My-QS
Privacy Policy
How Earhart Group Ltd t/a My-QS collects, uses and protects personal data across the My-QS Suite
Issued by: Earhart Group Ltd, trading as My-QS
Applies to: My-QS Survey Suite, My-QS Snag Pro, My-QS Tender Scope, My-QS Quantum Track, My-QS AI (including Docu-Genie and the My-QS AI Meeting Transcriber), and the My-QS Suite subscription
Version: 1.0
Effective date: [13th October 2026]
Last reviewed: [13th October 2026]
1. Introduction
This Privacy Policy explains how Earhart Group Ltd, trading as My-QS, collects, uses, shares and protects personal data when you visit our Website, use our Apps, subscribe to any individual My-QS Platform or to the My-QS Suite, or otherwise interact with us. It also explains your rights and how to exercise them.
We process personal data in accordance with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 ("PECR") as amended (including by the Data (Use and Access) Act 2025), and, where we process the personal data of individuals in the European Economic Area, the EU General Data Protection Regulation ("EU GDPR").
This Policy should be read together with our Cookie Policy, Terms & Conditions and Refund Policy, all of which are available on the Website.
2. Who We Are
My-QS is a trading name of Earhart Group Ltd, ("Earhart Group", "My-QS", "we", "us" or "our").
Earhart Group Ltd trades as My-QS in respect of all of the following platforms, each of which forms part of the My-QS Suite (together, the "Platforms"):
My-QS Survey Suite. Vendor and subcontract account management: valuations, payment and pay less notices, change orders, back charges, notices and compensation events, cost to complete, final accounts and letter registers.
My-QS Snag Pro. Snagging, defect management, inspection and close-out, including QR-coded locations, photographs with mark-up and a full audit trail.
My-QS Tender Scope. Tendering and procurement: a searchable vendor and supplier directory, vendor advertising, project folders, RFQs and the optional AI Supplier Finder.
My-QS Quantum Track. Real-time site variation tracking: QR clock-in and clock-out against variations, daily work records, resource and cost build-up and client submission packs.
My-QS AI. AI-enabled tools comprising (a) access to Docu-Genie, a document upload and AI query platform, and (b) the My-QS AI Meeting Transcriber, which records, transcribes and summarises meetings.
References to the "Website" mean [www.my-qs.com and www.my-qs.co.uk] and any associated My-QS landing pages, sub-domains and web applications, and references to the "Apps" mean any My-QS or Docu-Genie mobile applications made available through the Apple App Store or Google Play.
2.1 Contact details
Privacy and data protection queries, data subject requests. [support@my-qs.com or support@my-qs.co.uk].
General support. [support@my-qs.com or support@my-qs.co.uk].
We are not currently required to appoint a statutory Data Protection Officer. Our Data Protection Lead is responsible for overseeing questions about this Policy.
3. Our Role: Controller and Processor
The My-QS Platforms are business tools. The role we play depends on whose data it is and why it is being processed:
| Data | Our role | What this means |
|---|---|---|
| Account, subscription, billing and contact data of our customers and their authorised users; Website and App usage data; marketing data; Tender Scope public directory listings. | Controller | We decide how and why the data is processed. This Policy governs that processing directly. |
| Content that customers upload to or create in a Platform ("Customer Data"), for example vendor accounts, valuations, letters, snag records, photographs, RFQs, variation records, operative clock-in data, uploaded documents and meeting recordings and transcripts. | Processor | The subscribing customer (usually an employer, contractor or consultancy) is the controller. We process Customer Data only on that customer's documented instructions under our Data Processing Addendum ("DPA"), which forms part of our Terms & Conditions. |
If you are an individual whose data appears in Customer Data (for example, a site operative clocking in on My-QS Quantum Track, a participant in a transcribed meeting, or a person named in a snag record), you should contact the organisation that uses My-QS in the first instance. We will assist that organisation in responding to you, and where you contact us directly, we will pass your request to them where appropriate.
4. Personal Data We Collect
4.1 Data collected across all Platforms
Identity and contact. Name, job title, employer, business email address, telephone number, business address, profile photograph.
Account and authentication. Username, encrypted password, single sign-on identifiers, user role and permission level, multi-factor authentication data, login history.
Subscription and transaction. Plan selected (individual Platform, bundle or My-QS Suite), billing frequency, invoices, payment status, VAT details. Card and payment details are collected and held by our payment provider, Stripe; we receive only limited details such as card type, last four digits and expiry date.
Technical and device. IP address, browser type and version, device type, operating system, time zone, App version, crash logs, and approximate location derived from IP address.
Usage. Pages and features used, clicks, session duration, referral source, error events, and feature-level analytics (see our Cookie Policy).
Communications. Support tickets, emails, chat messages, feedback, survey responses and call recordings where you are told in advance.
Marketing preferences. Your consents and opt-outs, newsletter subscriptions and engagement with our emails.
4.2 Platform-specific data
In addition to the above, each Platform processes the following categories of data. Unless stated otherwise, this is Customer Data processed by us as processor.
| Platform | Personal data processed | Points to note |
|---|---|---|
| My-QS Survey Suite | Names, roles, signatures and contact details of vendor and subcontractor personnel; correspondence and letters; timesheets and plant records; payment and account information relating to sole traders and partnerships. | Information about sole traders may constitute personal data even where it is commercial in nature. Timesheets may contain worker names and hours. |
| My-QS Snag Pro | Names and roles of inspectors, trade operatives and owners; photographs and annotated images; comments; QR scan events; home-buyer or occupier names and plot addresses. | Photographs may incidentally capture individuals or vehicle registrations. Users should avoid photographing people unnecessarily. |
| My-QS Tender Scope | Vendor directory profiles (company name, trade, location, named contacts, logos); buyer project folders, shortlists and RFQs; RFQ status events (sent, viewed, responded); text or voice queries submitted to the AI Supplier Finder. | Vendor directory listings are published to other users. We act as controller for directory listings and advertising. Voice queries are converted to text and the audio is not retained beyond processing unless stated in-app. |
| My-QS Quantum Track | Operative, supervisor and engineer names, employee or operative IDs, trade, clock-in and clock-out times, the variation worked on, QR scan device and time stamp, location at time of scan (where the customer enables it), photographs and daily work records. | This is workforce data. The customer (employer or contractor) is controller and must inform its workers. Cost information is restricted by role, and site users cannot see cost data. Records are held in an immutable audit trail. |
| My-QS AI: Docu-Genie | Documents uploaded (PDF, DOC, DOCX, TXT) and any personal data within them; questions submitted by text or voice; AI-generated answers; folder structures. | Voice questions are processed through speech-to-text. See Section 7 regarding AI processing. |
| My-QS AI: Meeting Transcriber | Audio recordings of meetings, voices of participants, speaker identification labels, transcripts, summaries and action items, meeting titles, dates and attendee lists. | Recordings may capture opinions and, occasionally, special category data spoken by participants. The user who starts a recording is responsible for informing all participants (see Section 7.3). |
4.3 Special category and criminal offence data
The Platforms are not designed to process special category data (such as health, racial or ethnic origin, religious beliefs, trade union membership or biometric data) or criminal offence data, and customers must not use the Platforms for that purpose. Where such data is incidentally captured (for example, in a meeting recording or an accident note on a snag record), it is processed as Customer Data solely on the customer's instructions. We do not use voice recordings or photographs for biometric identification of individuals.
4.4 Sources of data
(a) Directly from you when you register, subscribe, use a Platform or contact us.
(b) From your employer or the organisation that has given you access to a Platform (for example, when an administrator creates your user account or adds you as an operative).
(c) From other users, for example a contractor adding your company to a Survey Suite account or sending you an RFQ through Tender Scope.
(d) From third parties such as Stripe (payment confirmation), app stores (purchase confirmation), single sign-on providers, and publicly available business sources such as Companies House.
(e) Automatically through cookies and similar technologies (see our Cookie Policy).
5. How and Why We Use Personal Data (Lawful Bases)
Where we act as controller, we rely on the following lawful bases under Article 6 UK GDPR:
| Purpose | Lawful basis |
|---|---|
| Creating and administering accounts; providing subscribed Platforms; managing the My-QS Suite and single sign-on across Platforms. | Performance of a contract; legitimate interests (where the contract is with your employer rather than with you) |
| Taking payment, invoicing, managing renewals, upgrades, downgrades and refunds. | Performance of a contract; legal obligation (tax and accounting records) |
| Customer support and service communications (including renewal reminders and changes to terms). | Performance of a contract; legitimate interests; legal obligation. |
| Publishing Tender Scope vendor directory listings and adverts. | Performance of a contract with the advertising vendor; legitimate interests in operating the directory. |
| Security, fraud prevention, abuse detection and maintaining audit logs. | Legitimate interests; legal obligation. |
| Improving, testing and developing the Platforms using aggregated or de-identified usage data. | Legitimate interests. |
| Analytics cookies and similar technologies. | Consent, or legitimate interests where an exemption under PECR applies (see Cookie Policy) |
| Direct marketing by email to business contacts and existing customers. | Legitimate interests and the PECR soft opt-in for existing customers; consent where required. You can opt out at any time. |
| Complying with law, regulatory requests and court orders; establishing or defending legal claims. | Legal obligation; legitimate interests. |
| Business restructuring, investment or sale. | Legitimate interests. |
Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms. You may request details of that assessment by contacting us.
Where we act as processor, we process Customer Data only to provide the Platforms, to secure them, to provide support, and as otherwise instructed by the customer in accordance with the DPA. We do not sell Customer Data and we do not use it for our own marketing.
6. Subscribing to an Individual Platform or the My-QS Suite
You may subscribe to a single Platform, to a bundle of Platforms, or to the full My-QS Suite. The way your data is handled differs as follows:
(a) Single sign-on and shared account. A single My-QS account and identity is used across the Platforms you subscribe to. Your profile, organisation details and user roles are shared across those Platforms so that you do not need to re-register.
(b) Integration between Platforms. Where your organisation subscribes to more than one Platform, Customer Data may flow between them on your organisation's instruction, for example vendor details and RFQs from Tender Scope into Survey Suite job folders, variation substantiation from Quantum Track into Survey Suite change orders, final snags from Snag Pro into the final account, and filing structures into Docu-Genie. Integrations are enabled and controlled by your organisation's administrator.
(c) Separation between customers. Each customer organisation's data is logically separated from that of other customers. Integrations operate only within your organisation's own tenancy.
(d) Cancelling one Platform. If your organisation removes a Platform from its subscription, data held in that Platform is handled in accordance with the retention and deletion terms in Section 10, while data in remaining Platforms is unaffected.
7. Artificial Intelligence Features
7.1 Where AI is used
AI functionality is used in My-QS AI (Docu-Genie and the Meeting Transcriber), in the Tender Scope AI Supplier Finder, and may be used in other Platforms to generate summaries, draft narratives or suggest classifications. AI features are clearly identified in the Platforms.
7.2 How AI processing works
(a) Your inputs (documents, questions, recordings or prompts) are sent to carefully selected AI service providers, acting as our sub-processors, to generate outputs.
(b) AI providers limit their retention of inputs and outputs to what is necessary to provide the service and to monitor for abuse.
(c) We do not use Customer Data to train our own or third-party general-purpose AI models. We may use aggregated, de-identified usage metrics (for example, feature usage rates) to improve the Platforms.
(d) AI outputs are generated automatically and may be inaccurate or incomplete. They do not constitute professional, legal, contractual or quantity surveying advice and must be checked by a competent person before reliance.
(e) We do not use AI to make decisions that produce legal or similarly significant effects on individuals without human involvement.
7.3 My-QS AI Meeting Transcriber: participant notification
Recording a meeting involves processing the personal data of everyone who speaks. The organisation using the Meeting Transcriber is the controller of those recordings and is responsible for having a lawful basis for recording, and for informing all participants, before recording begins, that the meeting is being recorded and transcribed. Where required by law or by the organisation's own policies, consent must be obtained. The Meeting Transcriber displays a visible recording indicator while active. Users must not record any person covertly, or where recording is prohibited.
7.4 Docu-Genie
Docu-Genie is a document intelligence platform [operated by Earhart Group Ltd as an Earhart Group partner product]. Where you access Docu-Genie as part of My-QS AI or the My-QS Suite, your account details are shared with Docu-Genie to the extent necessary to provision your access, and this Privacy Policy applies to that use. Where you subscribe to Docu-Genie directly at docu-genie.com or through its own Apps, the Docu-Genie privacy notice will also apply.
8. Who We Share Personal Data With
We do not sell personal data. We share it only as follows:
| Recipient | Purpose |
|---|---|
| Cloud hosting and database providers (e.g. Supabase and its underlying infrastructure providers). | Hosting the Platforms, databases, file storage and backups. |
| Payment providers (Stripe; Apple and Google for in-App purchases). | Processing subscriptions, payments and refunds. |
| AI and speech-to-text providers. | Powering My-QS AI, Docu-Genie, the Meeting Transcriber and AI Supplier Finder. |
| Email, messaging and customer support tools. | Transactional emails, notifications and support. |
| Analytics and error monitoring providers. | Understanding usage and fixing faults (subject to cookie consent where required) |
| Other users within your organisation. | As set by your administrator's user roles and permissions. |
| Other users outside your organisation. | Only where you or your organisation choose to share, e.g. sending an RFQ, issuing a valuation pack or publishing a Tender Scope listing. |
| Professional advisers. | Lawyers, accountants, auditors and insurers under duties of confidentiality. |
| Law enforcement, regulators and courts. | Where required by law or to protect rights, property or safety. |
| Prospective investors, purchasers or successors. | In connection with a restructuring, investment, merger or sale, subject to confidentiality. |
9. International Transfers
Some of our service providers are located, or store data, outside the United Kingdom, including in the European Economic Area and the United States..
10. How We Protect Personal Data
We use appropriate technical and organisational measures, including: encryption of data in transit (TLS) and at rest; role-based access controls and the separation of cost data from site users in Quantum Track; logical separation of customer tenancies; multi-factor authentication options; logging and monitoring; regular backups; staff confidentiality obligations; vulnerability management; and due diligence on sub-processors. No system is completely secure, and you are responsible for keeping your login credentials confidential.
If we become aware of a personal data breach, we will notify where required, the affected customers and individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms. Where we act as processor we will notify the affected customer without undue delay.
11. Your Rights
Subject to conditions and exemptions under data protection law, you have the right to:
(a) Access a copy of your personal data;
(b) Rectification of inaccurate or incomplete data;
(c) Erasure of your data in certain circumstances;
(d) Restriction of processing in certain circumstances;
(e) Data portability of data you provided to us, in a structured, machine-readable format;
(f) Object to processing based on legitimate interests, and absolutely to direct marketing;
(g) Withdraw consent at any time where we rely on consent, without affecting prior processing;
(h) Not be subject to decisions based solely on automated processing that produce legal or similarly significant effects.
To exercise your rights, contact [support@my-qs.com or support@my-qs.co.uk]. We will respond within one month, which may be extended by up to two further months for complex requests. We may need to verify your identity. Our search for information in response to a request will be reasonable and proportionate. Where your request concerns Customer Data, we will refer it to, or assist, the relevant customer as controller.
12. Marketing
We may send business-to-business marketing about My-QS and other Earhart Group products. Every marketing email contains an unsubscribe link and you can also opt out by contacting us. Opting out of marketing will not stop service messages such as invoices, renewal reminders, security alerts or notices of changes to our terms.
13. Children
The Platforms are intended for business and professional use and for adults aged 18 or over. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.
14. Third-Party Links and Services
The Website and Platforms may link to third-party websites or integrate with third-party services (for example, accounting, document storage or calendar tools that you choose to connect). We are not responsible for the privacy practices of those third parties, and you should read their privacy notices.
15. Complaints
If you have concerns about how we handle your personal data, please contact us first at [support@my-qs.com or support@my-qs.co.uk] and we will try to resolve them.
16. Changes to This Policy
We may update this Privacy Policy from time to time, including when we add new Platforms or features. The current version will always be available on the Website, with its effective date shown above. Where changes are material, we will notify account holders by email or in-App notice before the changes take effect.