Privacy Policy

Information We Collect

Information you give us

When you book a call, email us or become a client, we may collect your name, email address, phone number, company details, billing information and anything you choose to share with us about your business.

Materials you provide for our services

To deliver our services, you may share files, footage, website content, logos, account access or data from your tools (for example your CRM). We use these materials only to provide the services you requested.

Website usage

Our hosting provider may automatically log basic technical information, such as your IP address, browser type and the pages requested, to keep the website secure and running.

Analytics and cookies

We use Google Analytics to understand how visitors use our website, for example which pages are visited, how long visits last, the type of device and browser, and approximate location (city or country). We use it only to improve our website, and we do not use it to identify you personally.

Analytics cookies are only set if you accept them in the cookie banner shown on your first visit. If you reject them, or until you choose, Google Analytics runs in a restricted mode that stores no cookies on your device and may only receive basic, anonymous signals (such as a page view) that Google uses to estimate traffic. We do not use advertising cookies.

We store your choice in your browser (local storage) so we don’t ask again on every page. This is strictly necessary and is not used for tracking. You can change your choice at any time with Cookie Settings at the bottom of every page, block or delete cookies in your browser, or use the Google Analytics opt-out browser add-on. Google processes analytics data under its own privacy policy.

How We Use Your Information

• To deliver our services: virtual assistance, automations and AI agents, websites and video editing.
• To communicate with you: answer questions, schedule calls, send updates and provide support.
• To bill you: process payments and keep required financial records.
• To improve our work: understand what our clients need and improve our processes.
• To stay safe and compliant: prevent fraud, protect our systems and meet legal obligations.

Data We Process on Your Behalf

Some services involve data that belongs to you and your customers, such as CRM records, leads, calls handled by our AI Receptionist, or messages answered by our Instagram Chatbot. In these cases we act on your instructions and process that data only to run the service for you.

You are responsible for having the right to share this data with us and for informing your own customers, as required by the laws that apply to your business.

Who We Share It With

We do not sell or rent your personal information. We only share it when needed to run our business:

• Our team: the virtual assistants, editors and specialists working on your account, who are independent contractors bound by confidentiality.
• Service providers: tools that help us operate, such as contact form processing (Formspree), website analytics (Google Analytics), website and automation hosting, payment processing, email and AI providers used by our AI agents.
• Legal reasons: when required by law, or to protect the rights and safety of Q4 Workspace, our clients or others.
• Business transfers: if Q4 Workspace is involved in a merger, acquisition or sale of assets.

International Transfers

Q4 Workspace is based in the United States and our team works remotely from several countries, including Latin America and Spain. Your information may be accessed or stored outside your country. When we transfer personal data from the European Economic Area, we rely on appropriate safeguards, such as standard contractual clauses.

How Long We Keep It

We keep personal information for as long as we work together and afterwards only as long as needed for the purposes described here, such as legal, tax or accounting requirements. Materials you provide for a service are deleted or returned when they are no longer needed, unless you ask us to keep them.

Data Security

We use reasonable administrative, technical and physical safeguards to protect your information, and we limit access to the people who need it to do their work. No system is completely secure, so we cannot guarantee absolute protection.

Your Rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Delete your information, subject to legal or contractual obligations.
• Object to or restrict certain uses, including marketing.
• Receive a copy of your information in a portable format.

If you are in the European Economic Area, we process your data to perform our contract with you, to meet legal obligations, and for our legitimate interest in running and improving our business. We use analytics cookies only with your consent, which you can withdraw at any time through Cookie Settings. You can also file a complaint with your local data protection authority. To exercise any of these rights, email us at Info@q4workspace.com.

Third-Party Links

Our website links to other websites, including sites we have built for clients. We are not responsible for their privacy practices, so please review their policies before sharing information with them.

Children’s Privacy

Our services are intended for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from minors. If we learn that we have, we will delete it.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a new “Last updated” date.

Contact Us

Questions or requests about your privacy? Email us at Info@q4workspace.com.