompt data for purposes unrelated to delivering the service.
We do not control the internal processing or model architectures of Third-Party AI Services. If You have concerns about how a specific Third-Party AI Service handles data, please contact us at privacy@qik.mt.
4 — Model Training
Qik Office does not use Your Prompts, Generated Images, or associated personal data to train, fine-tune, or improve our own or third-party AI or machine learning models without Your explicit, informed consent. If we introduce an opt-in programme for model improvement purposes in the future, it will be clearly disclosed and will require Your affirmative consent.
5 — Data Retention
We retain Image Generation data as follows:
Prompts:
Unless You explicitly save a Prompt, raw Prompt data may be retained for up to 90 days from the date of generation for service delivery, safety review, and legal compliance purposes.
Generated Images:
Images are delivered to You and may be cached temporarily for retrieval. Unless You save Generated Images to your Qik Office workspace, they are not permanently stored on our servers beyond the session or a short retrieval window. Images saved to your workspace are retained until You delete them or close your account.
Usage Metadata:
Retained for up to 12 months for service improvement and compliance purposes, after which it is anonymised or deleted.
You may delete Generated Images stored in Your workspace at any time from your account settings.
6 — Your Responsibility for Prompt Content
You are solely responsible for the content of the Prompts You submit to the Image Generation Tool. You should not submit Prompts that include personal data of third parties, sensitive personal information, confidential business information, or any content that You do not have the right to disclose or process. Qik Office is not responsible for personal data or sensitive information that You voluntarily include in Prompts.
7 — Sharing of Image Generation Data
We do not sell Your Prompts or Generated Images to third parties. We may share Image Generation data in the following limited circumstances:
- With Third-Party AI Service providers solely for the purpose of processing Your generation requests.
- With cloud infrastructure and hosting providers that operate under data processing agreements restricting use to platform operations only.
- With law enforcement or government authorities where required by law, court order, or to protect the rights and safety of Qik Office, its users, or the public.
- In connection with a business merger, acquisition, or corporate restructuring, subject to standard confidentiality obligations.
8 — Security of Image Generation Data
All data transmitted between Your device, the Qik Office platform, and any Third-Party AI Services in connection with the Image Generation Tool is encrypted in transit using industry-standard TLS protocols. Stored Prompts, Generated Images, and usage metadata are encrypted at rest. Access to Image Generation data is restricted to authorised personnel and automated systems on a need-to-know basis.
9 — No Responsibility for Generated Image Content
Qik Office acts as a data processor and technology facilitator in respect of the Image Generation Tool. We do not review the specific content of individual Prompts or Generated Images in the ordinary course of service delivery (except where automated safety filters are applied). Accordingly, Qik Office cannot and does not take responsibility for the accuracy, legality, intellectual property status, or appropriateness of Generated Images. Users are solely responsible for ensuring Generated Images are lawful and appropriate for their intended use.
Email, Drive & Integrations Access (Gmail, Google Drive & Microsoft Outlook)
Qik Office offers optional features that connect to your Gmail, Google Drive, or Microsoft Outlook account using the official OAuth 2.0 protocols of Google and Microsoft. Connecting any of these accounts is entirely voluntary and is initiated only by you. By linking an account, you authorise Qik Office to access the relevant data for the sole purpose of providing the features you request and surfacing those interactions through conversational intelligence. This section describes specifically how Qik Office accesses, uses, stores, and shares Google user data and Microsoft user data obtained through these features.
1 — Gmail (Google) access and scopes
When you connect a Gmail account, Qik Office requests the following Google OAuth scopes:
- gmail.modify — to read, organise, label, archive, and send emails on your behalf.
- gmail.settings.basic — to read and manage filters, labels, and send-as aliases that support inbox-organisation rules.
- userinfo.profile and userinfo.email — to identify the connected account within Qik Office.
- contacts (optional, only when enabled) — to resolve contact names when composing or organising emails.
Where you additionally connect your Google Calendar, Qik Office requests the calendar.readonly, calendar.events, and calendar.freebusy scopes to display events and check availability for scheduling. Calendar access is separate and optional.
2 — Google Drive access and scopes
When you connect Google Drive, Qik Office requests the following Google OAuth scopes:
- drive.file — per-file access limited to files you explicitly open with, upload to, or create through Qik Office. This scope does not grant access to your entire Drive.
- drive.metadata.readonly (optional, only when enabled) — to display file names, types, and modification dates when you browse or attach Drive files within a room.
Qik Office accesses only the Drive files you choose to connect to an agentic room or attach to a plan, and never requests full-Drive (drive) or broad read-all scopes.
3 — Microsoft Outlook access and scopes
When you connect a Microsoft Outlook or Microsoft 365 account, Qik Office requests the following permissions via the Microsoft Graph API:
- Mail.ReadWrite — to read, organise, label, archive, and manage your emails.
- Mail.Send — to send emails on your behalf from within Qik Office.
- MailboxSettings.ReadWrite — to read and manage mailbox settings that support inbox-organisation preferences.
- User.Read — to identify the connected account within Qik Office.
Where you additionally connect your Outlook Calendar, Qik Office requests the Calendars.Read and Calendars.ReadWrite scopes for scheduling features.
4 — How we use your integration data
Data accessed through connected Gmail, Google Drive, or Outlook accounts is used strictly and exclusively to:
- display your emails and connected files within the Qik Office interface;
- enable AI-assisted organisation, prioritisation, filtering, and labelling at your instruction;
- send emails and replies on your behalf as directed by you;
- apply the organisational rules, filters, or labels you configure within Qik Office; and
- link relevant email and file interactions to the agentic rooms and plans you choose, as part of conversational intelligence.
5 — How we store your integration data
Qik Office minimises what it retains from connected accounts:
- OAuth tokens (access and refresh tokens) are stored securely, encrypted at rest, and used solely to authenticate requests to Gmail, Drive, or Outlook on your behalf.
- Email and file metadata (such as message IDs, thread IDs, file IDs, labels, and timestamps) may be cached server-side, encrypted and associated only with your account, to enable faster loading and rule processing.
- Email and file content is fetched on demand from Google or Microsoft when you view or process an item; it is processed transiently in memory to deliver the feature and is not persistently stored on Qik Office servers.
- Cached metadata is retained only while the account remains connected. Upon disconnection, all cached metadata and tokens are deleted from our systems within 30 days.
6 — How we share your integration data
Qik Office does not sell or share your Google user data or Microsoft user data for advertising or for any purpose unrelated to providing the feature. Data may be shared only in these strictly limited circumstances:
- Cloud infrastructure: trusted cloud hosting and database providers may store or process data as part of operating the platform, bound by data-processing agreements that restrict use of your data.
- Legal obligations: we may disclose data where required by law, court order, or a government authority, to the minimum extent required.
- No Google user data is shared with advertisers, data brokers, or any third party for marketing, analytics, or any commercial purpose unrelated to delivering the Qik Office feature.
7 — What we do not do with your integration data
- We do not sell, rent, or share your email content, file content, or metadata with any third party for advertising or marketing.
- We do not use your Google or Microsoft user data to develop, improve, or train generalised artificial-intelligence or machine-learning models. Any AI processing is performed solely to provide the user-facing features you request.
- We do not allow humans to read your content, except where you give express permission for support, where required for security or to comply with the law, or where the data has been aggregated and anonymised.
8 — Disconnecting your account
You may unlink your Gmail, Google Drive, or Outlook account from Qik Office at any time from your settings. Upon unlinking, Qik Office revokes its access tokens and ceases accessing your data, and all associated cached metadata and tokens are deleted within 30 days. You may also revoke access directly from your Google Account permissions page or your Microsoft account settings at any time.
Limited Use & compliance with the Google API Services User Data Policy
Qik Office's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, Qik Office uses access to Gmail and Google Drive data only to provide and improve the features that are visible to and requested by the user, does not transfer this data except as necessary to provide or improve those features, does not use it for serving advertisements, and does not allow humans to read it except in the limited cases described above. Our use of information received from Microsoft Graph similarly adheres to Microsoft's API terms and is limited to providing the features you request.
Contacting Qik Office
If you have any questions about this Privacy Policy, our data handling practices, or wish to exercise your privacy rights, please feel free to reach out to us. Qik Office will make every effort to respond to your inquiry within a reasonable timeframe.
You can contact us at:
📍 Mailing Address:
Great America Technology Park
4701 Patrick Henry Drive, Building 3
Santa Clara, CA – 95054
United States