Privacy policy
This privacy policy covers the website www.qmos.nl, the QMOS platform at app.qmos.nl and the QMOS mobile app for Android and iOS. It explains which personal data QMOS processes, why, for how long, and what your rights are.
1. Who we are
QMOS is a product of OS Websolutions B.V., registered with the Dutch Chamber of Commerce under number 34285516. Send privacy questions to info@qmos.nl.
2. Our role: processor and controller
QMOS is used by organisations, such as facility and cleaning companies, and their clients. You get an account through the organisation you work for or with. You cannot sign up yourself.
- Data in the platform (accounts, contracts, plannings, reports, photos): the organisation that uses QMOS is the controller. OS Websolutions only processes this data on behalf of that organisation, under a data processing agreement.
- This website and our own customer contact: OS Websolutions is the controller.
Want to see, correct or delete your data? Please contact the administrator of your organisation first. We help that organisation with it. You can always email us directly as well.
3. What data we process
| Type of data | Examples | Purpose |
|---|---|---|
| Account data | name, email address, phone number, role, organisation | signing in, access rights, contact about the work |
| Security data | hashed password, optional two-step verification, sign-in times, failed sign-in attempts, IP address in log files | protecting the account and the platform, detecting abuse |
| Work data | contracts, sites and addresses, plannings, completed tasks, checklists, comments, reports | planning, doing and reporting the work |
| Photos and files | photos of completed work, attachments, logos | recording and reporting the work |
| Email messages | reports, invitations, password reset | informing the user and the client |
| Questions to the QMOS assistant | the question and the answer (administrators only, when the organisation has switched the assistant on) | answering questions about the organisation's own data in QMOS |
The legal basis is the performance of the agreement with the organisation and the legitimate interest in a secure and reliable platform.
4. The mobile app
- The app only asks for access to the camera and photos when you take or pick a photo to add to your work yourself.
- The app does not use location, does not read contacts and sends no push notifications.
- The app contains no ads, no tracking and no third-party analytics.
- Your sign-in session is stored encrypted on the device and is removed when you sign out.
- All traffic between the app and the server uses an encrypted connection (HTTPS).
5. This website
www.qmos.nl sets no cookies and uses no analytics or advertising services. The web server keeps a technical log including the IP address, for security and troubleshooting. These logs are deleted after 14 days.
6. Who else processes the data
We do not sell personal data and do not share it for marketing. We work with these sub-processors:
| Party | Purpose | Location |
|---|---|---|
| Contabo GmbH | hosting of the servers and the database | European Union |
| Mailjet (Sinch) | sending email from QMOS | European Union |
| Microsoft | storage of a backup copy | European Union |
| OpenAI | the QMOS assistant, only when an organisation switches it on and an administrator asks a question | United States, with appropriate safeguards such as the European Commission's standard contractual clauses |
We give the assistant as little data as possible: no login names, no email addresses of users and no file contents. Contact details only when the question explicitly asks for them.
7. How long we keep data
- Account and work data: as long as the organisation uses QMOS, or until the organisation deletes it. After the agreement ends we delete the data, unless a legal duty requires otherwise.
- Conversations with the QMOS assistant: 90 days.
- Backups: overwritten automatically, the daily ones within 7 days.
- Web server logs: 14 days.
8. Security
We take appropriate measures: encrypted connections, hashed passwords, optional two-step verification, strict role-based access, separated data per organisation, a virus scan of uploaded files and daily backups.
9. Your rights
You have the right of access, correction, deletion, restriction, portability and objection. A request goes through your organisation or to info@qmos.nl. We reply within one month. How to have your account deleted is described on the Delete account page.
If you disagree with how we handle your data, you can file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.
10. Changes
When this policy changes we update the date at the top. For major changes we inform the organisations that use QMOS.