LEGAL Your data

Privacy policy.

What we collect, why, who sees it and how long we keep it. No tracking cookies, no selling data, and everything is exportable.

Last updated: 26 September 2026

This policy explains what personal data Next Source AI Ltd (registered in England & Wales) collects when you use the Zaquil website and service, why, and the rights you have. We are the controller for the data described in sections 1–3. For the data our customers put into their own workspaces we are a processor, acting on their instructions (section 4).

1. Data we collect about you

  • Account data — your name, work email, password (stored as a one-way hash), workspace name, industry and role, when you sign up or are invited.
  • Billing data — plan, invoices and payment status. Card details go directly to our payment provider, Stripe; we never see or store full card numbers.
  • Usage and security data — sign-in times, IP address, browser type, actions taken in the workspace (the audit log) and error reports. We use these to keep accounts secure, investigate problems and understand how the product is used.
  • Messages you send us — support requests and enquiries through the contact form.

2. Why we use it and our lawful basis

  • To provide the Service you signed up for and bill you — performance of a contract.
  • To secure the Service, prevent abuse and improve it — legitimate interests.
  • To send service messages (billing, security, changes to terms) — contract / legitimate interests. These are not marketing and you cannot opt out while you have an account.
  • To send product news — only with your consent, which you can withdraw at any time.
  • To meet legal obligations such as tax record-keeping — legal obligation.

3. Cookies

Zaquil sets one strictly necessary cookie that keeps you signed in. It is removed when you sign out or when the session expires. We do not use advertising, analytics or tracking cookies, and we do not load third-party tracking scripts, so no cookie banner is shown. Your browser may also hold two small preferences (dark mode and sidebar state) which never leave your device.

4. Data our customers put into their workspaces

Businesses that use Zaquil store information about their own clients, patients, members, guests or customers — contact details, conversations, documents, notes, calls and work records. That business decides what is collected and why; we process it only to run the Service for them. If you are one of their clients and have a question about your data, please contact that business directly; we will help them respond. A Data Processing Agreement covering this processing is available to customers on request.

5. Who we share data with

We do not sell personal data. We share it only with providers that help us run the Service, under contracts that restrict what they can do with it:

  • Cloud hosting and backups — the servers and encrypted storage the Service runs on.
  • Stripe — payment processing and invoicing.
  • Email providers you connect (for example Google) — only to sync the mailboxes you choose to connect, using credentials you control and can revoke.
  • Telecommunications carriers — to deliver calls and messages when a workspace uses Zaquil Voice or Zaquil Messaging.
  • AI model provider — only when a workspace has AI features switched on; the relevant text is sent to generate a draft or summary and is not used to train models.
  • Professional advisers and authorities — where the law requires it or to protect our rights.

Some of these providers are outside the UK. Where that is the case we rely on the UK's adequacy regulations or the International Data Transfer Agreement / standard contractual clauses to protect your data.

6. How long we keep data

  • Account and workspace data: for as long as the workspace is open, then deleted within 30 days of closure or of your request. Backups expire within a further 14 days.
  • Billing records: 6 years, as UK tax law requires.
  • Security logs: up to 12 months.
  • Support correspondence: up to 2 years after the matter is closed.

7. Security

Data is encrypted in transit (TLS) and at rest. Stored mailbox credentials are additionally encrypted. Each workspace is isolated from every other. Passwords are hashed, two-factor authentication is available for every account, and every action in a workspace is recorded in an audit log. We take nightly backups. No system is perfectly secure; if a breach affects your data we will tell you and the ICO as the law requires.

8. Your rights

Under UK GDPR you can ask us to access, correct, delete or export your personal data, to restrict or object to how we use it, and to withdraw consent where we rely on it. Workspace administrators can export their workspace's data from the app at any time. To exercise any right, contact us through the contact page; we respond within one month. You can also complain to the UK Information Commissioner's Office at ico.org.uk.

9. Children

Zaquil is a business tool and is not directed at children. We do not knowingly collect data from anyone under 18 as an account holder.

10. Changes

We will post any changes here and update the date at the top. For significant changes we will also notify workspace administrators.

11. Contact

Next Source AI Ltd, England & Wales — through the contact page or the support address shown in your workspace.