Privacy Notice

Effective Date: December 12, 2024

Overview

At QSX (“us”, “we”, “our” or the “Company”), we are committed to protecting your personal information and your right to privacy. This Privacy Policy applies to all users around the world, including but not limited to Italia, Asia, and the United States. It outlines how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or purchase our products through our Shopify-based platform.

1. Information We Collect and How We Use It

We prioritize transparency and integrity in handling the personal information of our customers at QSX. We understand that in today’s digital environment, the way customer data is collected, stored, and utilized must reflect the highest standards of privacy and compliance. Below is a comprehensive overview of the types of data we collect, how we use it, and the legal grounds under which this information is processed.

1.1 Personal Information Collected

We collect specific personal details from our users to ensure a smooth, secure, and personalized shopping experience. This information includes but is not limited to:

Full Name: This is required to personalize your orders, ensure accurate shipping, and distinguish one customer from another. It also ensures clarity during customer service interactions.

Email Address: Used for sending order confirmations, shipping updates, support communication, newsletters, and exclusive promotional offers. It is a crucial medium to communicate important service-related messages.

Phone Number: Essential for the delivery team to coordinate with you directly, especially in situations that require immediate confirmation or location guidance.

Shipping Address: Collected during the checkout process to determine the exact delivery location. This is critical for order fulfillment and logistics.

Payment Information: Details such as the payment method used (credit/debit card, UPI, wallets, etc.) are recorded securely via our payment gateway partners. This information is required to validate transactions, initiate refunds, and prevent fraudulent activities.

These data points are collected during key interactions such as creating an account, placing an order, filling out contact forms, and subscribing to newsletters.

1.2 Technical & Behavioral Data

We also collect non-personally identifiable technical information when you browse our website. This includes :

- IP Address- Browser Type and Version- Device Type- Operating System- Time of Access and Navigation Behavior

These details help us understand how our users engage with the site. We use tools like Google Analytics and may, in the future, integrate Hotjar or Microsoft Clarity to observe heatmaps and session replays, which help in enhancing the overall UX/UI.

1.3 Customer Interactions: Wishlist, Reviews, Feedback

In addition to transactional data, we also collect behavioral data like wishlist selections, product reviews, and post-purchase feedback. Here’s how it helps us and benefits you:

Wishlist Data: Enables you to save products for future consideration. Our system uses this data to personalize recommendations and notify you when your saved products go on sale.

Reviews & Ratings: These are collected to create a transparent shopping environment for other customers. This data is also analyzed internally to monitor product quality, customer satisfaction, and supplier reliability.

Feedback Forms: We encourage users to share their experience through feedback. These responses are vital for service improvement, product development, and to address any grievances.

This data helps us personalize your shopping experience and continuously improve our services.

1.4 Purpose of Data Usage

The data we collect is not stored without intent. Every single data point serves a distinct purpose:

a. Order Fulfillment

We use your personal and payment details to:

- Verify orders- Process payments- Schedule deliveries- Handle returns or disputes- Without this information, accurate order processing would not be feasible.

b. Personalized Shopping Experience

Your browsing and purchase behavior helps us understand your preferences. This allows us to:

- Show recommended products based on past activity

- Provide a curated shopping homepage

- Suggest bundles and combo offers

- Save your settings like language, currency, and delivery location for convenience

c. Email Marketing & Promotions

If you opt-in to receive emails:

1. We send updates about latest offers, restocks, price drops, and new arrivals

2. Occasional surveys and customer appreciation programs are also shared

3. Special birthday and festive offers may be included

You may unsubscribe at any time using the link provided in every email.

d. Fraud Prevention & Risk Management

We implement robust fraud detection systems. Your data is screened to:

- Prevent identity theft and payment fraud

- Detect patterns indicative of fake accounts or malicious activities

- Block suspicious transactions

Our anti-fraud systems are continually updated in compliance with international standards.

1.5 Legal Basis for Data Processing

We comply with all global data privacy regulations, including but not limited to GDPR, CCPA, and Italy Digital Personal Data Protection Act. The legal grounds under which we process your data include:

Consent: Your voluntary agreement to let us use your data for specific purposes (e.g., newsletters).

Contractual Necessity: When processing is required to fulfill a contract, such as shipping an item you purchased.

Legal Obligation Certain laws mandate that we retain records (e.g., tax compliance, invoicing).

Legitimate Interest: We may use your data for legitimate purposes like preventing fraud or enhancing site performance, provided it doesn’t override your rights.

We uphold transparency and provide options to users to exercise control over their data.

2. Data Sharing, Third-Party Access & Confidentiality

At Quantum Sphere, we understand that when you share your personal information with us, you place your trust in our ability to protect and responsibly use that data. This section outlines the nature of our data-sharing practices, the third parties we collaborate with, the safeguards in place to protect your privacy, and the scenarios under which your data might be legally disclosed. We take transparency, trust, and compliance very seriously and strive to keep your personal data secure and confidential.

2.1 Whom We Share Your Data With

We may share your data with a limited number of trusted third-party partners for specific operational and business purposes. These third parties help us serve you better by providing essential services such as payment processing, order fulfillment, delivery, customer service enhancements, and analytics. Every partnership we engage in undergoes a rigorous evaluation of data privacy standards and legal compliance.

a) Payment Gateways

We use secure payment gateways such as Amex, mastercard, and PayPal to handle online transactions. These services receive only the data necessary to verify and process your payments securely. This includes basic user identifiers, payment method, transaction amount, and device identifiers. Payment gateways are PCI DSS compliant (Payment Card Industry Data Security Standard), ensuring that your sensitive financial data is encrypted and transmitted securely.

b) Shipping & Logistics Partners

To ensure the prompt and safe delivery of your orders, we share your name, shipping address, and contact number with reputed logistics providers like Delhivery, Blue Dart, Shiprocket, and other regional carriers. These partners only use your data for the purpose of shipping and logistics and are contractually bound to keep it secure and confidential.

c) Analytics & Marketing Platforms

We utilize tools such as Google Analytics, Meta Pixel (Facebook Pixel), Hotjar, and Crisp Chat to better understand user behavior on our platform. These tools may receive anonymized or aggregated data like IP address, browser type, time spent on pages, and clicks, which help us enhance user experience, personalize services, and improve our product recommendations. These partners do not receive personal identifiers like name or phone number unless you explicitly provide them through a form or chat.

d) Customer Support Integrations

Our customer support tools may store interactions (chat/email) that include details like your order number or account information. These interactions help us improve service quality and issue resolution efficiency.

2.2 What Data Is Shared and Why

We follow the principle of data minimization only the minimum required information is shared with third parties, and solely for the intended and lawful purpose. Here's a breakdown:

For Payments:
- Information Shared: Payment method, transaction amount, order ID, basic user information.
- Purpose: To securely process, verify, and authorize your payment.

For Delivery:
- Information Shared: Name, delivery address, contact number.
- Purpose: For carriers to deliver the product to the correct location and confirm delivery.

For Analytics:
- Information Shared: Anonymous session data, device type, IP address, geolocation (approximate), bounce rate, etc.
- Purpose: To understand customer behavior, detect website performance issues, and optimize UX.

We do not share sensitive data like your password, full financial details, or biometric identifiers with any third-party services unless explicitly authorized by you and required by law.

2.3 Third-Party Confidentiality Contracts

Every third-party vendor we engage is bound by strict contractual agreements that ensure the privacy and security of your data. These contracts include, but are not limited to:

Non-Disclosure Agreements (NDA):To prevent the unauthorized use or leakage of data.
Data Procesfsing Agreements (DPA): These define the purpose, scope, and limits of data processing activities.
GDPR Clauses (if applicable): For vendors operating in or serving users in the European Union.

All vendors are regularly audited and are required to adhere to industry-standard cybersecurity frameworks like ISO/IEC 27001, SOC 2, or equivalent compliance certifications.

If any partner fails to comply with our privacy terms, their access is immediately restricted or terminated, and appropriate legal action is taken.

2.4 No Resale or Rental Policy

We do not sell, rent, trade, or exchange your personal information with any third-party advertisers, marketing companies, or unrelated entities. Unlike many platforms that monetize data by sharing it with ad networks or brokers, Quantum Sphere maintains a zero-tolerance policy for such practices.

Your trust is more valuable to us than any short-term financial gain. Our revenue model is based on product value and customer satisfaction, not on compromising your personal data.

In cases where we collaborate with influencers, affiliate marketers, or cross-promotion partners, no identifiable customer data is ever shared promotions are handled internally and with full transparency.

2.5 Legal Obligations and Fraud Prevention

There may be instances where we are required to disclose your data in response to legal obligations or to prevent unlawful activity. In such cases, we ensure that:

The request is lawful and documented such as through a court order, government mandate, or subpoena.

Disclosure is limited strictly to what is requested and relevant.

You are informed (where possible and not restricted by law) before such disclosure takes place.

We may also share your data in the following situations:

Fraudulent or Suspicious Activity: We may share data if we detect suspicious or fraudulent behavior, such as the use of stolen credit cards, fake identities, or repeated abuse of refund policies.

Legal Rights and Terms of Service: We may disclose data to protect our legal rights, enforce compliance with our Terms of Service, or defend against legal claims.

Cooperation with Authorities: We cooperate with law enforcement, cybercrime units, and digital forensics experts in the event of a security breach, scam activity, or other digital crime that affects our platform or users.

We regularly review our privacy standards to ensure your information remains protected in the evolving digital landscape.

3. Communications, Cookies & User Preferences

At QSX, we believe in maintaining complete transparency in how we communicate with our users, how we use cookies for optimizing your experience, and how you can manage your preferences. This section details our communication practices, email marketing standards, cookie usage policies, and the tools we use to better understand and serve our users. We understand the importance of consent, clarity, and control, and our goal is to empower you with all three.

3.1 Email Marketing and Opt-In Rules

QSX follows global standards such as GDPR (General Data Protection Regulation) and CAN-SPAM guidelines to ensure responsible communication. We do not send any promotional emails or newsletters without your explicit opt-in consent.

When you sign up on our website, you are given a clear option to subscribe to our newsletter and promotional messages. This consent is obtained through a checkbox that is not pre-checked, ensuring your participation is voluntary and informed. We maintain detailed records of when and how you gave your consent.

Our email marketing content typically includes:

1. Exclusive discounts and offers

2. Early access to new launches

3. Product recommendations based on your shopping habits

4. Important updates regarding your account or order status

We use trusted platforms to send emails, ensuring secure, GDPR-compliant practices for both data storage and communication.

3.2 Newsletters & Promotional Messages

Our newsletters are more than just promotional emails — they are designed to add value to your shopping experience. Here’s what you can expect:

Curated Content: We analyze your shopping behavior (anonymously) to send you personalized recommendations.

Time-sensitive Alerts: Be the first to know when limited-time offers, flash sales, or exclusive bundles go live.

Product Education: Learn more about how to use our products through tutorial content, expert guides, or user tips.

Community Highlights: Occasional stories or experiences shared by our customers, reviews, and feedback-based features.

We typically send 1–2 emails per week to avoid spamming your inbox, but your preferences can be adjusted at any time.

3.3 Unsubscribe Mechanism

We respect your communication boundaries. That’s why every email we send contains a clear and easy-to-use "Unsubscribe" link at the bottom.

Additionally, you can request to be manually removed from our mailing list by contacting us directly at "support@nexoqus.com" We commit to fulfilling such requests within 48 hours of receipt.

You can also update your communication preferences within your QSX account by visiting the "Communication Preferences" section and toggling your choices in real-time.

3.4 Cookie Usage & Types

Cookies are small text files stored on your device that help us recognize repeat visitors, store session information, and optimize your browsing experience.

We use the following categories of cookies:

1. Session Cookies: These are temporary cookies that are erased once you close your browser. They are essential for enabling core functionalities like shopping cart persistence and secure login.

2. Persistent Cookies: These remain on your device for a set period or until manually deleted. They allow us to remember your preferences (like language or currency selection), login credentials, and items in your cart.

3. Third-Party Cookies: These are placed by trusted services integrated into our platform (e.g., Google Analytics, Facebook Pixel, payment gateways). They help us understand user behavior, optimize marketing efforts, and facilitate features like payment verification or social sharing.

4. Performance Cookies: These help us measure website performance, such as load times and page interaction, so we can deliver a smoother user experience.

3.5 Tracking Pixels and Analytics Tools

To better understand how users interact with our website, we use pixel-based tracking tools and analytics services. These include:

Google Analytics: It captures anonymous data such as number of visits, duration of visit, bounce rate, device type, browser used, and referral paths. This data helps us make informed decisions to improve site layout, speed, and content placement.

Facebook Pixel: Used to track conversions and build optimized retargeting ads. This allows us to show you more relevant products on Facebook or Instagram after you’ve visited our site.

Email Open Pixels: When we send you emails, a small tracking pixel may be embedded to determine whether the email was opened. This helps us improve future email designs and timings.

All tracking pixels used are subject to the privacy policies of their respective services, and no personally identifiable information is shared through these pixels.

3.6 Browser-Based Cookie Control by Users

You are in full control of your cookie preferences. Here are your options:

Browser Settings: All modern browsers allow you to disable cookies altogether, remove specific cookies, or set alerts when websites want to store cookies.

Opt-Out Tools: Google and Facebook both offer cookie opt-out tools. You can use these to disable ad-based tracking.

QSX Cookie Settings: When you first visit our website, you will be presented with a cookie consent banner where you can accept or customize cookie usage. You can also revisit your preferences any time by going to our “Cookie Settings” section in your account or website footer.

By offering these controls, we ensure that your data remains yours, and you can choose how much you want to share.

We continuously monitor and update our cookie and communication policies to reflect current legal standards, user expectations, and technological advancements. If you have further questions or concerns about our communication and cookie practices, please contact us at "support@nexoqus.com".

4. Returns, Refunds & Customer Disputes

Our aim to deliver satisfaction with every product. However, we understand that sometimes a product might not meet your expectations, or you may have a valid reason to return it. For this reason, we offer a 14-day return window on eligible items.

This 14-day period starts from the day the product is delivered to your doorstep. During this period, if you find the product to be unsatisfactory due to size issues, defects, or any legitimate concerns you may initiate a return request through our support system or dashboard.

For items ordered via our Express Shipping service, returns are also governed under this same 14-day return period. Express Shipping does not limit your right to return; it simply speeds up your product’s arrival usually within 4–5 working days, depending on your location and the product availability. However, any return request for such products must also be placed within 14 days from the delivery date, regardless of shipping speed.

4.1 Refund Modes: Store Credit & Conditional Cash Refunds

Our default refund method is Store Credit credited to your QSX wallet/account. This allows you to reuse the amount for any future purchase without the need for banking delays or transactional issues.

Store credits are generally issued within 3–5 business days after your returned item is received and inspected. However, if there is a situation where the store credit is not acceptable or you’ve had a specific negative experience, we may offer a cash refund (via original payment method). These refund approvals are processed case-by-case and require internal validation.

Why Store Credit First?

It allows us to resolve return issues faster and encourage loyalty-based resolution. However, we always prioritize fairness, so if a full refund is truly justified, it will be considered.

4.2 Product Condition for Return Eligibility

To be eligible for a return or refund, the product must be unused, undamaged, and in its original packaging. Here are the full conditions:

- The original tags and brand labels must be intact.

- Product must be in resalable condition, without any signs of wear, stains, scratches, or usage.

- Any accessories, manuals, or freebies that came with the product must be returned along with it.

If the product appears to have been used even partially or the seal has been tampered with, the return will be rejected and the product may be sent back to you at your expense.

This is to ensure hygiene, authenticity, and quality control for all customers.

4.3 Payment Method Verification During Refunds

Generally, we do not re-request your payment details, as your method of payment (Card, UPI, Wallet, PayPal, etc.) is securely saved in our system — encrypted and used only for refund routing.

However, in rare cases (like system error, gateway timeout, or partial refund to split methods), we may reach out to reconfirm your bank details or payment method. In such cases:

You'll be asked to email or submit a form securely.

We never ask for sensitive details like OTPs, CVVs, or full card numbers.

All such requests are handled under data protection protocols as explained in our Privacy Policy.

This ensures smooth processing while keeping your financial data safe and within legal compliance.

4.4 Fraud Detection & Abuse Prevention

We take fraud prevention very seriously at QSX. Every return request is visually and technically inspected by our fulfillment team to ensure that the claim is genuine.

Some return requests that trigger suspicion include:

1. Returning used or damaged products and claiming they were received that way.

2. Making repeated return claims for multiple products (a behavior known as return abuse).

3. Intentionally misusing the refund policy to claim products without cost.

What is Return Abuse?

Return abuse refers to any activity where a customer regularly exploits the return/refund system such as:

- Buying products frequently and returning them unnecessarily.

- Using products and then falsely claiming defects.

- Filing fake complaints for reimbursement or store credits.

In such cases, we reserve the right to block return access, restrict accounts, or initiate legal action under fraud and misrepresentation clauses.

4.5 Internal Dispute Handling & Fulfillment Team Role

When a dispute arises whether it's related to a wrong item, damaged delivery, or missing product we initiate a structured resolution workflow involving our internal fulfillment & quality assurance teams.

We may share relevant details (order number, delivery address, tracking data, product images, etc.)with:

1.Our warehouse inspection team

2.Courier service providers

3. Legal consultants (in extreme fraud or chargeback cases)

However, all such sharing is done under strict NDA and privacy compliance. No personal data is ever shared publicly or with unauthorized third parties.

We do not disclose every step of our dispute resolution to customers, but your satisfaction is always our priority.

If we find that your claim is valid and genuine we will either resend the correct product or issue an appropriate refund/store credit, depending on the case.

Even in rare edge cases, we promise to resolve every dispute transparently, fairly, and with respect to both parties’ rights.

5. Children’s Privacy, Policy Updates & Contact Information

At QSX, we believe in safeguarding the privacy of all our users, including minors, and we’re committed to maintaining transparency regarding how we handle user data. This section outlines our approach to protecting children’s privacy, how we inform users about any updates to our privacy policy, and how users can reach out to us for concerns or questions. We understand the importance of keeping parents informed and ensuring that our platform complies with international child data protection laws.

We also believe in full transparency whenever changes are made to our privacy practices. That’s why any modifications to this policy will be clearly communicated via website notifications or email updates. It’s our responsibility to keep our users aware of how their personal information is collected, used, and protected over time.

Lastly, user trust is our top priority. Whether you have questions about your personal data, our policies, or anything else, our dedicated support team is always ready to help. We encourage our users to review this policy regularly and stay updated with any changes. This section is here to ensure you feel safe, informed, and empowered while engaging with QSX.

5.1 Children’s Privacy & Data Collection from Minors

We do not operate as an adult-only or age-restricted website. Our platform sells tech gadgets that appeal to users across a wide range of age groups, including teenagers and potentially younger children. As such, we do not implement strict prohibitions against the data collection of users under the age of 13, as our website is not exclusively directed at adults.

We understand that children today are more tech-savvy than ever before, and they may engage with our platform to explore products such as smartwatches, headphones, or beginner-friendly gadgets. Therefore, in cases where we inadvertently or unknowingly collect personal data from users under the age of 13, we take full responsibility to securely store, protect, and prevent the misuse of such data in accordance with our standard privacy and data protection protocols.

Although our business is not governed by the U.S.-specific Children’s Online Privacy Protection Act (COPPA) in a legal capacity, we still uphold the ethical principles behind it. That means:

1. We do not knowingly request or encourage personal data from users who identify as under the age of 13 during account registration.

2. If a parent or guardian believes their child has provided us with personal data, they may contact us directly to review, edit, or delete the information.

All customer data, regardless of age, is protected using the same strict security protocols we apply to all users (outlined under Section 4 Data Security & Retention). This includes SSL encryption, firewall protections, restricted staff access, and continuous monitoring.

We treat the privacy of all our users including minors with utmost respect and seriousness.

5.2 Customer Support & Queries

We understand that despite our efforts to write a comprehensive and transparent policy, not every user will understand every detail and that’s completely okay.

If at any point a customer has:

- Doubts or confusion about our Privacy Policy

- Questions about how their personal data is used

- Issues related to their personal information (such as damaged product claims, misunderstanding of rights, or return-related concerns)

Then they are always welcome to reach out directly to our support team.

You can contact us via email at:
"support@nexoqus.com"

Our support email is always active, and our team is committed to responding as quickly as possible. We take customer concerns seriously and aim to provide clear, fast, and honest assistance regarding any privacy or data-related matters.

Whether it’s a technical question, a request for clarification, or a complaint about how your data has been handled, we are here to help. Please mention as much detail as possible in your message (such as your order ID, email used, and the specific issue) so we can investigate and assist without delay.

"Your Trust Our Promise"

At QSX, your privacy is not just a policy it’s a commitment. We deeply respect your trust in us and strive to protect your data with the highest standards Every decision we make is driven by our dedication to transparency, safety, and ethical responsibility We assure you that your personal information is treated with utmost confidentiality and care Our team continuously works to improve our security protocols and ensure your peace of mind Your feedback matters and we’re always here to listen, support, and assist you By using our services, you place your trust in us and we never take that for granted We thank you for choosing QSX and being a valued part of our community Please revisit this policy regularly for updates and feel confident in your digital journey with us. Together, let’s build a safer, smarter, and more respectful online experience.