Privacy Policy

Effective Date: 17 January 2024

Your privacy is important to SimplyQMS, and to our affiliated entities (“we”), and we know that you care about how your personal information is used and shared.

This Privacy Policy, as part of our Terms of Use, explains what information we gather about you through our website or cloud products, how we use it, how you can access it, and the safeguards we have in place to protect it. Please read this Privacy Policy carefully before using this website and related webpages (collectively, the “Site”). By accessing or using this Site, you agree to this Privacy Policy; however, if you do not agree with our policies and practices, please do not use our Site.

This Privacy Policy applies to information collected and processed through the Site. If you have a business relationship with SimplyQMS, you may be subject to additional privacy policies.

Contact Information

Should you have any questions about our Site or this Privacy Policy, contact us at: privacy@simplyqms.com

Scope of this Privacy Policy

This policy applies to information we collect:
      • On this Site;
      • In our products or services; and
      • In email, text and other electronic messages between you and the Site.
This policy does not apply to information collected:
      • By SimplyQMS offline or through any other means, including on any other website operated by any third party;
      • By SimplyQMS that is subject to our additional privacy policy; or
      • By any third party, including through any application or content that may link to or be accessible from or on our Site.

Collection of Information

SimplyQMS collects information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as further described below.

SimplyQMS collects information about you when you input it into the Services or otherwise provide it directly to us. We collect information about you when you register for an account, create or modify your profile, and set preferences. For example, you provide your contact information and, in some cases, job duties, when you register for the Services. We keep track of your preferences when you select settings within the Services. Through the Services we collect and store content that you post, send, receive, and share. This content includes any information about you that you may choose to include. Content also includes the files and links you upload to the Services. The Services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a Service. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly, or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue. We collect payment and billing information when you register for certain Services. For example, we ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.

SimplyQMS may also collect non-personal information when you visit our Site, including but not limited to the type of internet browser you are using, the type of operating system you are using, device information, the domain name of your internet service provider, aggregate data about the number of visits to the Site, and aggregate data about the pages visited, but in doing so, we do not connect this information with your personal information such as your name or email address. We use your IP address and/or country preference in order to approximate your location to provide you with a better Service experience. How much of this information we collect depends on the type and settings of the device you use to access the Site.

Cookies and Tracking Technologies

Like most website operators, SimplyQMS, its affiliated companies, and business partners use cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole (“Cookies”). A cookie is a very small text file placed on the hard drive of your computer. You can control the use of Cookies at the individual browser level, but if you choose to disable Cookies, it may limit your use of certain features or functions on our Site. Unless you have adjusted your browser setting so that it will refuse Cookies, our system will issue Cookies when you direct your browser to our websites.

How We Use the Information We Collect

How we use the information we collect depends in part on which Sites you use, how you use them, and any preferences you have communicated to us. Below are the specific purposes for which we use the information we collect about you.

We use information about you to provide services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate, maintain, and improve the Services. Our Services also include tailored features that personalize your experience, enhance your productivity, and provide notifications that are relevant for you and your team. We may use your email domain to infer your affiliation with a particular organization or industry. Based on your interactions with different SimplyQMS products and advertisements, we may personalize your experience and tailor our communications and offers to you. To opt out of this personalization, please contact privacy@simplyqms.com.

We are constantly looking for ways to make our services better, faster, secure, and useful. We use information and collective learnings (including feedback) about how people use our services to troubleshoot, to identify usage and activity patterns, and areas for integration and to improve our services and to develop new products, features, and technologies that benefit our users.

We use your contact information to send transactional communications via email and within the services. We send you email notifications when you or others interact with you on the Site, for example, when you are added as an approver, or when you are assigned training. We may also provide tailored communications based on your activity and interactions with us. These communications are part of the services and in most cases you cannot opt out of them. If an opt out is available, you will find that option within the communication itself or in your account settings.

We use your contact information and information about how you use the services to send promotional communications that may be of specific interest to you, including by email and by displaying SimplyQMS ads on other companies’ websites and applications. These communications may be informed by audits of interactions (like counting ad impressions), and are aimed at driving engagement and maximizing what you get out of the Site, including information about new features, survey requests, newsletters, and events we think may be of interest to you. We also communicate with you about new services, product offers, and promotions. You can control whether you receive these communications as described below under “Opt-out of communications.”

We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the services. Where you give us express permission to do so, we may disclose information to a third-party expert for the purpose of responding to support-related requests.

We use information about you and your Site use to verify accounts and activity, to detect, prevent, and respond to potential or actual security incidents and to monitor and protect against other malicious, deceptive, fraudulent, or illegal activity, including violations of service policies.

Where required by law or where we believe it is necessary to protect our legal rights, interests, and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger, or sale of a business.

We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the products and services, with your permission.

We do not sell your personal information to third parties; however, we do share personal information with third parties for other business purposes. We may disclose the personal information that we collect from you or that you provide, as follows:
      • To contractors, service providers and other third-parties we use to support SimplyQMS and who are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them;
      • To a successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of SimplyQMS’ assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by SimplyQMS about our Site users is among the assets transferred;
      • To our subsidiaries and affiliates for business purposes consistent with those for which the information was provided;
      • To fulfill the purpose for which you provide it;
      • With your consent;
      • To comply with any court order, law or legal process, including responding to any government or regulatory request;
      • To enforce or apply our terms of use and other agreements; or
      • If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of SimplyQMS, our employees, or others.

We also collect, use, and share aggregated and de-identified data such as statistical or demographic data for any purpose at our discretion. Aggregate and de-identified data could be derived from your personal information but will not directly or indirectly reveal your identity. If we combine or connect aggregate or de-identified data with your personal information so that it could be used to directly or indirectly identify you, we will treat such combined data as personal information, which will be used in accordance with this Privacy Policy.

How We Store and Secure Information We Collect

SimplyQMS has implemented security measures to help protect against the risk of loss, misuse, and alteration of any personal information under our control. Nevertheless, such security measures may not prevent all loss, misuse, or alteration of information on the Site, and SimplyQMS is not responsible for any damages or liabilities relating to any such security failures. By using this Site, you understand that we cannot guarantee that information, during transmission through the internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others.

Your Rights and Choices regarding your Personal Information

Opt-Out: SimplyQMS offers Site visitors a means to choose how we use the information provided. If you do not wish to have your personal information used by us as noted above, please notify SimplyQMS directly at privacy@simplyqms.com. Notwithstanding the foregoing, we may be required to use your personal information to complete transactions requested by you or to cooperate with government officials or parties in litigation under process of law, or as otherwise required by law, and/or to protect against legal liability.

Site users may request access to, review, or modify their personal information maintained by SimplyQMS by contacting us at privacy@simplyqms.com. We may not accommodate a request to opt-out or change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect or if the identity of the requesting party cannot be verified.

Your California Privacy Rights

Under California law, a California resident with whom SimplyQMS has an established relationship has the right to request certain information with respect to the types of personal information we have shared with third parties for their direct marketing purposes (if any), and the identities of those third parties, within the immediately preceding calendar year, subject to certain exceptions. In response to a written request, we are allowed to provide a cost-free means to opt-out of such sharing.

Since we does not provide your personal information to third parties for their direct marketing purposes, it is not necessary for us to establish this procedure; however, if you do not want SimplyQMS to use your personal information to provide information about our programs, please follow the cost-free opt-out procedures in this policy.

Our Policy on “Do Not Track” Signals and Third-Party Website Tracking under the California Online Protection Act (CalOPPA): We do not support Do Not Track (“DNT”). Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked. You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser. We do not engage in the collection of personal information over time across third-party websites, and we do not permit third parties to gather information passively on our website for behavioral advertising purposes.

Site Location; Transfer of Information to the United States

THE SITE IS OPERATED BY SIMPLYQMS IN THE STATE OF CALIFORNIA, UNITED STATES OF AMERICA, AND PERSONAL INFORMATION WILL BE PRIMARILY STORED IN THE UNITED STATES. BY PROVIDING PERSONAL INFORMATION TO US, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, YOU ACKNOWLEDGE THAT WE COLLECT, MAINTAIN, PROCESS AND TRANSFER SUCH INFORMATION IN AND TO THE UNITED STATES AND OTHER COUNTRIES AND TERRITORIES, PURSUANT TO THE LAWS OF THE UNITED STATES OR SUCH OTHER JURISDICTIONS, WHICH MAY PROVIDE LESSER PRIVACY PROTECTIONS THAN EUROPEAN ECONOMIC AREA COUNTRIES, AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, YOU ACKNOWLEDGE THAT YOUR INFORMATION MAY THUS BE SUBJECT TO U.S. FEDERAL AND CALIFORNIA STATE LAW AND OTHER FOREIGN LAWS AND ACCESSIBLE TO U.S. AND FOREIGN GOVERNMENTS, COURTS, LAW ENFORCEMENT AND REGULATORY AGENCIES. BECAUSE SIMPLYQMS IS LOCATED IN THE UNITED STATES, THESE DATA TRANSFERS TO THE UNITED STATES ARE NECESSARY TO PROVIDE THE SITE AND PRODUCTS AND SERVICES TO YOU AS SET FORTH IN THE TERMS AND TO OPERATE OUR SITE.

Information of Children

Our Site is not directed to children under the age of 13 years. We will not request personal information from anyone whom we know to be under the age of 13. By using our Site, you represent and warrant that you are at least 13 years old. If we become aware that a customer is under the age of 13 and has registered without prior verifiable parental consent, we will remove his or her personal information.

Links to Third-Party Websites

If any link is offered connecting to a third-party website, it is for the convenience of our Site visitors. The inclusion of any link does not imply endorsement by SimplyQMS of that website and is provided only for informational purposes. We reserve the right to remove any link for any reason. Websites linked to and from this Site are not necessarily under the control of SimplyQMS, and we have no responsibility or liability whatsoever for the content or privacy practices of any such linked website or any link or linking program at any time. If you click on a link from our Site and link to a third party’s website, then this Privacy Policy will not apply to your personal information collected on that third party’s website and you must read the privacy policy on that website to see how your information will be handled.

Changes to our Privacy Policy

We may change this Privacy Policy at any time by posting the changed or amended Privacy Policy on the Site. Your continued viewing of or use of this Site following the posting of any changes to this Privacy Policy will indicate your assent to any such changes or amendments.

Nevada Privacy Rights

Nevada residents may opt out of the sale of their covered information, as those terms are defined in Nevada law, by submitting such request to our privacy@simplyqms.com; however, please note that we do not sell your covered information as defined by Nevada law.

Dispute Resolution

If you have an unresolved privacy or data use concern that SimplyQMS has not addressed satisfactorily, please contact privacy@simplyqms.com.