Effective Date: April 18, 2025
Last Updated: April 22, 2025

Welcome to Quenza LLC ("Quenza", "we", "our", or "us"). Your privacy and data security are important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information, including any health-related data, in compliance with applicable laws such as the Health Insurance Portability and Accountability Act (HIPAA) and, where applicable, the General Data Protection Regulation (GDPR).

1. Scope and Who This Applies To

This policy applies to:

• Professionals using Quenza (e.g., coaches, therapists, psychologists, counselors, healthcare providers, HR professionals)

• Their clients

• Website visitors

• Business contacts and vendors

2. Information We Collect

For Professionals:

We collect personal and business information, including:

• Name, title, email, phone number, address, timezone, profession, biography, profile picture

• Business information: company name, website, Stripe payment ID

• Data you enter into the platform (e.g., session notes, messages, tasks)

Purpose: To deliver services, process payments, support your use of the platform, and communicate with you.

Legal Bases (GDPR)

• Contractual necessity

• Legal obligations (e.g., tax)

• Legitimate interests

• Consent (for optional communications)

For Clients:

We are a data processor for client information. Your professional controls your data. However, we process client data to:

• Power professional workflows (e.g., assigned activities, progress tracking)

• Maintain secure communication between clients and professionals

Legal Basis

GDPR: Professionals are responsible for establishing a lawful basis (e.g., consent, contract, legal obligation).

HIPAA: If your provider is a covered entity, we act as their Business Associate (see Section 7).

For Website Visitors:

We may collect cookies, IP addresses, and device information to:

• Improve site performance and user experience

• Run analytics and marketing campaigns

Legal Basis (GDPR): Consent for cookies/ads; legitimate interests for core analytics.

For Business Contacts:

If you are a vendor, partner, or other contact, we may collect:

• Name, contact info, company details, communication content

Purpose: To manage relationships, communicate, and evaluate opportunities.
Legal Basis: Contract, legal obligation, or legitimate interest.

3. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (such as web beacons, pixels, and scripts) to enhance your experience, operate our platform, and deliver personalized content.

What Are Cookies?
Cookies are small text files placed on your device by your browser. They help us remember preferences, understand how you use our Services, and measure performance.

Types of Cookies We Use

To provide a tailored and reliable user experience, we utilize several categories of cookies. Each type serves a specific function that helps us deliver and improve our Services:

• Essential Cookies – Required for the website and app to function properly.

• Functional Cookies – Help remember settings and preferences.

• Analytics Cookies – Let us analyze behavior to improve usability.

• Marketing Cookies – Support personalized ads and track campaign effectiveness.

We may also include tracking technologies in emails and app notifications to monitor open rates and interactions.

Why We Use Cookies

We rely on cookies and tracking technologies for multiple reasons that contribute to both the technical performance and personalization of your experience. These technologies help us operate securely, understand usage patterns, and deliver relevant content:

• Maintain security and core functionality

• Customize content and support user preferences

• Improve platform performance and analytics

• Show relevant ads (in accordance with U.S. advertising standards)

• Avoid selling or sharing personal data for unrelated third-party ads

Your Choices and Controls

You have the ability to manage how cookies are used when interacting with our Services. We provide a variety of control options so you can choose what works best for your privacy preferences:

• Browser Settings – You can block or delete cookies via your browser.

• Do Not Track (DNT) – We honor DNT signals when supported.

• Ad Opt-Outs – Manage interest-based ads at:

  • DAA Opt-Out

  • AppChoices

  • NAI Opt-Out

Note: Disabling cookies may impact some site or app functionality.

4. How We Share Information

We do not sell or trade your personal information. We may share it with:

• Service providers (hosting, IT support, analytics, payments, marketing)

• Legal authorities if required by law

5. Where We Store Data

Data is stored securely in the U.S., Netherlands, and/or Germany with appropriate safeguards such as SCCs for cross-border transfers.

If you're located outside the U.S. or EEA, your use of our services may result in international data transfers necessary for contract fulfillment.

6. How We Protect Your Information

We use strong security measures to protect data:

• Data encryption (SSL in transit)

• Access control (limited to authorized personnel)

• Regular malware scanning and security patching

• Secure infrastructure via trusted vendors

7. Your Privacy Rights

Depending on where you live, you may have rights under laws like GDPR, HIPAA, or similar frameworks:

• Access or receive a copy of your data

• Correct inaccurate data

• Delete your data or account

• Object to or restrict data processing

• Withdraw consent (for future use)

• Data portability (structured format)

• File a complaint with a supervisory authority

If you are a client, please contact your professional for data-related requests. If you are a professional or user, contact us at [email protected].

8. HIPAA Compliance

Quenza LLC may act as a Business Associate under the U.S. Health Insurance Portability and Accountability Act (HIPAA) when professionals use our platform to handle Protected Health Information (PHI).

When HIPAA Applies:
If you are a covered entity under HIPAA (e.g., licensed therapist, psychologist, healthcare provider) and use Quenza to collect, store, or transmit PHI, we will act as your Business Associate.

Business Associate Agreement (BAA):
We offer a Business Associate Agreement upon request. Covered entities can request a BAA by contacting us at [email protected]. We encourage covered professionals to ensure a BAA is in place before storing PHI on the platform.

HIPAA Safeguards:
We implement safeguards as required by HIPAA:

• Encryption of PHI in transit and at rest

• Access restrictions based on roles

• Audit controls and monitoring

• Breach notification procedures

• Workforce confidentiality practices

Please note that not all professionals are covered under HIPAA (e.g., coaches who are not licensed healthcare providers). It's your responsibility to determine if HIPAA applies to your practice.

9. Data Retention

Professionals:
Data is retained while your account is active. Upon account deletion, data is removed within 90 days (excluding data required for tax or legal compliance, which is retained for 7 years).

Clients:
Retention is controlled by your professional. You can request deletion of your account and related data by getting in touch with them.

Business Contacts:
Retained for up to 2 years after last contact, or as required by law.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available at https://quenza.com/privacy

11. Contact Us

Quenza LLC
30 N Gould St Ste R
Sheridan, WY (Wyoming), 82801
United States
[email protected]