1. Overview
Qube Labs Inc. ("Qube," "we," "our," or "us") builds on-premise AI hardware for professional practices. This Privacy Policy describes how we handle information in connection with our website at qube.bot, enquiries we receive through it, and the Qube hub and its software.
The core principle is simple: the hub runs every AI workload on hardware in your office. Audio, transcripts, extracted items, documents, embeddings and answers stay on that hardware.
Qube Labs does not receive a copy of that data. The system does not require our servers to function. If Qube Labs ceases operations, the models and the memory on your hub remain on hardware you own. Optional services such as software updates would stop.
2. Information We Collect
2a. Website & enquiries
When you visit qube.bot or ask us for a demo, we may collect:
- Your work email address
- Anything you choose to tell us about your practice, such as its field and how many people work there
- Basic analytics such as page views and referral source (anonymized)
- Standard server logs including IP address, browser type, and timestamp
2b. The Qube hub
The hub operates on your office network. By design, it does not transmit any of the following to Qube or to any third party:
- Recorded audio from client meetings, or any part of it
- Transcripts, extracted items, or the decisions people make about them
- Documents indexed from your files, or anything derived from them
- Models, weights, embeddings, or voiceprints held on the hub
Outbound network access is denied by default and limited to an allowlist. The only integration that uses it is a read-only calendar feed, and only if someone in your office connects one. The hub can also be run with outbound access blocked entirely.
Optional software updates may be downloaded from our servers when you explicitly approve them. These update requests contain only the hub's hardware ID and current software version - nothing about your clients.
3. How We Use Your Information
Information collected through the website is used solely to:
- Arrange and follow up on a demo or a pilot
- Understand which kinds of practice we should serve first
- Understand how people discover and use our website
- Respond to your support inquiries
We do not sell, rent, or share your personal information with advertisers or data brokers. Ever.
4. Cookies & Tracking
Our website uses minimal, privacy-respecting analytics. We do not use third-party advertising cookies. We do not build behavioral profiles. If we use any analytics service, we configure it to anonymize IP addresses and disable cross-site tracking.
5. Data Retention
Email addresses and anything you tell us about your practice are retained until you ask us to delete them. Website logs are retained for up to 90 days for security purposes and then permanently deleted.
Data on your hub is stored on hardware you control, and how long recordings are kept is a setting your practice chooses at install, from your own file retention policy. We do not host a copy, so we cannot read or delete it remotely.
6. Your Rights
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data at any time
- Withdraw consent for marketing communications
- Lodge a complaint with a supervisory authority
To exercise any of these rights, email us at privacy@qube.bot.
7. Security
We take reasonable technical and organizational measures to protect the information we hold. All data transmitted between your browser and our servers is encrypted via TLS. The hub encrypts recorded audio at rest on your own hardware.
7a. Recording and consent
The hub never begins recording on its own. A session has two states, and the move from armed to recording is a deliberate action taken by a person in the room, at the moment your professional says aloud that the meeting is being recorded.
Qube provides the mechanism. Meeting the notice and consent requirements that apply to your practice and your jurisdiction remains your responsibility, and you should take your own legal advice on the wording you use.
8. Children's Privacy
Our services are not directed to children under 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.
9. Changes to This Policy
We may update this Privacy Policy as our product evolves. We will notify practices we work with of material changes via email and update the "Last updated" date at the top of this page.
10. Contact
Questions? Reach us at privacy@qube.bot or write to:
Qube Labs Inc., hello@qube.bot