Privacy Policy

QClose Inventory is operated by QCLOSE Limited, a company registered in Nigeria. For questions about this policy or your personal data, contact us at info@qclose.net.

It helps to understand the two ways personal data flows through the Service:

If you enter personal data about your own customers, you are responsible for having a lawful basis to do so and for informing those individuals.

Information you give us

• Name, email address, phone number, and password when you create an account
• Business details such as company name, branch names, and locations
• Billing and payment details, if you subscribe to a paid plan
• Messages you send to our support team

Business data you add to the Service

• Items, categories, stock levels, prices, and stock movements
• Sales, checkout, and returned-item records
• Customer records you choose to create
• Reports generated from your data, such as opening and closing inventory summaries

Information collected automatically

• Device and browser type, IP address, and general location derived from IP
• Pages and features used, timestamps, and error logs
• API request logs for accounts that use an API key (such as request times, endpoints called, and originating IP)

Cookies and similar technologies: We use cookies to keep you signed in, remember preferences, and understand how the Service is used. See Section 9.

We use personal data to:

• Provide, maintain, and secure the Service, including multi-branch access and API connections
• Create and manage your account and process payments
• Provide customer support and respond to your requests
• Send service notices such as security alerts, billing messages, and important updates
• Monitor performance, fix bugs, and improve features
• Prevent fraud, abuse, and unauthorized access
• Comply with legal obligations

Where data protection law requires a legal basis, we rely on:

• Contract: to provide the Service you signed up for
• Legitimate interests: to secure and improve the Service and prevent misuse, balanced against your rights
• Legal obligation: to meet tax, accounting, and regulatory requirements
• Consent: where we ask for it, for example for optional marketing communications. You can withdraw consent at any time.

We share personal data only where needed:

• Service providers who help us run the Service, such as cloud hosting, payment processing, email delivery, and analytics. They may only use data to perform services for us and must protect it.
• Other QClose products. If you use connected QClose products such as QCLOSE HR, QCLOSE SAFETY, or EJA ERP, relevant account information may be shared between them so you can use one login and connected features.
• Your own connected websites. If you create an API key, data you choose to expose through it will be available to the website or developer you give that key to. You are responsible for keeping API keys secret and for who you share them with.
• Legal and safety reasons, where we are required to by law, court order, or a regulator, or to protect the rights, safety, and property of QClose, our users, or others.
• Business transfers, if QClose is involved in a merger, acquisition, or sale of assets. We would notify you of any change in who controls your data.

We and our service providers may process data in countries other than your own, including outside Nigeria and the United Kingdom. Where we transfer personal data internationally, we use appropriate safeguards, such as contractual protections, as required by applicable law.

We keep account data for as long as your account is active and for a reasonable period afterward to meet legal, tax, and dispute-resolution needs. Business data is kept while your account is active. When you close your account, we will delete or anonymize your business data within set days days, unless we are required by law to keep it longer. Backups are removed on a rolling schedule of up to set days days.

We use:

• Essential cookies needed for sign-in, security, and core features
• Preference cookies that remember settings such as your selected branch
• Analytics cookies that help us understand usage

You can control cookies through your browser settings. Blocking essential cookies may stop parts of the Service from working.

We use reasonable technical and organizational measures to protect personal data, including encryption in transit, access controls, and monitoring. No system is completely secure, so we cannot guarantee absolute security. You can help by using a strong, unique password, limiting who has access to your account, and keeping API keys private. If you believe your account or an API key has been compromised, contact us immediately and revoke the key.

If a personal data breach affects you and the law requires it, we will notify you and the relevant authority within the required timeframe.

Depending on where you live, including under the Nigeria Data Protection Act 2023 and, where applicable, the UK GDPR or EU GDPR, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data
• Object to or restrict certain processing
• Receive your data in a portable format
• Withdraw consent at any time
• Lodge a complaint with a data protection authority, such as the Nigeria Data Protection Commission, or in the UK, the Information Commissioner's Office

To exercise these rights, email info@qclose.net. We may need to verify your identity first. If your request concerns data that a business customer of ours entered about you, we may direct you to that business, as they control that data.

The Service is designed for businesses and is not intended for anyone under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

The Service may link to other websites, including the QClose family of products and your own connected sites. We are not responsible for the privacy practices of third parties. Please read their policies separately.

We may update this policy from time to time. If we make significant changes, we will notify you by email or in the Service before they take effect. The “Last updated” date at the top shows when this policy was last revised.

If you have questions, requests, or complaints about this Privacy Policy or how we handle your data: