Privacy Policy

This Privacy Policy describes how Prism AI Apps LLC (“we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with quickCLIENT.ai (the “Service”). It is part of, and incorporated into, our Terms of Service. By creating an account or using the Service, you agree to this Policy. If you do not agree, do not use the Service.

1. Our roles: who controls what

The Service lets you store information about your own clients and contacts (“Client Data”). For that Client Data, you are the controller (you decide what to collect and why) and we are a processor acting on your instructions. For your own account and usage information (for example, your email, profile, and log data), we act as the controller. You are responsible for having the rights and consents needed to collect and store Client Data, as described in our Terms of Service.

2. Information we collect

Information you provide.

• Account information: your email address and login credentials.
• Profile / Trusted Partner Card: details you add to your shareable card, such as your name, company, title/profession, phone, email, website, city/state, photo, specialties, and bio, plus your unique QuickClient Code.
• Your Content: notes and their transcripts, images, PDFs, documents, reminders, to-dos, tags, and events, and any text within them. When you record a voice note, we transcribe it to text and do not store the underlying audio recording after transcription.
• Client Data: the names, phone numbers, email addresses, and other details of your clients, prospects, and contacts that you choose to enter, capture, or upload.

Information collected through the Trusted Network — see Section 6 for detail — including trusted partners you add, introductions you send or receive, referral provenance (who referred whom), requests and recommendations, and information a prospect submits to you through a shared capture link or QR profile card.

Information collected automatically. Basic technical and usage data needed to operate and secure the Service, such as log data, device and browser type, IP address, timestamps, and aggregate page-view analytics. We use only essential cookies and local storage required for authentication and app preferences; we do not use advertising or cross-site tracking cookies.

3. How we use information

We use information to: provide and maintain the Service; transcribe audio, extract text from images and PDFs, generate summaries and key facts, and power search and question-answering; create and deliver reminders; deliver introductions you choose to make through the Trusted Network; secure accounts and prevent abuse; provide support; process and manage subscriptions if you have a paid plan; and comply with legal obligations. We do not sell your personal information, and we do not use the content of Your Content or Client Data to serve advertising.

4. AI processing and service providers (Sub-Processors)

To deliver core features, information is processed by trusted third-party providers acting on our behalf:

• OpenAI — transcription (speech to text), image/PDF text extraction, summaries, and embeddings for search. Content submitted via OpenAI’s API is, per their API terms, not used to train their models.
• Supabase — database and file storage (your notes, files, and metadata).
• Vercel — application hosting and delivery.
• Cloudflare — DNS, content delivery, and security/traffic protection for the Service.
• Resend — sending account and notification emails, if enabled.
• Google Workspace (Google LLC) — email hosting for our support address, so messages you send to support are processed by Google.
• Stripe — subscription billing, if you purchase a paid plan.

These providers are bound to use information only to provide services to us. We do not sell or rent personal information to third parties.

As the Service grows, we may also engage providers in the following categories. We will name the specific provider here and update this Policy’s date when we do:

• Product analytics — to understand how features are used and improve the Service.
• Customer support tooling, including an AI-assisted support agent — to help answer your questions in the app.
• Messaging and push-notification delivery — to send app and reminder notifications, and SMS or messaging if you enable it.
• Error monitoring — to detect, diagnose, and fix problems.

5. How we share information

We share information only as follows: with the Sub-Processors above; with other professionals through the Trusted Network when you choose to make or accept an introduction (Section 6); to comply with law, enforce our Terms, or protect the rights, safety, and security of users, the public, or us; in connection with a merger, acquisition, financing, or sale of assets (with notice where required); and otherwise with your consent. We do not “sell” or “share” personal information for cross-context behavioral advertising as those terms are defined under California law.

6. Trusted Network and introductions

The Trusted Network lets you connect with other professionals and make or receive client introductions. Because this involves sharing information, please note:

• What is shared, and when. When you make an introduction, we share with the receiving partner the client’s display name and any context note you add. A client’s contact details (such as phone or email) are shared only when the required consent has been given; where it has not, the referral is minimized (for example, a first name and last initial) and contact details are withheld.
• Your responsibility. You may share a client’s information through the Trusted Network only where you have the client’s consent and a lawful basis to do so. You control these choices using the Service’s consent controls.
• Provenance. We record who introduced whom (“referred by”) so both parties to an introduction can see where it came from. This is visible to the people involved in that introduction, not published publicly.
• The receiving professional is independent. A professional who receives an introduction acts as an independent controller of the information you share with them, and their use of it is governed by their own practices, not this Policy.
• Acknowledgments and receipts. Whether a partner has seen or acknowledged an introduction may be shown to the referrer, subject to a reciprocal opt-out you can control in settings.
• Your public card. Information you place on your Trusted Partner Card / public profile is accessible to anyone with your card link, QR code, or QuickClient Code.
• Prospect capture. When a prospect submits their contact details to you through a shared capture link or your QR card, that information is added to your account as Client Data, and you become the controller of it.

7. Legal bases for processing (EEA/UK users)

Where the GDPR or UK GDPR applies, we rely on: performance of a contract (to provide the Service you request); your consent (which you may withdraw at any time, for example for optional emails); our legitimate interests (securing and improving the Service); and compliance with legal obligations. Where you use the Service to process the personal data of others, you are responsible for establishing your own legal basis.

8. Your rights and choices

You can access and export all of your data, and permanently delete your account and all associated data, at any time from Settings → Privacy & data. Depending on your location, you may also have rights to access, correct, delete, restrict, or port your personal data, to object to certain processing, and to lodge a complaint with a supervisory authority (GDPR/UK GDPR), or to know, access, delete, correct, and limit the use of your information and to not be discriminated against for exercising these rights (CCPA/CPRA). We do not “sell” or “share” personal information as defined under the CCPA/CPRA. To make a request, use the in-app tools or contact us at support@quickclient.ai. If your request concerns Client Data held on behalf of a business customer, we will refer it to, or act on the instructions of, that customer as the controller.

9. Data retention

We retain your content for as long as your account is active or as needed to provide the Service. When you delete content or your account, we remove it from our active systems; residual copies in encrypted backups, if any, are purged on a rolling schedule. We may retain limited records where required to comply with legal obligations, resolve disputes, or enforce agreements — for example, records of consent to auto-renewal, which we keep as required by applicable law.

10. Security

We use reasonable administrative, technical, and organizational measures to protect information, including encryption in transit and at rest, per-user access isolation, and access controls, and we do not store voice-note audio after transcription. No system is 100% secure, and we cannot guarantee absolute security. If we become aware of a data breach affecting your personal information, we will notify you and any regulators as required by applicable law.

11. Sensitive information

You control what you store. We recommend you avoid storing highly sensitive identifiers (such as government ID numbers, financial account numbers, passwords, or health information) unless necessary, and you remain responsible for the content you choose to upload. Do not upload others’ personal information without a lawful basis to do so.

12. International data transfers

Our providers may process and store data in countries other than yours, including the United States. Where required, we rely on appropriate safeguards (such as Standard Contractual Clauses) for such transfers.

13. Children’s privacy

The Service is a professional tool intended for adults and is not directed to children under 13 (or the minimum age required in your jurisdiction), and we do not knowingly collect their personal information. If you believe a child has provided us personal information, contact us and we will delete it.

14. Third-party links and services

The Service may link to or interoperate with third-party sites and services we do not control. Their privacy practices are governed by their own policies, and we are not responsible for them.

15. Changes to this Policy

We may update this Policy from time to time. Material changes will be indicated by updating the “Effective and last updated” date and, where appropriate, by additional notice. Continued use after changes take effect constitutes acceptance.

16. Contact

For privacy questions or to exercise your rights, contact Prism AI Apps LLC at support@quickclient.ai. Governing law for this Policy is the State of California, United States, as further described in our Terms of Service.