Privacy Policy

For your own account — your name, your email, your subscription — we decide what is held and why. We are the controller of it.

For everything you enter about your clients, travellers and suppliers, you decide. We hold it on your behalf and act on your instructions: we are the processor, and you are the controller. Asking your travellers for their details, and being able to say why you hold them, is yours to do.

Your account and your agency:

• Your name, email address, phone number and your language and appearance preferences. The phone number is asked for when you create the account, so that we can reach you about setting it up — it is never given to an advertiser and never shown to another workspace.
• Your password, stored only as a one-way hash. We cannot read it, and neither can anyone who takes a copy of the database.
• Your agency's name, its currency and its logo.
• Your plan, the period it runs to, and the payment requests you submit — including the transfer reference you type and the receipt image you attach. We never see or store a card number, because there is no card payment.

What you put into trips:

• Client name and company, nationality, travel dates, and how many adults and children are travelling.
• Hotels, rooms, transport, flights and excursions with their prices, and the suppliers behind them.
• What each booking really cost, what was paid against it and when, and files you attach to a payment — receipts, photographs and voice notes among them.
• Messages you send us through support, and messages between you and agencies you have connected with.

How the service runs:

• An activity log recording who did what and when inside your workspace. It is there so an owner can answer 'who changed this price', and it is deliberately not editable.
• A sign-in session, and counts of failed sign-in attempts, which is how we slow down somebody guessing a password.
• If you connect an AI provider, your key is stored encrypted and used only to reach that provider, along with a count of how many requests were made.

To run the service you asked for: quotations, costing, accounts, reports and messages.

To bill you and to answer you when you write.

To keep the service safe — the activity log, the sign-in limits and the isolation between workspaces exist for that, and for nothing else.

To meet legal obligations, such as keeping records of what we invoiced.

To advertise the product itself. We run adverts on Facebook and Instagram, and the site carries Meta's measurement pixel so we can see which advert brought somebody here. It reports that a page was viewed, that the pricing was looked at, that the WhatsApp button was pressed, and that an account was created. It is never told your name, your email address, or anything at all from inside your workspace.

We do not sell data, we do not use what is in your workspace to train any model, and nothing a customer of yours gave you is ever sent to an advertiser.

A cookie that keeps you signed in, and one that protects the sign-in form from being submitted from another site. Both are necessary — the product cannot work without them.

Your language and dark-or-light choice, kept in the browser rather than sent to us.

Meta's advertising cookies, set by the measurement pixel described above. These are the only cookies here that are not strictly necessary, and blocking them with any ad blocker or browser setting leaves the product working exactly as it did.

There are no analytics cookies of any other kind, and no third-party scripts beyond that one.

Running the service means other companies hold parts of it. These are all of them:

• Vercel — hosting. Every request to the site passes through them.
• Supabase — the database and the file storage where uploaded receipts, photographs and voice notes live.
• Resend — the transactional email we send: verification, invitations and password resets. They see the address and the message.
• Meta (Facebook) — the advertising measurement pixel on the public pages. They receive the fact of a visit and which of the four actions above happened, tied to whatever Meta already knows about that browser. They receive no account data.
• Google — only if you choose to sign in with a Google account, and for the place search used when picking a hotel or a city. What you type into that search box is sent to Google to get suggestions back; nothing else from the trip goes with it.
• open.er-api.com — the live exchange rates. It receives two currency codes and no personal data at all.
• The AI provider you chose, if you connected one. That is your account, and what is sent to it is governed by their policy, not ours.

We do not give your data to anybody else, except where the law requires it of us.

These companies run outside Egypt, so using QCircles means your data is processed abroad.

While your workspace exists, everything in it stays — including trips from finished seasons, because that is the point of keeping accounts.

When you ask us to delete a workspace we delete it, along with the files attached to it, within thirty days. Some records we must keep longer for accounting: what we invoiced you and when.

A deleted workspace may survive a little longer in backups, which are overwritten on their own schedule.

Everything travels over an encrypted connection. Passwords are hashed and never stored in readable form. An AI key you connect is encrypted before it is written down.

Each workspace is isolated from every other at the database level, not only in the screens, and that isolation is tested automatically on every change we make.

Signing in is rate limited, so a password cannot be guessed by volume.

No system is perfect. If a breach affects your data we will tell you, and quickly — delay is what turns an incident into a much worse one.

If you find a security problem, write to Help@qcircles.co and we will treat it as urgent.

A copy of what we hold about you, a correction of anything wrong, deletion of your account, or an export of your workspace.

For anything about a traveller whose details are in your workspace, ask the agency that put them there — they are the controller of it, not us. If a traveller writes to us directly we will pass the request on to that agency.

Write to Help@qcircles.co. We answer within thirty days.

QCircles is a business tool and is not for anyone under 18. We do not knowingly create accounts for children. A child's details may appear in a trip as a traveller — that is data you hold about your client, and section 1 applies to it.

If this policy changes, the date at the top changes with it, and we will email account owners about any change that materially affects them.