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Legal

Data processing agreement

For agencies and businesses that put their clients' personal information into Quinndatum: who decides, what we may do with it, and what happens when something goes wrong or the work ends.

  • Effective 17 October 2026
  • Quintessentia Network Inc. · Ontario, Canada
  • About 5 min to read

The short version

  • For agenciesFor customers who put their clients' personal information into Quinndatum.
  • Only on your instructionsWe never sell it, advertise with it or train AI models on it.
  • Breach notice within 72 hoursOf confirming a breach that affects customer personal information.
  • Deleted at the endDeleting the account removes it from the live database at once; backups roll off within about 10 weeks.

This agreement is between Quintessentia Network Inc., which operates Quinndatum ("we"), and the customer named below ("you"). It applies when you use Quinndatum to process personal information on behalf of your own clients or your business, and it forms part of our terms. Where the two differ on personal information, this agreement wins.

01What it covers

  1. Customer personal information means personal information that you, or your clients through you, put into Quinndatum or ask it to read: for example contact details in an enquiry you paste, a contact address in a link-prospect record, reviewer names, and the Search Console, Google Analytics, Business Profile or Bing data of a site you link.
  2. It does not cover the information we hold to run your own account (your sign-in, billing and support records). For that we are responsible on our own, as the privacy page describes.

02Roles

  1. You decide why and how customer personal information is processed. We process it only on your behalf, as your service provider.
  2. You confirm you have a lawful basis, and any consent needed, to give it to us and to have us process it as described in the terms and the privacy page.

03Your instructions

  1. We process customer personal information only to provide Quinndatum to you: to run the tools you start, store the results, and show them to you. Your use of the app, these terms and this agreement are your instructions.
  2. We do not sell it, use it to advertise, or use it for any purpose of our own. We do not train AI models on it.
  3. If we believe an instruction breaks the law, we will tell you and need not follow it.

04Confidentiality

  1. Only people who need it to run or support the service can reach customer personal information, and each is bound to keep it confidential.
  2. We disclose it to anyone else only as this agreement allows, or when the law requires it. If an authority asks us for it, we will tell you first unless the law forbids us to.

05Sub-processors

  1. You authorise the sub-processors listed on our sub-processors page. Each is bound by a contract that protects the information at least as well as this agreement does, and we remain responsible for them.
  2. Before we add or replace a sub-processor, we will show a notice in the app and on the changelog at least 30 days ahead.
  3. If you object on reasonable data-protection grounds, tell us within those 30 days. We will try to meet the concern. If we cannot, you may cancel your plan before the change applies, with no fee for cancelling.

06Security

We protect customer personal information with measures suited to it, and keep them up to date. Today they include:

  1. HTTPS only (TLS 1.2 and 1.3), with HSTS.
  2. Passwords stored as salted PBKDF2-SHA256 hashes (600,000 rounds); session tokens and API keys stored only as hashes; sessions that expire after 30 days and end when the password changes.
  3. Google and Bing access tokens encrypted with a key kept apart from the database.
  4. Each account's data separated from every other account's by the account it belongs to, checked on every request; account deletion that removes every row under the account.
  5. Limits on sign-in, sign-up and contact-form attempts.
  6. Nightly database backups checked for integrity, readable only by the app's own system account, and encrypted off-site copies.
  7. A separate administrator sign-in that no customer account opens.

07Personal information breaches

  1. If we confirm a breach of security that affects customer personal information, we will tell you within 72 hours of confirming it. Quinndatum sends no automated email, so a person will write to your account's email address from info@quintessentianetwork.com, and we will show a notice in the app.
  2. We will say what happened, what information was involved, what we have done and what you may need to do, and add to it as we learn more.
  3. We will help you meet your own duties to report the breach and to notify the people affected.

08Requests from individuals

  1. The app lets you download, correct and delete the information in your account yourself.
  2. If someone asks us directly about customer personal information we process for you, we will pass the request to you and not answer it ourselves unless you ask us to or the law requires it.

09When the service ends

  1. Before you close your account, download what you need: Account, then Download gives you every row we hold for it, as one file.
  2. Deleting the account removes customer personal information from our live database at once.
  3. Copies in our backups are deleted as the backups roll off: within about 10 weeks on our server, and 30 days for the encrypted off-site copies. Until then they stay protected by this agreement and are not used.

10Audits

  1. On reasonable request, no more than once a year, we will answer a written security questionnaire and give you the information you need to show that this agreement is being kept.
  2. If that is not enough, or after a breach, you or an independent auditor bound to confidentiality may inspect what is relevant, with 30 days' notice, during business hours, at your cost, without access to other customers' data.

11Information outside Canada

Our sub-processors store or process information in the countries named on the sub-processors page, mainly the United States and the European Union. We stay responsible for it there.

12Liability, term and law

  1. The limits of liability in the terms apply to this agreement.
  2. This agreement lasts as long as we process customer personal information for you.
  3. It is governed by the laws of the Province of Ontario and the federal laws of Canada that apply there. The courts of Ontario decide any dispute.

13Signatures

You can accept this agreement by writing to info@quintessentianetwork.com from your account's email address, or by signing a copy.

Customer: ______________________   Account email: ______________________
Signed: ______________________   Name and title: ______________________   Date: __________

For Quintessentia Network Inc.: ______________________   Date: __________