Your Privacy.
Our Responsibility.

Scope & Roles

This policy applies to personal information processed by Quills AI in connection with:

• Our website at quills.ai and any subdomains we operate.
• Sales, support, and business communications you initiate with us.
• The administration and operation of our products and services.

Controller vs. Processor

For information collected directly from you on our website (e.g. contact form submissions), Quills AI acts as the data controller.

When our products are deployed on cameras or systems operated by our customers (e.g. surveillance, livestock identification, or analytics platforms), our customer is the data controller and Quills AI typically acts as a data processor on their behalf. In those cases, the customer's privacy notice and contractual terms govern how end-user data is handled.

Information We Collect

Information you provide

• Contact form data — name, email address, contact number, company, product of interest, subject, and message.
• Business correspondence — information you share with us over email, scheduled calls, or in commercial documents.
• Career applications — if you apply for a role, we collect your name, contact details, CV, and any other information you submit.

Information collected automatically

• Technical data — IP address, browser type, device identifiers, operating system, referring URL, and pages viewed.
• Usage data — actions taken on the website, time spent, and approximate location derived from IP.
• Cookies & similar technologies — see Section 09.

Information processed via our products

Our products process video, image, and sensor data captured by cameras and devices operated by our customers. Where this data includes personal information (such as faces, vehicle number plates, or movement patterns), we process it strictly under instructions from our customer and in accordance with the applicable agreement.

How We Use Your Information

We use the information described above to:

• Respond to inquiries, demos, and sales requests submitted via our website.
• Provide, operate, support, and improve our products and services.
• Communicate with you about updates, security advisories, or changes to our terms.
• Conduct analytics to understand how visitors use our website, so we can improve content and performance.
• Enforce our terms, prevent fraud or abuse, and protect the rights of Quills AI and our users.
• Comply with applicable laws, regulations, and lawful requests from authorities.

We do not sell your personal information, and we do not use it for purposes incompatible with those listed above without notifying you.

Legal Basis for Processing

Where data protection laws such as the EU/UK GDPR or India's Digital Personal Data Protection Act, 2023 apply, we rely on one or more of the following legal bases:

• Consent — when you submit a contact form, subscribe, or opt-in to specific processing.
• Contractual necessity — to provide our products and services to you or your organisation.
• Legitimate interests — to operate, secure, and improve our services, where this is not overridden by your rights.
• Legal obligation — where processing is required by law.

Sharing & Disclosure

We do not sell personal information. We share it only with:

All third parties that process personal data on our behalf are bound by appropriate contractual safeguards.

Data Retention

We retain personal information for only as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Specifically:

• Contact form submissions are retained for up to 24 months from the date of last contact, unless a longer period is required.
• Customer account data is retained for the duration of the customer relationship and for a reasonable period thereafter.
• Operational logs (e.g. server logs) are retained for up to 12 months for security and debugging.

When data is no longer required, we securely delete or anonymise it.

Security

We apply administrative, technical, and physical safeguards designed to protect personal information from unauthorised access, alteration, disclosure, or destruction. These include:

• Encryption of data in transit (TLS) and, where appropriate, at rest.
• Access controls, least-privilege principles, and authenticated administrative access.
• Network segmentation, firewalls, and continuous monitoring.
• Periodic review of our security practices and vendor due diligence.

No system is perfectly secure. If we become aware of a breach affecting your personal information, we will notify you and the appropriate authorities as required by law.

Your Rights

Subject to applicable law, you have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Delete your information ("right to erasure"), subject to legal exceptions.
• Restrict or object to certain types of processing.
• Port your data to another service in a structured, machine-readable format.
• Withdraw consent at any time, where processing is based on consent.
• Lodge a complaint with a supervisory authority — in India, the Data Protection Board under the DPDP Act.

To exercise any of these rights, contact us using the details in Section 13. We will respond within the timeframe required by law.

Cookies & Analytics

We use cookies and similar technologies to operate the website, remember your preferences, and analyse usage. Categories include:

• Essential — required for the site to function.
• Analytics — to measure usage and improve content.
• Functionality — to remember preferences such as language.

You can control cookies through your browser settings. Disabling cookies may affect parts of the website.

International Transfers

Quills AI is headquartered in India and may process and store personal information in India and other countries where we or our service providers operate. Where we transfer personal data across borders, we use appropriate safeguards such as standard contractual clauses or other legally recognised mechanisms.

Children

Our website and products are intended for businesses and adults. We do not knowingly collect personal information from children under 18. If you believe a child has provided us with personal information, please contact us so we can delete it.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. The "Last updated" date at the top of this page will indicate when changes take effect. We encourage you to review the policy periodically.

Contact Us

If you have questions about this Privacy Policy or want to exercise your data rights, contact us at: