Quintus Technologies Data Privacy Policy

Quintus Technologies (“Quintus”) is committed to protecting and respecting your privacy in connection with your use of our website and other programs, applications and features (collectively referred to herein as the “Tool” or “Tools”).

This Privacy Policy sets forth the basis on which any personal information we collect from you, or that you provide to us, in connection with the Tools, will be processed by us. Please read the following carefully to understand our practices regarding your personal information and how we collect, use, store, protect and process your personal data in accordance with applicable data protection legislation, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and, where applicable, relevant provisions of the EU Artificial Intelligence Act.

1. INFORMATION WE MAY COLLECT FROM YOU

We may collect and process the following information about you:

• Personal information including your name, business email address, telephone number, company name, job title, company contact details, and country.
• Information regarding your use of our websites, products, services, and digital tools.
• Information collected through cookies, analytics technologies, and similar tracking technologies, where permitted by law.
• Information relating to event registrations, webinar participation, downloads, survey responses, and customer inquiries.
• Marketing preferences and communication history.
• Technical information including IP address, browser type, operating system, device identifiers, and website usage information.

Where required by law, personal data is collected only after obtaining the appropriate consent or under another lawful basis for processing.

Except as explicitly stated in this Privacy Policy, we will not sell your personal data. We may share personal data with trusted service providers acting on our behalf where necessary to deliver our services and operate our business, subject to appropriate contractual and security safeguards.

2. CONFIDENTIALITY AND SECURITY

The security of your personal information is important to us.

We implement appropriate technical and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or unauthorized access.

Such measures may include:

• encryption during transmission where appropriate;
• role-based access controls;
• authentication mechanisms;
• monitoring and logging;
• supplier security assessments;
• regular security reviews;
• Employee awareness and training.

If you have any questions regarding the security of your personal information, please contact us at info@quintusteam.com

3. EMAILS, NEWSLETTERS AND OTHER ELECTRONIC COMMUNICATIONS

Occasionally, we send newsletters and other materials, including news, articles, industry insights, product information, promotional materials, and event invitations.

Marketing communications are sent where you have provided your consent or where we have another lawful basis under applicable legislation.

Users may update their communication preferences or unsubscribe from marketing communications at any time using our Subscription Management Center.

We may also send customer service communications including:

• registration confirmations;
• event reminders;
• requested content;
• support communications;
• product updates;
• Legally required notifications.

These communications are sent, where necessary, irrespective of marketing subscription preferences.

Where permitted by applicable law, we may analyze email engagement (such as opens and clicks) to improve the relevance and effectiveness of our communications.

If you provide your mobile phone number, we may send SMS notifications relating to events or services you have requested.

4. FORMS & SURVEY TOOLS

We use online forms and surveys integrated with our Customer Relationship Management (CRM) platform and other Software-as-a Service (SaaS) providers.

These platforms are used to:

• process inquiries;
• manage registrations;
• administer surveys;
• improve customer experience;
• Analyze business interactions.

All providers processing personal data on our behalf are required to comply with applicable data protection legislation and appropriate contractual safeguards.

5. EXTERNAL WEBINARS

We offer webinars using established third-party webinar platforms.

To participate, you are required to register using an online registration form.

Your personal information is used to:

• Administer your registration;
• send reminders;
• communicate changes to the event;
• provide requested material;
• Send information regarding related products, services, or events where permitted by law.

Where webinars are recorded, participants will be informed before recording begins.

Service providers may process data globally. Where personal data is transferred outside the European Economic Area (EEA), Quintus ensures appropriate safeguards are implemented, including:

• European Commission Adequacy Decisions;
• Standard Contractual Clauses (SCCs);
• EU-U.S. Data Privacy Framework, where applicable.

Privacy notices for the respective webinar providers are made available prior to registration.

6. TRACKING TECHNOLOGIES

Tracking technologies include cookies, tags, scripts, and similar technologies that help our websites function correctly, improve user experience, analyze website usage, and measure marketing effectiveness.

Where required by law, non-essential tracking technologies are only activated after obtaining your consent.

6.1 Email tracking

We use tracking technologies associated with our email platform to understand whether recipients:

• open emails;
• Click links;
• download content;
• Update communication preferences.

This information helps us improve communications, understand customer interests, and measure campaign performance.

6.2 Cookies

Please refer to our separate Cookie Policy for detailed information regarding cookies, consent management and your available choices.

6.3 Artificial Intelligence (AI) and Automated Processing(New)

Quintus may use Artificial Intelligence (AI) technologies to support our business operations, improve customer experience, analyze information, assist with content creation, enhance digital services, and improve operational efficiency.

AI may be used for activities such as:

• drafting communications and technical content;
• analyzing website and marketing performance;
• improving search functionality;
• supporting customer service;
• identifying trends within aggregated business information;
• Assisting employees with administrative and analytical tasks.

Where AI technologies process personal data, Quintus remains responsible for ensuring that such processing complies with GDPR and applicable legislation.

AI systems used by Quintus are designed to support human decision-making. Quintus does not make decisions producing legal or similarly significant effects solely through automated processing.

Appropriate human oversight is maintained for decisions involving individuals.

7. WHERE WE STORE YOUR PERSONAL INFORMATION

Some of our suppliers and partners may process personal data outside the European Economic Area.

Whenever personal data is transferred internationally, Quintus ensures appropriate safeguards are implemented, including:

• adequacy decisions adopted by the European Commission;
• Standard Contractual Clauses;
• Other legally recognized transfer mechanisms.

8. ACCESS TO AND DELETION OF PERSONAL INFORMATION

You have the right, subject to applicable legislation, to:

• request access to your personal data;
• request correction of inaccurate information;
• request deletion of personal data;
• request restriction of processing;
• object to certain processing;
• withdraw consent where processing relies upon consent;
• Request data portability where applicable.

To exercise these rights, please contact: info@quintusteam.com

We will respond within the timeframes required by applicable law.

9. USES MADE OF THE INFORMATION

We process personal data for legitimate business purposes, including:

• providing requested products, services, and information;
• administering customer relationships;
• responding to inquiries;
• fulfilling contractual obligations;
• improving our websites and digital services;
• analyzing website usage;
• measuring marketing effectiveness;
• administering webinars and events;
• communicating product updates and industry information;
• complying with legal obligations;
• protecting the security of our systems;
• Understanding general market trends and customer interests.

Where permitted by law, information collected through our digital services may be used to personalize communications and improve customer experience.

10. HOW LONG WE KEEP PERSONAL INFORMATION

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy or as required by applicable law.

Retention periods are documented in Quintus’ Records of Processing Activities (ROPA) and are reviewed regularly to ensure that personal data is updated, anonymized, or securely deleted when no longer required.

11. CHANGES TO OUR PRIVACY POLICY

We may update this Privacy Policy periodically to reflect:

• changes in legislation;
• improvements to our services;
• technological developments;
• Changes to our information processing practices.

The latest version will always be available on our website.

12. CONTACT

Questions, comments, and requests regarding this Privacy Policy are welcome and should be addressed to:

Email: info@quintusteam.com

Alternatively, you may contact Quintus at +46 21 32 71 00 and ask to speak with the Data Protection Officer or the person responsible for privacy matters.

This Privacy Policy is effective and was last updated on 2 July 2026.