Quantex Services Privacy Policy

Effective Date: 1st of Jul 2025
Last Updated: 19th of Sep 2025

QUANTEX ROBOTICS & SMART MACHINES TRADING L.L.C ("Quantex", "We", "Us", or "Our") is committed to protecting the privacy and security of the data we process through our event technology and business solutions (the "Services"). This Privacy Policy describes how we collect, use, disclose, protect, and otherwise process data in connection with the Services, primarily when we act as a Data Processor on behalf of our Users (event organizers, businesses).

This Privacy Policy is incorporated by reference into the Quantex Services User Agreement ("Agreement"). By using the Services, you acknowledge that you have read and understood this Privacy Policy.

1. Scope of This Privacy Policy

This Privacy Policy applies to the data we collect and process when providing the Services to our Users. This includes:

Information collected from our Users (such as account and billing information).
Information related to event participants and speakers ("Data Subjects") that is processed by Quantex on behalf of our Users through the Services.

Important Note on Data Control: For data related to your event participants and speakers processed through the Services, you, our User (the event organizer or business), are the Data Controller, determining the purposes and means of processing. Quantex acts as a Data Processor, processing this data strictly on your behalf and according to your documented instructions, as detailed in the User Agreement and the Data Processing Addendum (DPA) incorporated therein.

2. Data Controller vs. Data Processor Roles

As stated in the User Agreement and DPA:

You (the User): Are the Data Controller for the personal data of your event participants and speakers. This means you are responsible for complying with all applicable data protection laws, including establishing the legal basis for processing (e.g., obtaining necessary consents, especially for sensitive data like biometrics), providing privacy notices to data subjects, and handling data subject rights requests.
Quantex: Is the Data Processor. We process the personal data of your participants and speakers solely to provide the Services to you, based on your instructions as documented in our contractual agreements (User Agreement, Specific Service Agreements, and DPA). We do not control how or why this data is used, other than to provide the services you have contracted for. The Data Processing Addendum (DPA) is an integral part of this Policy and details Quantex's specific obligations as a Data Processor towards you as the Data Controller.

3. Information We Collect and Process

We collect and process different types of information depending on your use of the Services:

Information Provided by You (the User/Controller)

Account and Registration Data: Information you provide when setting up your Quantex account and configuring your event or business solution, such as your name, organization name, contact details (email address, phone number), billing information, and event details.
Service Configuration Data: Details about how you configure and customize the Services for your specific event or needs.
Content Data: Information or content you upload or provide for use within the Services, such as speaker biographies, presentation materials, or other event-related content.

Registration Data: Information collected from or about participants and speakers during registration, such as names, organizational affiliations, titles, contact details, and attendance type.
Interaction Data: Information generated through participants' interactions with the Services during an event, such as sessions attended, questions asked (e.g., to AI Avatars), networking connections made, and interactions via Smart Registration tools (e.g., QID card scans).
Biometric Data: Only when the Smart Registration feature utilizing biometrics (facial or voice recognition) is enabled by the User, and with explicit and documented consent obtained by the User from the individual, we may process biometric identifiers derived from facial images or voice recordings solely for the purpose of efficient event access and check-in. You, as the User, are solely responsible for obtaining valid, informed, and legally compliant consent from individuals before collecting or enabling the collection of their biometric data through the Services.
Performance and Analytics Data: Data related to participant behavior and sentiment within sessions or the overall event flow, collected to provide analytics and insights to the User.

Information Automatically Collected

Usage Data: Information about how you and users accessing the Services through your account interact with the Services (e.g., features used, duration of use, timestamps).
Technical Data: Information about the devices and networks used to access the Services, including IP addresses, browser type, operating system, and potentially device identifiers.

Aggregated and Anonymized Data

We may generate aggregated and anonymized data from the information processed through the Services. This data does not directly identify individuals and is used by Quantex for analysis, research, and service improvement.

4. How We Use Data

Quantex uses the information we collect and process for the following purposes:

To Provide and Operate the Services: This is the primary purpose of processing. We use the data to

Set up, manage, and maintain your account.
Deliver the core functionalities of the Services, including managing registration, enabling AI Avatar interactions, conducting analytics, facilitating networking, building the knowledge bank, and supporting event operations.
Process payments and manage billing.
Provide customer support and technical assistance.

To Improve and Develop Our Services: We use aggregated and anonymized data for research, analysis, and to understand usage patterns to enhance existing features and develop new ones.

To Ensure Security and Prevent Fraud: We use data to monitor the security of the Services, detect and prevent fraudulent activity, and enforce our User Agreement.

To Comply with Legal Obligations: We may process data as required by applicable laws, regulations, or legal processes.

We do not sell or rent personal data of our Users or their event participants for marketing purposes to third parties.

We share data only in limited circumstances and primarily as necessary to provide the Services or comply with legal requirements:

With You (the User/Controller): We share the data collected from your event participants and speakers with you, as you are the Data Controller and this data is processed on your behalf.
With Our Subprocessors and Service Providers: We engage trusted third-party service providers (Subprocessors) to perform functions on our behalf, such as cloud hosting, data storage, analytics services, and potentially specialized processing tools. These providers are contractually bound to process data only according to our instructions (which are derived from your instructions as Controller) and maintain appropriate security and confidentiality measures. Quantex requires its Subprocessors to adhere to the same data protection standards that Quantex adheres to under this Policy and the contractual agreements with you. A list of our current Subprocessors may be available in the DPA or upon request.
For Legal Reasons: We may disclose information if required by law, regulation, court order, or legal process; to respond to lawful requests from public authorities; to protect our rights, property, or safety, or the rights, property, or safety of others.
In Case of Business Transfer: In the event of a merger, acquisition, or sale of all or a portion of our assets, user information may be transferred to the acquiring entity.

6. Legal Basis for Processing (for Quantex as Processor)

As a Data Processor, our primary legal basis for processing the personal data of your event participants and speakers is the performance of the contract with you (the User/Controller). You, as the Data Controller, are responsible for ensuring that you have a valid legal basis under applicable data protection laws for providing us with the data and instructing us to process it (e.g., obtaining consent from data subjects, processing necessary for a contract with the data subject, legitimate interests).

We process our own User's account and billing data based on contractual necessity (to provide the Services you purchased) and our legitimate business interests (managing our relationship with you, improving services). We process aggregated/anonymized data based on our legitimate business interests.

7. Data Security

Quantex implements appropriate technical and organizational measures designed to protect the data we process against unauthorized access, alteration, disclosure, or destruction. These measures include, but are not limited to, access controls, encryption, regular security assessments, and staff training. While we strive to protect data, no security system is completely impenetrable, and we cannot guarantee the absolute security of information.

8. Data Retention

We retain personal data for as long as necessary to provide the Services to you, fulfill the purposes outlined in this Privacy Policy, comply with our legal obligations, and resolve disputes. The specific retention periods for event-related data processed on your behalf will be governed by your instructions as the Data Controller and the terms specified in the DPA or your specific Service Agreement. Aggregated and anonymized data may be retained for longer periods for service improvement purposes.

9. Your Data Rights (as they relate to Quantex)

Data Subjects (your event participants and speakers) have certain rights regarding their personal data under applicable data protection laws (such as rights to access, rectification, erasure, restriction of processing, objection to processing, data portability).

Since you (the User) are the Data Controller, Data Subjects should direct requests to exercise their rights directly to you.

As the Data Processor, Quantex will provide reasonable assistance to you in responding to verifiable data subject requests, in accordance with the terms of the DPA and applicable law.

You (the User) also have rights regarding your own account information. You may access, update, or request deletion of your account information by contacting us using the details below.

10. International Data Transfers

The data we process may be stored and processed in UAE or potentially in other countries where our Subprocessors operate. If we transfer personal data outside of the jurisdiction where it was originally collected (e.g., outside the UAE), we will take appropriate measures to ensure that the transfer complies with applicable data protection laws and that the data is subject to appropriate safeguards (e.g., standard contractual clauses, reliance on adequacy decisions, or other legal mechanisms as required by UAE law and relevant international standards).

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website or by other appropriate means. The "Last Updated" date at the top of the policy indicates when it was last revised. We encourage you to review this Privacy Policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or our data processing practices, please contact us at:

Email: info@quantex-ai.com
Address: Office M2-48, Art Tower, Al Raffa, Dubai, United Arab Emirates

Phone Number: +971 56 845 6656