Privacy Policy

1. Who we are

Qinetic is a product of Neural Stack Ltd, company registration number 17055608 (referred to as “Qinetic”, “we”, “us” or “our” in this notice).

Our contact address is Suite 3, Solihull Business Centre, 1711 High Street, Knowle, Solihull, West Midlands, B93 0LN. You can contact us about privacy at hello@qinetic.io.

2. When this notice applies

This notice applies when you visit qinetic.io, contact us, register for a trial or Qinetic account, or use a Qinetic service directly.

For account, enquiry and website data, Neural Stack Ltd is normally the data controller. When an organisation uses Qinetic to manage information about its drivers, employees, customers or suppliers, that organisation is normally the controller and Neural Stack Ltd processes the information on its instructions. In that situation, questions about how the organisation uses your data should first be directed to that organisation.

FineWatch has an additional FineWatch Privacy Notice covering its WhatsApp reminder service.

3. Personal data we collect

Depending on how you interact with Qinetic, we may collect:

• Contact and account data: name, work email address, telephone number, organisation details, username and account preferences.
• Workforce and driver data: identity and contact information, role, availability, licence and compliance details, uploaded documents, payment or invoice records and related communications.
• Vehicle and operational data: vehicle registrations, inspections, defects, incidents, maintenance, mileage, penalty notices, delivery or work records and supporting images or files.
• Location data: precise or approximate GPS location, accuracy, speed, heading, altitude and the time of the location reading when a driver uses shift or delivery location tracking in the Qinetic mobile app.
• Communications: messages sent through email, forms, support channels, WhatsApp or connected inboxes, including attachments.
• Payment and billing data: billing contacts, invoice information, payment status and transaction references. Card details are handled by our payment provider rather than stored directly by Qinetic.
• Technical and usage data: IP address, device and browser information, log-in activity, audit events, diagnostics, cookies and analytics events.
• Connected-service data: information received from services you choose to connect, such as email, accounting, payment, messaging or document-storage providers.

Please avoid submitting special-category or highly sensitive information unless it is necessary for the service and your organisation is authorised to provide it.

4. Location data in the Qinetic Platform mobile app

The Qinetic Platform mobile app collects location data to enable active-shift tracking, delivery-progress visibility and delivery-activity verification even when the app is closed or not in use, if the driver has granted background-location permission and an active tracking session is running.

When a driver starts an active shift or delivery-tracking session, the app accesses and collects the device’s location and links it to the driver’s account. Location readings may include precise GPS coordinates, location accuracy, speed, heading, altitude and timestamp.

We use this data to show delivery or shift progress to the driver’s employer or dispatcher, coordinate routes and operational activity, verify where delivery activity occurred, and calculate shift-related information such as distance travelled. The relevant customer organisation and its authorised users can access this location information. Our hosting and infrastructure providers process it only as needed to operate Qinetic. We do not sell location data or use it for advertising.

Foreground location is collected while location tracking is active and the app is in use. If the driver separately grants optional background-location permission, collection can continue during that active shift or tracking session while the app is minimised or not in use. Background location is not required: if permission is declined or withdrawn, tracking is limited to use of the app in the foreground. A driver can stop an active tracking session or change location permissions in the device settings.

Location records are retained in accordance with the customer organisation’s operational requirements, the customer relationship, and applicable legal or dispute-resolution needs, as described in section 10 below.

5. How we obtain personal data

We receive data directly from you, from the organisation that gives you access to Qinetic, from authorised users acting for that organisation, and from services that an authorised user connects to Qinetic. We also generate operational, security and audit data when the service is used.

6. Why we use personal data and our lawful bases

• To take steps at your request and perform our contract: creating accounts, providing trials and subscriptions, processing records, supporting users and delivering requested features.
• For our legitimate interests: securing Qinetic, preventing fraud and misuse, maintaining audit trails, diagnosing problems, improving the product and communicating with business customers about relevant services. We balance these interests against individual rights.
• To comply with legal obligations: maintaining business, tax, security and compliance records and responding to valid legal requests.
• With consent: where consent is the appropriate basis, including certain optional marketing or messaging activities. Consent can be withdrawn at any time.

Where we act as a processor, the customer organisation determines the purposes and lawful basis for processing its workforce and operational data.

7. AI-assisted processing

Qinetic may use automated tools to extract, classify, compare or summarise information from messages and documents and to flag records for attention. These tools support operational workflows; they are not intended to make solely automated decisions that produce legal or similarly significant effects on an individual. Organisations remain responsible for reviewing outputs and making employment, compliance and payment decisions.

8. Who we share data with

We share personal data only where necessary with:

• the organisation that owns or administers the relevant Qinetic account and its authorised users;
• cloud hosting, storage, database, security, monitoring, analytics and customer-support providers;
• email, WhatsApp and other communications providers;
• payment, banking or accounting providers used for requested billing and finance features;
• AI and document-processing providers used to deliver enabled features;
• professional advisers, insurers, regulators, law-enforcement bodies or courts where required or permitted by law; and
• a purchaser or successor if our business or assets are reorganised, sold or transferred.

Our service providers must process personal data under appropriate contractual and confidentiality obligations. We do not sell personal data.

9. International transfers

Some providers may process data outside the UK. Where personal data is transferred internationally, we use an applicable adequacy regulation or appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses. Contact us if you would like more information about safeguards relevant to your data.

10. How long we keep data

We keep personal data only for as long as needed for the purpose for which it was collected. Retention depends on the type of record, the length of the customer relationship, the organisation’s configured requirements, legal and accounting obligations, security needs and the time needed to resolve disputes. We delete or anonymise data when it is no longer required, subject to backups and records we must retain by law.

11. Security

We use technical and organisational measures designed to protect personal data, including access controls, authentication, encryption where appropriate, monitoring, backups and supplier controls. No online service can guarantee absolute security, so please use a strong password and tell us promptly if you suspect unauthorised access.

12. Cookies and website analytics

Our website may use essential technologies needed for security and operation, together with analytics and performance tools that help us understand how the site is used. This can include Google Tag Manager, Microsoft Clarity and Google reCAPTCHA where configured. You can control non-essential cookies through available consent controls and your browser settings, although blocking essential technologies may affect the service.

13. Your data protection rights

Depending on the circumstances, you may have the right to request access to your personal data, correction, deletion, restriction, portability or objection to processing. Where processing relies on consent, you may withdraw that consent at any time. These rights are not absolute and exemptions may apply.

To exercise a right, email hello@qinetic.io. We may need to confirm your identity. If Qinetic processes your data for a customer organisation, we may refer the request to that organisation.

14. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for current contact details and guidance.

15. Changes to this notice

We may update this notice when our services, providers or legal obligations change. We will publish the revised notice here and update the date at the top. We will provide additional notice where a change is significant and it is appropriate to do so.