EvaliQA is a product of QA Mentor, Inc. ("QA Mentor," "we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit the EvaliQA website, request information, schedule a demonstration, create or administer an account, use the EvaliQA service, or otherwise interact with us.
This Privacy Policy applies to information for which QA Mentor determines the purposes and means of processing. When we process Customer Evaluation Data on behalf of a customer, the applicable customer agreement and EvaliQA Data Processing Addendum (the "DPA") also apply and control in the event of a conflict concerning that data.
1 About EvaliQA
EvaliQA provides AI assurance, evaluation, validation, and testing capabilities for AI systems, including chatbots, AI agents, large language model applications, retrieval-augmented generation solutions, voice-based AI systems, and other AI-enabled products. Although EvaliQA operates through a separate website and platform, it is owned and operated by QA Mentor.
2 Our Role and the Customer's Role
For personal information collected through our website, sales activities, account administration, and direct communications, QA Mentor generally acts as the controller or business responsible for that information.
When EvaliQA processes Customer Evaluation Data on behalf of a customer, the customer generally acts as the controller or business, and QA Mentor acts as its processor or service provider. The customer determines what Customer Evaluation Data is submitted, the purposes of the evaluation, and the individuals whose information may be included. Customers are responsible for having the rights, notices, consents, and other lawful authority required to provide that data to EvaliQA.
3 Information We Collect
We may collect the following categories of information:
- Contact and professional information, including name, company, business email address, telephone number, job title, and professional role.
- Account and subscription information, including account identifiers, user roles, subscription details, authentication records, and account preferences.
- Business and commercial information provided through forms, demonstration requests, proposals, contracts, surveys, and related communications.
- Technical and usage information, including IP address, browser and device information, operating system, pages or features used, timestamps, diagnostic data, and security logs.
- Customer Evaluation Data, including prompts, responses, test cases, expected behaviors, chatbot or agent outputs, transcripts, recordings, logs, screenshots, documents, evaluation results, reports, scores, and related artifacts submitted to or generated through the service.
- Communications and support information, including emails, meeting notes, support requests, feedback, and project-related correspondence.
We collect information directly from you and our customers, automatically through the website and platform, and from service providers or business partners that support our operations. A customer may also provide information about other individuals as part of Customer Evaluation Data.
4 Customer Evaluation Data
Customer Evaluation Data is confidential to the applicable customer and is processed only to provide, secure, maintain, and support the EvaliQA service for that customer, comply with the customer's documented instructions, and meet applicable legal obligations.
Access to Customer Evaluation Data is restricted through appropriate access controls to authorized personnel who require access for customer-requested support, security, misuse investigation, legal compliance, or another purpose permitted by the applicable customer agreement. Authorized personnel are subject to confidentiality obligations, and access may be logged or monitored where appropriate.
We do not:
- sell Customer Evaluation Data;
- use Customer Evaluation Data to train or fine-tune any public, general-purpose, third-party, or EvaliQA-specific AI or machine-learning model, or to test or improve a model for our own or another party's benefit;
- use Customer Evaluation Data to prepare proposals, market services, train staff, develop services for other customers, or perform cross-customer benchmarking; or
- disclose one customer's evaluation data, results, reports, scores, or artifacts to another customer or use them to benefit another customer or third party.
Any different use of Customer Evaluation Data requires a written amendment to the customer agreement that complies with the DPA and applicable law; customer authorization by itself does not override the DPA.
We may use content-independent operational information, such as service availability, feature usage counts, latency, error rates, and security events, to operate, secure, and improve EvaliQA, provided that this information does not include Customer Evaluation Data or identify the content of a customer's evaluations.
5 How We Use Personal Information
We may use personal information to:
- respond to inquiries and demonstration requests;
- create, administer, authenticate, and support accounts and subscriptions;
- operate, secure, maintain, troubleshoot, and support the EvaliQA platform;
- provide evaluations, results, reports, and other customer-requested outputs;
- prepare requested proposals and communicate about EvaliQA or related QA Mentor services using contact and business information, not Customer Evaluation Data;
- analyze content-independent operational and technical information to understand service performance and improve reliability;
- prevent fraud, misuse, unauthorized access, and other security threats;
- manage contracts, billing, records, and business operations; and
- comply with legal, contractual, and regulatory obligations and establish, exercise, or defend legal claims.
6 Legal Bases for Processing
Where the EU General Data Protection Regulation (GDPR), UK GDPR, or similar law applies to QA Mentor as a controller, our legal bases for the purposes in Section 5 depend on the activity and the individual involved:
- Contract or steps requested before a contract: providing an individual's requested subscription, account, or support where the individual is a party to the contract.
- Legitimate interests, unless overridden by individual rights: administering business accounts where the contract is with an organization; answering business inquiries; maintaining customer relationships; securing the platform and preventing misuse; and improving reliability using content-independent operational information.
- Legal obligation: maintaining records and responding to requests where the law requires us to do so.
- Consent: nonessential analytics and communications where applicable law requires consent.
For Customer Personal Data processed on behalf of a customer under the DPA, the customer determines the lawful basis for the underlying processing; QA Mentor processes that data on the customer's documented instructions.
Where we rely on consent, you may withdraw it at any time, including through available cookie settings for analytics or by contacting us for other activities, without affecting the lawfulness of processing completed before withdrawal.
7 Information Sharing and Subprocessors
We may disclose personal, account, technical, or business information only as reasonably necessary to:
- QA Mentor employees, consultants, and authorized team members who need the information to perform their duties;
- service providers supporting hosting, infrastructure, analytics, communications, scheduling, billing, security, and other business operations;
- professional advisers, including attorneys, auditors, and insurers;
- governmental, legal, or regulatory authorities when required by law or necessary to protect legal rights; and
- parties involved in a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction, subject to appropriate confidentiality and data-protection safeguards.
A service provider or subprocessor may process Customer Evaluation Data only as needed to host, secure, maintain, support, or perform a customer-requested evaluation for EvaliQA, under written terms restricting processing to our documented instructions. Where a third-party AI service is used, we use applicable service terms and available privacy controls that prohibit use of Customer Evaluation Data to train the provider's general-purpose models and restrict retention as described in the DPA. The list of applicable subprocessors and changes to it are handled under the DPA and are available on request.
8 Sale and Targeted Advertising
We do not sell personal information. We also do not share personal information for cross-context behavioral advertising as those terms are defined under applicable United States privacy laws. We do not use Customer Evaluation Data for advertising or marketing.
9 Cookies and Website Analytics
The EvaliQA website and platform may use cookies and similar technologies for operation, security, authentication, and preferences. We use Google Analytics (GA4), with Google Signals enabled, to understand website and product usage and to produce cross-device and aggregate demographic reports. Where Google Signals applies, Google may associate Analytics events with information about signed-in Google users who have enabled Ads Personalization. We do not use these features for remarketing or ad targeting and do not disclose Customer Evaluation Data to Google Analytics. Nonessential analytics cookies and identifiers are used only after obtaining consent where required by law. The EvaliQA Cookie Policy identifies the cookies and providers, their purposes, and their durations.
You may manage or withdraw available cookie choices through the cookie settings presented on the website and may also adjust your browser settings. Google provides additional choices through its Ad Settings and Google Analytics opt-out browser add-on. Blocking certain cookies may affect website or platform functionality.
10 Sensitive and Restricted Information
Customer Evaluation Data may contain sensitive personal information or confidential business information. Customers should minimize personal information and avoid submitting information that is not necessary for the evaluation.
Unless expressly authorized in the applicable customer agreement and permitted by law, customers must not submit account passwords, private encryption keys, government identification numbers, payment-card data, protected health information, biometric data used to identify a person, information about children, or other specially regulated information. Where such processing is expressly authorized, additional contractual, security, and compliance requirements may apply.
11 Data Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, and destruction. These measures may include access controls, confidentiality obligations, monitoring, security reviews, and protections appropriate to the nature of the information and the service.
No website, platform, storage system, or electronic transmission can be guaranteed to be completely secure. Customers remain responsible for configuring their accounts appropriately, protecting user credentials, limiting submitted data to what is necessary, and promptly notifying us of suspected unauthorized activity.
12 Data Retention
We retain information only for as long as reasonably necessary for the purposes described in this Privacy Policy. Retention periods are determined by the nature of the information, the purpose of processing, customer instructions and configuration, contractual requirements, security needs, legal obligations, dispute-resolution needs, and applicable limitation periods. We make the applicable Customer Evaluation Data retention schedule available through the Services, subscription documentation, an applicable agreement, or on written request before it is applied.
- Customer Evaluation Data and related records, including runtime traces, row-level evaluation results, voice call details, transcripts, and recordings, are retained for the periods set by the customer's subscription plan and, for Enterprise plans, the applicable agreement. QA Mentor will provide the applicable setting or schedule before it is applied, as described in the DPA. When a retention period expires, active records are deleted, subject to backup and legally required retention under the DPA. We notify the workspace before its data first begins to expire. Customers may request the current retention and backup schedule through the contact details below.
- Account and subscription information is generally retained while an account or commercial relationship remains active and afterward only as needed for legitimate business and legal purposes.
- Inquiry, sales, support, and communication records are retained for as long as reasonably necessary to respond, maintain business records, and address disputes or legal obligations.
- Technical, diagnostic, and security logs are retained for periods reasonably necessary to operate, secure, investigate, and maintain the service.
- Residual copies in backups are protected and removed or overwritten according to applicable backup and deletion cycles.
13 International Data Transfers
Because QA Mentor operates globally and uses service providers in multiple locations, personal information may be processed or accessed outside the country where it was collected. Customer Evaluation Data may be processed by authorized hosting, infrastructure, model-processing, and communications providers only as needed to operate, secure, maintain, support, or perform customer-requested evaluations for EvaliQA under the Agreement and DPA.
Where applicable law requires safeguards for an international transfer, we use a legally recognized mechanism, such as an adequacy decision, the EU-US Data Privacy Framework and its UK or Swiss extensions where the relevant recipient is certified, or the European Commission's Standard Contractual Clauses with the UK Addendum where applicable, as described in the DPA for Customer Personal Data. You may request information about applicable safeguards and a copy of relevant transfer terms using the contact details below.
14 Privacy Rights and Requests
Depending on your location and subject to applicable exceptions, you may have the right to request access to, correction of, or deletion of personal information; obtain a portable copy; restrict or object to processing; withdraw consent; opt out of certain uses; limit certain uses of sensitive personal information; and appeal a decision concerning a privacy request. You may also have the right to lodge a complaint with a competent data-protection authority.
When QA Mentor acts as the controller or business, you may submit a request using the contact information below. We may take reasonable steps to verify your identity and authority before responding. An authorized agent may submit a request where permitted by law, subject to verification of the agent's authority. We will not unlawfully discriminate against you for exercising an applicable privacy right.
When EvaliQA processes Customer Evaluation Data solely on behalf of a customer, the customer is generally responsible for responding to requests concerning that data. If we receive such a request directly, we may refer the requester to the applicable customer and assist the customer as required by our agreement and applicable law.
15 California Privacy Disclosures
If the California Consumer Privacy Act applies to QA Mentor's processing, California residents may have rights to know or access personal information, request deletion, request correction, opt out of the sale or sharing of personal information, limit certain uses of sensitive personal information, and receive equal service and pricing when exercising those rights, subject to applicable exceptions.
The categories of personal information we collect, the sources of that information, the business or commercial purposes for collection and use, and the categories of recipients are described in Sections 3, 5, and 7. We do not sell personal information or share it for cross-context behavioral advertising. Requests may be submitted by emailing support@qamentor.com or calling 1-800-622-2602. Where applicable, we honor legally recognized opt-out preference signals, such as Global Privacy Control, for the browser or device from which the signal is sent.
16 Automated Decision Making
EvaliQA evaluates AI systems and produces testing and assurance outputs. Unless specifically disclosed for a particular service, QA Mentor does not use website, account, or business-contact information to make decisions based solely on automated processing that produce legal or similarly significant effects concerning an individual. Customers determine how they use evaluation outputs and are responsible for any decisions they make about individuals using those outputs.
17 Children's Privacy
EvaliQA is intended for business and professional use and is not directed to children. We do not knowingly collect personal information directly from children under 13 or the higher minimum age established by applicable law. Customers must not submit children's personal information as Customer Evaluation Data unless the processing is expressly authorized, legally permitted, and governed by appropriate contractual safeguards. If you believe a child has provided personal information to us improperly, please contact us.
18 Third Party Links
The EvaliQA website may contain links to third-party websites or services. We are not responsible for the privacy, security, or content practices of third parties, and their own policies govern their services.
19 Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post the revised version on the EvaliQA website with an updated effective date. Where required by law or appropriate because of a material change, we will provide additional notice through the website, platform, account contact information, or another suitable method before the change takes effect.
20 Contact Us
If you have questions about this Privacy Policy, wish to exercise an applicable privacy right, or want information about subprocessors or international-transfer safeguards, please contact us:
QA Mentor, Inc.
EvaliQA Privacy Team
1441 Broadway, 3rd Floor
New York, NY 10018, USA
Toll-Free: 1-800-622-2602
Email: support@qamentor.com
Website: https://www.evaliqa.com
QA Mentor Website: https://www.qamentor.com
