Privacy notice for the Q4pilot app
This notice describes which personal data the Q4pilot app for iOS and Android processes. Q4pilot and Q4 Cockpit are two access points to the same system: Q4pilot is the mobile one, Q4 Cockpit the one at the desk (Windows program and browser). What is processed and stored there is described in the privacy notice for Q4 Cockpit. Use of both apps is governed by our Terms of Use; for visits to our website, our general privacy notice applies in addition.
1. Controller
Q4 media AG
Röntgenstr. 9
66763 Dillingen/Saar, Germany
Phone: +49 6831 76885-0
Email: info@q4m.de
Allocation of roles: for employees’ telephony data, the company is generally the controller within the meaning of the GDPR; we process this data as a processor under Art. 28 GDPR on the basis of a data processing agreement. For access or erasure, please therefore contact the responsible person at your company first — you may also contact us directly and we will forward your request.
2. What the app is for
Q4pilot is the mobile access point to a telephone system that we operate for your employer or client. The app is not a stand-alone offering: you can only use it with an account created for you by your company’s administration. There is no registration in the app.
3. Data processed by the app
- Account data: name, business email address, your extension and company affiliation. Purpose: signing in and assigning your extension.
- Connection data: the other party’s number, direction, time, duration and outcome of a call (answered, missed, forwarded). Purpose: call history, call-back and evidence of the telephony service provided.
- Push token and device identifier: an identifier for your device assigned by Apple or Google. Purpose: making the right device ring when a call comes in. Without it, the app cannot ring while the screen is locked.
- Call content: speech is transmitted in encrypted form between your device and our system and is not stored. Recording only takes place if your company has expressly ordered and enabled it; participants are then informed separately.
- Door intercom: when someone rings at a connected intercom, the app retrieves its camera image for the duration of the call. The image is only displayed, not stored.
- Messages: content and metadata of internal messages. If the WhatsApp module is booked for your company, incoming and outgoing messages additionally pass through Meta’s systems (see section 5).
- Sign-in by QR code: to sign in without typing a password on a phone keyboard, you can scan a QR code displayed by Q4 Cockpit at the desk. The camera image is evaluated on the device only and is neither transmitted nor stored; only the one-time sign-in key read from it is transmitted. It is valid for two minutes and can be redeemed exactly once.
Not processed: location data, advertising identifiers, usage or diagnostic statistics. There is no tracking, neither for our own advertising nor for third parties, and no analytics or advertising components are embedded.
4. Device permissions
- Microphone: required for making calls.
- Notifications: for incoming and missed calls.
- Camera: solely to scan the sign-in QR code. Without this permission only sign-in with credentials works; all other features are unaffected.
- Background operation: the app maintains a connection to the telephone system in the background or waits for call notifications. Without it, the phone does not ring when the app is closed.
5. Push notifications and disclosure to third parties
So that your device rings when a call comes in, we send a notification via the service of the respective operating system vendor:
- Apple Push Notification service (Apple Inc., USA) for iOS
- Firebase Cloud Messaging (Google Ireland Ltd. / Google LLC, USA) for Android
What is transmitted is the device identifier plus the name and number of the calling party, so that the call display can be populated. Both providers are certified under the EU-US Data Privacy Framework; standard contractual clauses apply in addition. The legal basis is Art. 6(1)(b) GDPR (performance of the user relationship) and Art. 6(1)(f) GDPR (operating a functioning telephone service).
Depending on the modules your company has booked, further providers are involved:
- Hetzner Online GmbH (data centres in Germany and Finland) — operation of our servers, EU only.
- Anthropic PBC (USA) — language models for call notes, summaries and draft text.
- Deepgram, Inc. (USA) — converting speech to text, for example for transcription or an AI phone assistant.
- ElevenLabs, Inc. (USA) — synthetic speech output of an AI phone assistant.
- Meta Platforms Ireland Ltd. — only where the WhatsApp module is booked, for delivering and receiving those messages.
Transfers to the USA: for the providers named above outside the EU we base the transfer on standard contractual clauses pursuant to Art. 46(2)(c) GDPR together with supplementary safeguards, unless an adequacy decision applies in any case. Despite these measures, access by US authorities cannot be entirely ruled out. Your data is not used to train AI models; if your company cancels the AI features, the associated transfer does not take place.
6. Where the data is held and for how long
Account and connection data are held on our servers in Germany (Hetzner Online GmbH, data centres in Germany and Finland within the EU) — not on the app store operators’ servers.
- Connection data (call history): 90 days by default, unless your company has agreed a different retention period.
- Push token: until the device is signed out, at the latest when the push service reports the token as invalid.
- Account data: for the duration of the account; afterwards deleted or blocked unless statutory retention obligations apply.
- Voice messages (answering machine): until you delete them, at the longest in line with the retention period agreed with your company.
7. Deleting your account and data
Since accounts are not created in the app, they cannot be deleted there either. To have your account and the associated data deleted, please contact your company’s administration or write to us at info@q4m.de. We carry out the deletion once the company has confirmed it.
8. Your rights
You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21 GDPR). You may also lodge a complaint with a supervisory authority; the authority responsible for us is:
Unabhängiges Datenschutzzentrum Saarland
Fritz-Dobisch-Straße 12, 66111 Saarbrücken, Germany
www.datenschutz.saarland.de
9. Contact
We answer questions about privacy in the app at info@q4m.de or by phone on +49 6831 76885-0.