Privacy & Cookie Policy
Effective Date: 4 August 2026 Last Updated: 4 August 2026 Version: 2.0
1. Introduction
Quenza B.V. ("Quenza", "we", "our", "us") provides a platform that professionals use to deliver structured digital activities, programs, and tools to their clients.
This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and what choices you have. It applies to our website at quenza.com and to the Quenza platform.
If anything here is unclear, email us at [email protected].
2. At a glance
Quenza is a platform. Professionals use it to run their own practices.
If you signed up to Quenza directly, we are responsible for your account data.
If you are here because a professional invited you, that professional decides what information is collected about you and how long it is kept. Contact them first about anything in their workspace.
We do not sell your personal information.
You can ask us for a copy of your data, ask us to correct it, or ask us to delete it. Section 13 explains how.
3. Who this policy applies to
This policy covers:
Professionals who use Quenza, including coaches, therapists, psychologists, counselors, dietitians, and other professionals
Clients whom those professionals invite to the platform
Visitors to quenza.com
Business contacts, partners, and vendors
4. Who is responsible for which data
Quenza is used by two groups of people: professionals who run their practice on the platform, and the clients they invite. Who is responsible for what depends on which one you are.
If you are a professional
We are responsible for your account data. The information you give us when you create an account, pay for a subscription, or contact us. This includes name, email address, password (stored hashed), profession, profile details, company name, and payment identifiers.
You are responsible for your client data. Anything you create or collect about a client inside Quenza, including session notes, activity responses, messages, assigned programs, uploaded files, and progress records. You decide what to collect, how long to keep it, and who on your team can see it. We process it on your instructions and do not use it for our own purposes.
If you are a client
Your professional is responsible for the information they hold about you. They chose Quenza as their tool, and they decide what to record about you, how long it is kept, and who can see it. If you want a copy of that information, want it corrected, or want it deleted, ask them first.
We are responsible for your account itself. Your email address, password, and account settings.
If you are a website visitor
We are responsible for information collected through quenza.com, including cookie data and analytics. See section 8.
What this means in practice
If your question is about your Quenza login, subscription, or marketing preferences, contact us directly.
If you are a client and your question is about what your professional holds about you, contact them first. If they do not respond within 30 days, or if their practice no longer exists, contact us and we will assist where we are technically able to.
5. Sensitive information on the platform
Professionals using Quenza may record information about their clients that is sensitive by nature, including information treated as special category data under data protection law.
Quenza does not require, request, or expect such information to be entered in order for the service to work. What a professional records about a client is decided by that professional.
Quenza is not a HIPAA compliant service and does not offer Business Associate Agreements.
Where a professional records sensitive information about a client, the legal ground for doing so, and any notice or consent the client is entitled to, are the responsibility of that professional.
Content available on our website and within the platform, including activities, programs, and templates, is provided for general informational and professional support purposes. It is not medical, psychological, diagnostic, legal, or other professional advice.
6. Information we collect
From professionals
Account information: name, title, email address, phone number, address, time zone, profession, biography, profile picture
Business information: company name, website, payment identifier issued by our payment processor
Content you create: notes, messages, activities, programs, tasks, and files you upload
Usage information: features used, pages viewed, actions taken, timestamps
Technical information: IP address, browser type, operating system, device identifiers, session information
Diagnostic information: error and crash reports
Payment card details are handled directly by our payment processor. Quenza does not see or store full card numbers.
From clients
We process client information on behalf of the professional, in order to deliver activities, record responses, track progress, and enable communication between the client and the professional.
From website visitors
We may collect cookie data, IP addresses, and device information. See section 8.
From business contacts
Name, contact details, company details, and the content of our correspondence.
7. Why we process information, and on what legal grounds
We group these by the legal ground we rely on.
To deliver the service you signed up for. This covers creating and maintaining your account, providing the platform features you use, and sending you service emails such as password resets, invitations, and notifications. We rely on performance of our contract with you.
To process payments and issue invoices. We rely on performance of our contract with you, and on our legal obligations around tax and accounting.
To provide support. When you contact us we use your message, your account information, and relevant usage data to answer you. We rely on our contract with you and on our legitimate interest in supporting our customers.
Because we have a legitimate interest. This covers monitoring the health of the platform, preventing abuse and fraud, understanding how the product is used in aggregate so we can improve it, and sending product and marketing emails to people who have shown interest in Quenza. Every marketing email includes an unsubscribe link, and you can opt out at any time.
Because the law requires it. We keep certain records to meet tax, accounting, and other legal obligations.
Where a professional processes information about their clients through Quenza, the professional establishes the legal ground for that processing. See section 5.
8. Cookies and tracking
What cookies are
Cookies are small text files placed on your device by your browser. They help us remember preferences, understand how the service is used, and measure performance.
Categories we use
Essential cookies. Required for the website and platform to function.
Functional cookies. Remember your settings and preferences.
Analytics cookies. Help us understand how the service is used.
Marketing cookies. Support advertising and measure campaign performance.
We may also include tracking technologies in emails and in-app notifications to measure opens and interactions.
Your choices
You can block or delete cookies at any time through your browser settings. Every major browser lets you refuse cookies, delete cookies already stored, and be warned before a cookie is set. Disabling cookies may affect how parts of the website or platform work.
If you would like to know what we hold about you as a website visitor, or would like it deleted, email us at [email protected].
9. Who else sees your information
We do not sell or trade personal information.
We share information with service providers who help us run the platform. These include hosting and infrastructure, payment processing, and email delivery.
We may also disclose information where we are required to do so by law, or where it is necessary to establish, exercise, or defend legal claims.
10. Where information is stored
Quenza stores data in Germany. Quenza B.V. is established in the Netherlands.
11. How we protect information
We use the following measures:
Encryption in transit using TLS for traffic between your device and the platform
Access restricted to personnel whose role requires it
Regular security patching of platform components
Infrastructure operated by established hosting providers
No system is completely secure. If a security incident affects your information, we will notify you as required by applicable law.
12. How long we keep information
Professionals. We keep your data while your account is active. After you delete your account, we remove it from active systems within 90 days.
Backups. Deleted data may remain in encrypted backups until those backups are overwritten in the normal course of business.
Clients. Retention is controlled by your professional. Ask them to delete your account and related information.
Tax and accounting records. Retained for the period required by applicable law, typically up to 7 years.
Business contacts. Retained for up to 2 years after our last contact, or longer where the law requires it.
16. Contact us
Quenza B.V.
Braamhoven 7
6225 HN
Maastricht
The Netherlands