Last updated: 3 June 2026

1. Introduction

We are committed to safeguarding the privacy of our website visitors, clients, prospective clients, business contacts, and other individuals whose personal information we process.

This Privacy Policy explains how The Quantum HQ, LLC (“Quantum HQ”, “we”, “our”, or “us”) collects, uses, stores, shares, transfers, and protects personal information.

We provide outsourced bookkeeping, accounting support, finance operations, reporting, administrative support, and related business services to accounting firms, financial advisors, consultants, and small and medium-sized businesses.

This policy applies to personal information collected through our website, contact forms, email communications, calls, marketing activities, business enquiries, and service-related interactions.

2. Who We Are

This website is owned and operated by The Quantum HQ, LLC.

We are registered in Texas, United States of America with company number 0804331925.

Our registered office is:

850 Greenside Drive, Richardson, TX 75080, United States

Our UK contact address is:

27 Old Gloucester Street, London, WC1N 3AX, United Kingdom

Our principal business operations address is:

SFX14, 69/1854 A1, INNERSPACE, SRM Road, near Nirmala Shishu Bhavan, Kaloor, Kochi, Kerala 682018, India

You can contact us at:

Email: info@thequantumhq.com
USA Phone: +1 469 638 2444
UK Phone: +44 33 0001 0090

For privacy-related queries, you may contact our privacy contact at info@thequantumhq.com.

3. Our Role as Controller, Processor, Business, or Service Provider

Depending on the situation, Quantum HQ may act in different roles.

When we collect information directly from website visitors, prospective clients, business contacts, or newsletter subscribers, we usually act as the organisation responsible for deciding how and why that personal information is used.

When we process personal information on behalf of a client as part of bookkeeping, accounting support, payroll support, reporting, administrative support, or back-office services, we may act as a processor, service provider, contractor, or similar role under applicable law. In those cases, we process personal information in accordance with our client’s instructions, the relevant service agreement, data processing terms, and applicable law.

4. Information We May Collect

We may collect, store, and use the following kinds of personal information.

4.1 Website and technical information

We may collect information about your computer or device and your visits to and use of this website, including:

• IP address;
• Browser type and version;
• Operating system;
• Device type;
• Referral source;
• Approximate geographical location;
• Length of visit;
• Page views;
• Website navigation paths;
• Date and time of access;
• Cookie and analytics information.

4.2 Enquiry and contact information

When you contact us, request a quote, submit a form, book a call, or communicate with us, we may collect:

• First name and last name;
• Business name;
• Job title;
• Email address;
• Phone number;
• Country or region;
• Message content;
• Service requirements;
• Any documents, files, or information you choose to provide;
• Metadata associated with the communication.

4.3 Newsletter, marketing, and download information

If you subscribe to email notifications, newsletters, whitepapers, guides, or other downloadable content, we may collect:

• Name;
• Email address;
• Business details;
• Country or region;
• Content preferences;
• Marketing consent and opt-out records;
• Download or engagement activity.

4.4 Client and service-related information

Where we provide services to clients, we may process information provided by or on behalf of those clients, which may include:

• Client contact details;
• Business records;
• Accounting and bookkeeping records;
• Invoices, receipts, statements, and financial records;
• Payroll-related information where agreed;
• Tax, compliance, and reporting information where agreed;
• Supplier, customer, and employee information contained in client records;
• Login or system access details where required and authorised;
• Communications and instructions relating to the services.

The exact information processed depends on the services agreed with the client.

4.5 Call, meeting, and communication information

We may collect information from:

• Phone calls;
• Video calls;
• Emails;
• Website chat;
• Meeting notes;
• Client onboarding discussions;
• Support requests;
• Feedback and complaint communications.

4.6 Information you choose to provide

We may collect any other personal information that you voluntarily send to us or provide through our website, email, forms, chat, calls, documents, or business communications.

5. Sensitive or Special Category Information

We do not usually seek to collect sensitive personal information through our website.

However, in the context of services provided to clients, client records may sometimes contain sensitive information, financial information, payroll information, identification information, tax information, or other confidential information.

Where such information is processed, we handle it only where necessary for the agreed service, where authorised by the client, where required by law, or where otherwise permitted under applicable data protection laws.

6. How We Collect Personal Information

We may collect personal information:

• Directly from you when you complete a website form, email us, call us, request a quote, book a meeting, or communicate with us;
• From our clients where we provide outsourced services;
• From your employer, accounting firm, financial advisor, or business representative;
• Automatically through cookies, analytics tools, logs, and similar technologies;
• From third-party business tools, lead generation platforms, CRM systems, marketing platforms, or publicly available business sources where lawful;
• From service providers who support our website, business operations, or client delivery.

7. Legal Grounds for Processing Personal Information

We will typically collect and use your personal information only where we have a lawful basis to do so.

Depending on the jurisdiction and the context, our lawful bases may include:

7.1 Consent

We may process your information where you have given consent, such as subscribing to a newsletter, accepting non-essential cookies, or requesting certain marketing communications.

You may withdraw consent at any time where consent is the lawful basis for processing.

7.2 Contract or pre-contract steps

We may process your information where it is necessary to perform a contract with you or to take steps at your request before entering into a contract.

This includes responding to enquiries, preparing proposals, onboarding clients, and delivering agreed services.

7.3 Legal obligation

We may process your information where necessary to comply with legal, regulatory, tax, accounting, audit, employment, or corporate obligations.

7.4 Legitimate interests

We may process your information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

Examples include:

• Operating and improving our website;
• Responding to business enquiries;
• Managing client relationships;
• Providing and improving our services;
• Securing our systems;
• Preventing fraud and misuse;
• Maintaining business records;
• Conducting appropriate B2B marketing;
• Establishing, exercising, or defending legal rights.

7.5 Client instructions

Where we act as a processor or service provider for a client, we process personal information in accordance with the client’s instructions and the applicable agreement.

8. How We Use Personal Information

Personal information submitted to us through our website or otherwise provided to us may be used for the purposes specified in this policy or on the relevant pages of the website.

We may use your personal information to:

• Administer our website and business;
• Personalise and improve our website;
• Enable your use of services available on our website;
• Respond to enquiries, quote requests, and contact form submissions;
• Arrange calls, meetings, and demonstrations;
• Provide outsourced bookkeeping, accounting support, finance operations, reporting, and administrative services;
• Send statements, invoices, payment reminders, and collect payments;
• Send non-marketing commercial communications;
• Send email notifications you have specifically requested;
• Send newsletters or marketing communications where permitted;
• Enable you to download information, whitepapers, guides, or documents you have requested;
• Manage client onboarding and service delivery;
• Maintain internal business records;
• Manage relationships with clients, suppliers, and business partners;
• Deal with enquiries, complaints, and support requests;
• Keep our website, systems, and business secure;
• Prevent fraud, misuse, cyber incidents, or unauthorised access;
• Verify compliance with our website terms, service terms, policies, and contractual obligations;
• Comply with legal, regulatory, tax, accounting, audit, and corporate obligations;
• Establish, exercise, or defend legal rights.

We will not supply your personal information to third parties for their own direct marketing purposes without your consent where consent is required.

9. Marketing Communications

We may send you marketing communications relating to our business, services, guides, updates, and insights where permitted by law.

You can opt out of marketing communications at any time by:

• Using the unsubscribe link in our emails where available;
• Contacting us at info@thequantumhq.com;
• Telling us that you no longer want to receive marketing communications.

Even if you opt out of marketing, we may still send you non-marketing communications, such as service messages, invoices, security notices, contractual updates, or responses to your enquiries.

10. Cookies and Similar Technologies

Our website uses cookies and similar technologies to improve your experience, operate the website, understand how visitors interact with our website, and support security and analytics.

Cookies may include:

10.1 Necessary cookies

Necessary cookies are essential for the website to function properly. These cookies support basic functionalities and security features of the website. They are usually enabled by default.

10.2 Functional cookies

Functional cookies help perform certain website functions, such as remembering preferences, supporting forms, enabling chat features, or improving user experience.

10.3 Performance cookies

Performance cookies help us understand and analyse key performance indicators of the website, helping us deliver a better experience for visitors.

10.4 Analytics cookies

Analytics cookies help us understand how visitors interact with our website, including page visits, traffic sources, bounce rates, and navigation behaviour.

10.5 Advertisement and marketing cookies

Advertisement or marketing cookies may be used to provide visitors with relevant marketing content or measure campaign effectiveness, where enabled and permitted by law.

10.6 Other cookies

Other uncategorised cookies are cookies that are being analysed and have not yet been classified into a category.

Where required by law, we will request your consent before placing non-essential cookies. You may manage or withdraw cookie consent through the cookie banner or your browser settings.

11. Disclosing Personal Information

We may disclose your personal information to our employees, contractors, consultants, officers, professional advisers, group companies, and authorised service providers insofar as reasonably necessary for the purposes set out in this policy.

We may disclose personal information to:

• Companies within our group or related business operations;
• IT, hosting, cloud, email, CRM, communications, analytics, and security service providers;
• Accounting, bookkeeping, tax, payroll, reporting, and business software providers used for service delivery;
• Payment processors and billing providers;
• Professional advisers such as lawyers, accountants, auditors, insurers, and consultants;
• Regulators, law enforcement bodies, government authorities, courts, or other competent authorities where required or permitted by law;
• Buyers, investors, or advisers in connection with a business restructuring, merger, acquisition, financing, or sale, subject to appropriate confidentiality safeguards;
• Clients where we process information as part of service delivery;
• Any person where disclosure is necessary to establish, exercise, or defend legal rights.

Except as provided in this policy, we will not provide your personal information to third parties.

12. International Transfers of Personal Information

Quantum HQ operates across multiple jurisdictions and may process information in countries where we, our clients, our teams, or our service providers operate.

Information we collect may be stored, processed, or transferred between countries, including the United States, United Kingdom, India, Australia, and other locations where our service providers or clients operate.

Where personal information is transferred internationally, we will use appropriate safeguards where required by applicable law. These may include:

• Contractual safeguards;
• Data processing agreements;
• Standard contractual clauses or equivalent transfer mechanisms where applicable;
• Client instructions and service agreements;
• Access controls and confidentiality obligations;
• Security controls for systems and users;
• Vendor due diligence where appropriate.

If we process personal information on behalf of a client, international transfer arrangements may also be governed by the client agreement or data processing terms.

13. Retaining Personal Information

We will not keep personal information for longer than is necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law, contract, audit, tax, accounting, regulatory, security, or legitimate business reasons.

Our retention periods may vary depending on the type of information and the context.

For example:

• Website enquiry records may be retained for as long as needed to respond to the enquiry and manage follow-up communications;
• Marketing records may be retained until you unsubscribe or request removal, subject to suppression records needed to respect your opt-out;
• Client records may be retained for the duration of the client relationship and for any required legal, accounting, tax, contractual, or audit period;
• Service delivery records may be retained according to the relevant client agreement;
• Security logs may be retained for a limited period needed for monitoring, investigation, and protection of systems;
• Records relevant to legal claims, disputes, investigations, or compliance matters may be retained for as long as necessary.

When personal information is no longer needed, we will delete, anonymise, archive, or securely restrict access to it in accordance with applicable requirements.

14. Security of Personal Information

We take reasonable technical and organisational precautions to prevent the loss, misuse, unauthorised access, disclosure, alteration, or destruction of personal information.

Our security measures may include:

• Password-protected systems;
• Firewall-protected networks;
• Anti-malware and endpoint protection;
• Role-based access control;
• Secure authentication;
• Restrictions on unauthorised removable storage devices;
• Secure configuration and patch management;
• Confidentiality obligations for employees and contractors;
• Physical security controls in operational areas;
• Data handling procedures;
• Incident response procedures;
• Supplier security review where appropriate.

However, transmission of information over the internet is never completely secure. We cannot guarantee the security of data sent over the internet, but we take reasonable steps to protect personal information once received.

If you use a password to access any system connected with our services, you are responsible for keeping that password confidential. We will not ask you to disclose your password except through authorised login processes.

15. Your Rights

Depending on where you are located and which law applies, you may have rights in relation to your personal information.

These rights may include:

• The right to be informed about how your personal information is used;
• The right to access personal information we hold about you;
• The right to request correction of inaccurate or incomplete information;
• The right to request deletion or erasure of personal information;
• The right to restrict or object to certain processing;
• The right to withdraw consent where processing is based on consent;
• The right to request transfer or portability of certain information;
• The right to opt out of marketing communications;
• The right to complain to a regulator or supervisory authority;
• The right not to be discriminated against for exercising privacy rights where applicable.

To exercise your rights, please contact us at info@thequantumhq.com.

We may need to verify your identity before responding to a rights request. We may also ask for information needed to locate your records and process your request.

We may withhold or limit information to the extent permitted by law, including where disclosure would affect the rights of others, breach confidentiality, prejudice legal proceedings, or conflict with legal obligations.

16. UK and European Privacy Rights

If UK data protection law or similar privacy law applies to you, you may have rights including access, rectification, erasure, restriction, objection, portability, withdrawal of consent, and the right to complain to a supervisory authority.

If you are located in the United Kingdom, you may contact the UK Information Commissioner’s Office if you are not satisfied with how we handle your privacy concern.

We encourage you to contact us first so that we can try to resolve your concern.

17. United States Privacy Rights

Privacy rights in the United States may vary depending on your state of residence and the type of information involved.

Where applicable, residents of certain US states may have rights to:

• Know or confirm whether personal information is processed;
• Access personal information;
• Correct inaccurate personal information;
• Delete personal information;
• Opt out of certain sale, sharing, targeted advertising, or profiling activities;
• Receive a copy of personal information in a portable format;
• Appeal certain decisions regarding privacy requests.

Quantum HQ does not sell personal information for money. If our use of cookies or advertising technologies is considered “sale” or “sharing” under an applicable US privacy law, we will provide appropriate notice and choices where required.

To exercise applicable US privacy rights, contact us at info@thequantumhq.com.

18. California Privacy Notice

If the California Consumer Privacy Act, as amended by the California Privacy Rights Act, applies to our processing of your personal information, California residents may have specific rights.

These may include:

• The right to know what personal information we collect, use, disclose, sell, or share;
• The right to access personal information;
• The right to delete personal information;
• The right to correct inaccurate personal information;
• The right to opt out of sale or sharing of personal information;
• The right to limit use and disclosure of sensitive personal information in certain circumstances;
• The right not to be discriminated against for exercising privacy rights.

We do not knowingly sell personal information for money. We also do not knowingly sell or share personal information of individuals under the age required by applicable California law.

To make a California privacy request, contact us at info@thequantumhq.com.

19. Texas Privacy Notice

Quantum HQ is registered in Texas. If the Texas Data Privacy and Security Act or other applicable Texas privacy law applies, Texas residents may have rights in relation to personal data, including rights to access, correct, delete, obtain a copy of data, and opt out of certain processing activities.

To exercise applicable Texas privacy rights, contact us at info@thequantumhq.com.

20. Australian Privacy Notice

Where the Australian Privacy Act 1988 and Australian Privacy Principles apply, individuals may have rights to know how their personal information is collected, used, disclosed, stored, accessed, and corrected.

If you are located in Australia or if Australian privacy law applies to our processing, you may contact us to:

• Request access to personal information we hold about you;
• Request correction of inaccurate or outdated personal information;
• Ask questions about how we handle personal information;
• Make a privacy complaint.

We will respond to Australian privacy requests in accordance with applicable law.

21. Indian Privacy Notice

Where India’s Digital Personal Data Protection Act, 2023 applies, individuals may have rights in relation to their digital personal data.

These may include rights to:

• Receive notice about processing;
• Give, manage, or withdraw consent where consent is the basis of processing;
• Access information about personal data processing;
• Request correction, completion, updating, or erasure of personal data;
• Use grievance redressal mechanisms;
• Nominate another person to exercise rights in certain circumstances where applicable.

Where Quantum HQ acts as a data processor on behalf of a client, requests may need to be directed to the relevant client as the data fiduciary or handled in accordance with the client’s instructions.

For privacy requests relating to India, contact us at info@thequantumhq.com.

22. Children’s Privacy

Our website and services are intended for businesses and professional users. We do not knowingly collect personal information from children through our website for marketing or business development purposes.

If you believe that a child has provided personal information to us without appropriate authorisation, please contact us at info@thequantumhq.com and we will take appropriate steps.

23. Client Data Processed on Behalf of Clients

As an outsourced service provider, Quantum HQ may process personal information contained in client files, accounting systems, bookkeeping records, payroll records, tax records, reports, and other business documents.

Where we process such information on behalf of a client:

• We process the information for the purpose of providing agreed services;
• We follow the client’s lawful and documented instructions where applicable;
• We apply confidentiality and security controls;
• We do not use client data for unrelated purposes;
• We restrict access to authorised personnel;
• We assist the client with privacy obligations where required by contract and applicable law;
• We return, delete, or restrict client data according to the agreement and legal requirements.

Individuals whose information is contained in a client’s records may need to contact the relevant client directly to exercise privacy rights.

24. Third-Party Websites

Our website may include hyperlinks to third-party websites, platforms, or services.

We have no control over and are not responsible for the privacy policies, security practices, content, or actions of third-party websites.

You should review the privacy policies of any third-party websites you visit.

25. Updating Information

Please let us know if the personal information we hold about you needs to be corrected or updated.

You can contact us at info@thequantumhq.com.

26. Complaints or Queries

For any privacy-related queries, concerns, or complaints, you may contact us at:

Email: info@thequantumhq.com

We will review and respond to your concern in accordance with applicable law.

If you are not satisfied with our response, you may have the right to complain to a relevant data protection authority, privacy regulator, attorney general, consumer protection authority, or supervisory authority depending on your location and applicable law.

27. Changes to this Privacy Policy

We may update this Privacy Policy from time to time by publishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes.

Where required by law or where changes are material, we may notify you by email, website notice, or other appropriate means.

28. Contact Us

You can contact us:

• By post, using the US postal address given above;
• Using our website contact form;
• By telephone, using the contact numbers published on our website;
• By email at info@thequantumhq.com.

The Quantum HQ, LLC
USA: 850 Greenside Drive, Richardson, TX 75080
UK: 27 Old Gloucester Street, London, WC1N 3AX
India Office: SFX14, 69/1854 A1, INNERSPACE, SRM Road, near Nirmala Shishu Bhavan, Kaloor, Kochi, Kerala 682018

Email: info@thequantumhq.com
USA Phone: +1 469 638 2444
UK Phone: +44 33 0001 0090