Privacy Statement

1. Who we are

Qatch Technologies B.V. is the data controller for personal data processed in connection with your use of Qatch’s products and website. For Qatch Omni AI, where Qatch processes personal data of your customers on your behalf, Qatch acts as data processor and you act as data controller, governed by the Data Processing Addendum in the Qatch Omni AI Terms and Conditions. For Qatch Go Smart Queueing, where Qatch processes Driver data on behalf of a Venue Operator, a similar data processor relationship applies. A Data Processing Addendum is available on request from [email protected].

2.1 Account registration (all products)

When you create an account on any Qatch platform, we process your name, email address, phone number, company name, and password. This is necessary for the performance of the contract. Data is retained for the duration of your account and for a maximum of 1 year after termination, unless legal obligations require longer retention (financial records: 7 years).

2.2 Qatch Partner

For Qatch Partner users, we additionally process business details (address, Chamber of Commerce and VAT numbers), transaction data generated through the platform, and any data entered into open fields. Retained for the duration of the Agreement and 1 year thereafter, except where legal obligations apply.

2.3 Qatch Go Smart Queueing

Qatch Go Smart Queueing serves two user types: Venue Operators and Drivers.

For Venue Operators and dispatchers, we process company details, contact information of account holders and dispatchers, billing details, and configuration data entered into the Client Portal. Retained for the duration of the Agreement plus 1 year.

For Drivers, we process name, contact details, vehicle details (including registration plate), and professional licence and permit information required for Verification. The Driver App is free to use. Retained for the duration of the account plus 1 year.

The Driver App collects precise location data, including background location when the Driver’s status is set to “Available”, to manage queue position and operate the barrier access system.
Location is not collected when the Driver’s status is “Offline”. Drivers can withdraw location consent at any time via their device settings, which will affect the functioning of the Driver App. Location data is retained only for as long as operationally necessary.

Barrier transaction logs (date, time, vehicle registration, access outcome) are retained for 24 months. Driver Verification documents are retained for the duration of the active account and
deleted within 3 months of account termination.

2.4 Qatch Omni AI

For Qatch Omni AI account holders, we process name, email address, company name, phone number, and billing details for the performance of the contract.

Where you use Qatch Omni AI to process communications from your own customers (via WhatsApp, Instagram, Facebook Messenger, or email), that data is processed by Qatch as data processor on your behalf. You remain the data controller for that data.

AI-powered features (AI workflows, AI chatbot, Voice Agent) are powered by GPT-4o via the OpenAI API. Content processed through these features may be transmitted to OpenAI as a sub-processor. Data submitted via the API is not used to train OpenAI’s models. For Qatch Omni AI trial accounts, data is retained for 44 days after trial end if no subscription is taken.

2.5 Contact and support

When you contact Qatch, we process your name, email address, and message content. Retained for up to 1 year after the matter is resolved.

2.6 Marketing and newsletter

With your consent, we may send you newsletters and product updates. You can unsubscribe at any time using the link in any email.

3. Legal basis for processing

• Performance of contract: processing necessary to provide the service you have requested.
• Legal obligation: processing required by law, such as tax and financial record retention.
• Legitimate interest: hosting, security, fraud prevention, internal administration, and service improvement.
• Consent: marketing communications, background location data in the Qatch Go driver app, and non-essential cookies.

4. Sharing your data with third parties

Qatch shares personal data with third parties only where permitted by law and only to the extent necessary. Third-party processors are bound by data processing agreements requiring equivalent data protection standards. Categories of third parties include:

• Cloud hosting and infrastructure providers (EU-based servers).
• Payment processors (for subscriptions and token pack payments).
• AI processing providers (OpenAI, for AI features in Qatch Omni AI).
• Communication channel providers (Meta platforms for WhatsApp, Instagram, and Facebook Messenger in Qatch Omni AI).
• Navigation and mapping providers (integrated into the Qatch Go driver app).
• Email delivery providers (for platform notifications and campaigns).

Qatch does not sell personal data to third parties. A full list of sub-processors is available on request at [email protected]. Where data is transferred outside the EU, appropriate safeguards
are in place including EU Standard Contractual Clauses.

5. Cookies

Qatch uses cookies on its website and web applications. A cookie is a small text file stored on your device when you visit a website. We use the following types of cookies:

Functional cookies

These are necessary for the website and platform to function correctly. They enable you to log in, navigate between pages, and use essential features. Functional cookies are placed without
consent as they are strictly necessary for the service.

Analytics cookies

These help us understand how visitors use our website so we can improve it. Analytics cookies collect information such as which pages are visited most often and whether visitors receive error messages. This data is aggregated and does not identify individual users. Analytics cookies are only placed with your consent.

Marketing and tracking cookies

These are used to show you relevant advertisements on our website and on other websites you visit, based on your browsing behaviour. Marketing cookies are only placed with your consent.

Managing cookies

When you first visit the Qatch website, a cookie consent banner allows you to accept all cookies, accept only functional cookies, or customise your preferences. You can change your preferences at any time via the cookie settings link in the website footer.

You can also manage cookies through your browser settings. Please be aware that disabling functional cookies may affect the operation of the website and platform. Most browsers allow you
to refuse cookies, delete existing cookies, or be notified when new cookies are placed. Refer to your browser’s help documentation for instructions.

Cookie retention

Functional cookies expire at the end of your browser session or within a short fixed period. Analytics and marketing cookies have longer retention periods, typically between 1 and 24
months, depending on the provider. You can delete cookies at any time through your browser settings.

6. Data retention

• Account data: duration of account plus 3 months after termination.
• Financial and billing records: 7 years (statutory obligation).
• Qatch Go Smart Queueing — barrier transaction logs: 30 days.
• Qatch Go — location data: retained only as long as operationally necessary.
• Omni AI Contact and support records: up to 1 year after resolution.
• Marketing email records: until unsubscription or withdrawal of consent.

7. Your rights

Under the GDPR you have the right to: access your personal data, request correction, request deletion (subject to legal obligations), restrict processing, receive your data in a portable format, and object to processing based on legitimate interest. Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at [email protected]. We will respond within one month and may ask you to verify your identity. You may also lodge a complaint with the Dutch Data
Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl) or the supervisory authority in your country of residence.

8. Security

Qatch implements appropriate technical and organisational security measures to protect personal data against loss, unauthorised access, and unlawful processing. Measures include encryption of data in transit and at rest, access controls, and regular security assessments.

9. Changes to this Privacy Statement

Qatch may update this Privacy Statement from time to time. Material changes will be communicated to registered users before they take effect. The current version is always available at qatch.app/legal.