1. Scope
This policy describes information processing through Qollabo. The organization managing your workspace determines authorized users, access, and how its operational data is used. Contact your workspace administrator to identify the party responsible for data in your organization.
2. Information processed
Qollabo processes account information such as name and email, role, department, workspace membership, and information you enter: projects, venues, budgets, finance requests, invoices, documents, and client or vendor contacts. Vendor and payment records may include identity numbers, tax numbers, identity documents, and bank details. Technical information, sessions, approval activity, and notification delivery may also be recorded to operate and protect the service.
3. Purposes
Information supports authentication, access management, collaboration, documents and transactions, approval records, notifications, support, and security. Processing follows service needs, organizational instructions, applicable obligations, or consent where required. Only provide relevant information you are authorized to use.
4. Google sign-in and service providers
If you choose Google sign-in, account identity information is used to sign in and check your authorization to access Qollabo. The service uses Supabase for authentication, databases, and document storage, and Resend for transactional email. Enabled Google Chat integrations may process Google identifiers, conversation destinations, and work notification summaries. These providers process information according to their services and settings; processing may involve infrastructure outside your country.
5. AI features
When you use AI Assistant, conversation content and context such as your role, department, page, and language are sent to Google Gemini to generate responses. Conversation history is stored in Qollabo. AI-assisted Cost Estimation imports may also process documents, spreadsheet content, vendor names, and related categories. Avoid submitting secrets or unnecessary personal information. AI use is also subject to the relevant provider terms.
6. Cookies and browser storage
Cookies and browser storage support sign-in sessions, workspace selection, language, and interface preferences. Clearing or blocking this storage may end your session or change preferences. You can manage it through your browser settings.
7. Access and safeguards
Data access is restricted through authentication, workspace membership, and user roles and permissions. Information may be available to authorized users and providers supporting the relevant features. Administrators are responsible for reviewing organizational access. No electronic system can guarantee absolute security; report suspected unauthorized access to your administrator.
8. Retention and your rights
Retention needs depend on the data type, operational purpose, audits, and organizational obligations. Removing account access does not automatically delete business documents or approval history. You may request information, access, correction, copies, deletion, processing restrictions, or withdrawal of consent as applicable through your workspace administrator. Requests may require identity verification and consideration of applicable retention obligations.
9. Updates and questions
Policy changes will appear on this page with an updated date. Contact your workspace administrator first for privacy questions or data requests. Do not attach identity documents or sensitive information to your initial message before your administrator explains the appropriate way to provide them.
Need help?
Contact your Qollabo workspace administrator for service questions or requests about your data.