Subprocessors and data privacy commitment

Subprocessors

AI Features and data processing

Certain AlisQI products include AI-enabled functionality, referred to in this section and in our Terms and Conditions as “AI Features.” These are only available when the Enable AI features toggle is set to ON in the Application Settings.

AI-generated content

AI-generated output can contain mistakes, omissions, or inaccuracies. Always review and verify all results before use, especially in regulated or safety-critical environments.

External service providers

We deploy multiple AI model providers, including OpenAI and Anthropic. AlisQI content is transmitted to the AI provider’s API to generate analysis and rewrites.

Submitted documents and data are never used to train external AI models — this is a standing, unconditional commitment.

AlisQI may use anonymised and aggregated data to develop, maintain, and improve its AI Features (for example research, analytics, bug-fixing, and performance optimisation), subject to the anonymisation safeguards described in our AI Terms.

AlisQI also reserves the right to use such anonymised data in future to train AI models that AlisQI itself owns or controls, subject to the same safeguards, at least 30 days’ advance notice, and an opt-out via the Enable AI features setting in the Software (the Main AI Toggle). This setting controls all AI Features and is off by default, so use of AI Features, and any related use of anonymised data, is opt-in. This capability is not currently in use. Full details are set out in our Terms and Conditions (AI Terms).

Customers must not submit special categories of personal data to an AI Feature unless AlisQI has expressly agreed to such processing in writing and the parties have entered into the required amendment to the applicable data processing terms.

Retention for each AI subprocessor is set out in the table below.

Retention periods applicable to subprocessors may differ and are governed by the applicable subprocessor arrangements. AlisQI's own application backup cycle, described elsewhere on this page, does not automatically apply to AI subprocessors such as OpenAI or Anthropic.

Per-subprocessor detail

The international transfer mechanism and safeguards applicable to a specific AI subprocessor are available on request — contact support@alisqi.com.

International transfers

Where use of an AI subprocessor involves an international transfer of personal data, AlisQI implements the transfer mechanisms and safeguards required by applicable data protection law, which may include an adequacy decision or the European Commission’s Standard Contractual Clauses. Further information about the mechanism applicable to a specific AI subprocessor is available on request.

Data hosting & location

AI processing may take place on infrastructure located outside the customer’s selected AlisQI hosting region, including in the United States and other locations used by the applicable AI subprocessors. See "International transfers" above for the safeguards that apply when this involves an international transfer of personal data.

Frequently asked questions

Where is my data stored?

Your data is hosted in secure data centers operated by our platform provider (Platform.sh) and its cloud partners. We select the data center region based on proximity, performance, and compliance requirements (US or EU).

Does AlisQI share my data with third parties for commercial purposes?

No. We never disclose customer data, documents, configurations, or application source code to commercial third parties. The only external processing is done by our vetted subprocessors listed above, strictly for platform operations.

What type of personal data does AlisQI process?

AlisQI is intended for the processing of quality management data. Customers should not use AlisQI to store or manage personal data as a primary purpose, and should avoid including personal data — other than the names and business email addresses referenced below — in quality records wherever reasonably possible. Because quality records may nonetheless incidentally contain personal data (for example, an individual’s name mentioned in a free-text complaint or deviation record), the safeguards described on this page, including those applicable to AI Features above, apply to any personal data processed as part of your use of AlisQI. The personal data required by AlisQI for account administration consists primarily of users’ names and business email addresses, used for login, notifications, and audit trails.

How does AlisQI ensure data security with subprocessors?

We select subprocessors based on their security track record, certifications, and compliance. All customer data is encrypted in transit (HTTPS/SSL) and at rest (AES-256).

Who owns the data stored in AlisQI?

All data uploaded or created in AlisQI remains the sole property of our customers. We only process it on your behalf and never claim ownership.

What happens to my data if I terminate my contract with AlisQI?

Following termination or expiry, you may request an export of your Customer Data, in industry-standard formats (e.g., Excel for data, original format for documents), within 30 days. After the 30-day export period, AlisQI deletes Customer Data from its active production systems. Copies maintained in AlisQI application backup systems that cannot reasonably be deleted individually without compromising the integrity of the backup are deleted or overwritten in accordance with our normal backup rotation cycle. Under our current backup cycle, daily backups are retained for one week, the first backup of each week for one month, and the first backup of each month for one year.

How long does AlisQI retain my data?

We retain your data for as long as your contract is active, unless you manually delete it. Following termination or expiry, you may request an export of your Customer Data within 30 days. After the 30-day export period, AlisQI deletes Customer Data from its active production systems. Copies maintained in AlisQI application backup systems that cannot reasonably be deleted individually without compromising the integrity of the backup are deleted or overwritten in accordance with our normal backup rotation cycle. Under our current backup cycle, daily backups are retained for one week, the first backup of each week for one month, and the first backup of each month for one year.

Can I request information about my personal data?

Yes. Any user can request an overview of the personal data we hold (typically name and email). You can also request to decouple this information from your account, though this may limit some functionality. Requests can be sent to support@alisqi.com.

More documentation on platform and security

This whitepaper describes the AlisQI Software as a Service platform. In it, the architecture, security measures and procedures, privacy and service level are discussed.