Privacy Policy

Introduction

Your privacy is important to us. This Privacy Policy explains how Quillstitch collects, uses, discloses, and safeguards your information when you use our embroidery digitization platform and related services.

Please read this Privacy Policy carefully. By using this Application, you consent to the practices described in this policy.

Owner and Data Controller

Quillsys LLC

540 N Dearborn St #101094, Chicago, IL 60610, USA

Owner contact email: [email protected]

Summary

Data we collect automatically: Usage Data, device information, IP addresses, browser type, pages visited, and interaction data through cookies and similar tracking technologies.

Data you provide to us: Account information (name, email), payment information (processed by third parties), and User Content (images and files you upload for digitization).

Types of Data We Collect

Among the types of Personal Data that this Application collects, by itself or through third parties, there are:

• First name
• Last name
• Email address
• Usage Data
• Trackers (cookies and similar technologies)
• Account login credentials
• User Content (images, artwork, and files uploaded for digitization)

Complete details on each type of Personal Data collected are provided in the dedicated sections of this Privacy Policy or by specific explanation texts displayed prior to the data collection.

Personal Data may be freely provided by the User, or, in the case of Usage Data, collected automatically when using this Application.

Unless specified otherwise, all Data requested by this Application is mandatory and failure to provide this Data may make it impossible for this Application to provide its services. In cases where this Application specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or functioning of the Service.

Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.

Any use of Cookies—or of other tracking tools—by this Application or by the owners of third-party services used by this Application serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document.

Users are responsible for any third-party Personal Data obtained, published, or shared through this Application.

User-Uploaded Content

Quillstitch is an embroidery digitization platform. When you upload images, artwork, logos, or other files ("User Content") to this Application, we process this content to provide you with digitization services.

How We Process User Content

• Storage: Your User Content is stored securely on our infrastructure to enable access across your devices and sessions.
• Processing: User Content is processed by our automated digitization system to generate embroidery stitch files and related outputs ("Generated Designs").
• Display: User Content and Generated Designs are displayed within your account for preview, editing, and download purposes.
• Transmission: User Content may be transmitted to third-party infrastructure providers solely for the purpose of operating the Service.

Automated Processing and AI

This Application uses automated systems, including machine learning algorithms, to analyze uploaded images and generate embroidery stitch patterns. This automated processing may include:

• Image analysis for color detection, edge detection, and shape recognition
• Vectorization and path optimization
• Physics-based simulation to predict stitch behavior and identify potential issues
• Generation of recommended stitch parameters, densities, and patterns

You have the right to request human review of any automated digitization output by contacting us at [email protected].

User Content Retention

• Active accounts: User Content and Generated Designs are retained for as long as your account remains active.
• Account deletion: When you delete your account, all associated User Content and Generated Designs will be permanently deleted within 30 days, except where retention is required by law, for fraud prevention, or to maintain backups for a reasonable period not exceeding 90 days.
• Manual deletion: You may delete individual User Content or Generated Designs at any time through your account settings.

Ownership and Rights

You retain full ownership of all User Content you upload. Nothing in this Privacy Policy or our Terms of Service transfers ownership of your User Content to the Owner. Generated Designs created from your User Content are owned by you.

AI Training Disclosure

We do not use your User Content or Generated Designs to train machine learning models without your explicit opt-in consent. Your designs remain private and are not shared with other users or used to improve our algorithms unless you specifically authorize such use.

Mode and Place of Processing

Methods of Processing

The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data.

The Data processing is carried out using computers and/or IT-enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Application (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.

Sub-Processors

The Owner relies on the following third-party sub-processors to operate the Service. Each sub-processor processes Personal Data only as necessary to fulfill its designated function:

The Owner maintains appropriate data processing agreements with each sub-processor. This list is updated when sub-processors change. Users may request the current list at any time by contacting the Owner at [email protected].

Place of Processing

The Data is processed at the Owner's operating offices and in any other places where the parties involved in the processing are located.

Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.

Retention Time

Unless specified otherwise in this document, Personal Data shall be processed and stored for as long as required by the purpose for which it was collected and may be retained for longer due to applicable legal obligation or based on the Users' consent.

Purposes of Processing

The Data concerning the User is collected to allow the Owner to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following:

• Providing embroidery digitization services
• Handling payments
• Hosting and backend infrastructure
• Registration and authentication
• Managing contacts and sending messages
• Contacting the User
• Analytics and service improvement

Detailed Information on the Processing of Personal Data

Personal Data is collected for the following purposes and using the following services:

Contacting the User

Mailing List or Newsletter

By registering on the mailing list or for the newsletter, the User's email address will be added to the contact list of those who may receive email messages containing information of commercial or promotional nature concerning this Application. Your email address might also be added to this list as a result of signing up to this Application or after making a purchase.

Personal Data processed: email address, Trackers, Usage Data

Category of Personal Information collected according to the CCPA: identifiers, internet or other electronic network activity information

Handling Payments

Unless otherwise specified, this Application processes any payments by credit card, bank transfer, or other means via external payment service providers. In general and unless otherwise stated, Users are requested to provide their payment details and personal information directly to such payment service providers. This Application isn't involved in the collection and processing of such information: instead, it will only receive a notification by the relevant payment service provider as to whether payment has been successfully completed.

Stripe

Stripe is a payment service provided by Stripe, Inc.

Personal Data processed: email address, first name, last name, payment information, Trackers, Usage Data

Place of processing: United States

Service provided by: Stripe, Inc. (United States) — Privacy Policy

Category of Personal Information collected according to the CCPA: identifiers, commercial information, internet or other electronic network activity information

Hosting and Backend Infrastructure

This type of service has the purpose of hosting Data and files that enable this Application to run and be distributed or to provide a ready-made infrastructure to run specific features or parts of this Application.

Fly.io

Fly.io is a hosting and application platform service.

Personal Data processed: User Content, Generated Designs, Usage Data, various types of Data as specified in the privacy policy of the service

Place of processing: United States (with global edge deployment)

Service provided by: Fly.io, Inc. — Privacy Policy

Supabase

Supabase provides database, authentication, and backend infrastructure services.

Personal Data processed: email address, first name, last name, User Content, Generated Designs, Usage Data

Place of processing: United States

Service provided by: Supabase, Inc. — Privacy Policy

Category of Personal Information collected according to the CCPA: identifiers, internet or other electronic network activity information

Registration and Authentication

By registering or authenticating, Users allow this Application to identify them and give them access to dedicated services. The Personal Data is collected and stored for registration or identification purposes only. The Data collected is only what is necessary for the provision of the service requested by the Users.

Personal Data processed: email address, first name, last name, password (hashed)

Cookie Policy

This Application uses Trackers. To learn more, Users may consult the Cookie Policy.

Types of Cookies Used

• Technical Cookies: Necessary for the operation of this Application
• Analytics Cookies: Help us understand how Users interact with this Application
• Preference Cookies: Remember your settings and preferences

Rights of Users

Users may exercise certain rights regarding their Data processed by the Owner.

In particular, Users have the right to do the following, to the extent permitted by law:

• Withdraw consent: Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
• Object to processing: Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent.
• Access their Data: Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing, and obtain a copy of the Data undergoing processing.
• Verify and seek rectification: Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
• Restrict the processing of their Data: Users have the right to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
• Have their Personal Data deleted or otherwise removed: Users have the right to obtain the erasure of their Data from the Owner.
• Receive their Data and have it transferred to another controller: Users have the right to receive their Data in a structured, commonly used, and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance.
• Lodge a complaint: Users have the right to bring a claim before their competent data protection authority.

How to Exercise These Rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Such requests are free of charge and will be answered by the Owner as early as possible and always within one month, providing Users with the information required by law.

Rights for Users in the European Union (GDPR)

Where the processing of Personal Data is based on consent, Users have the right to withdraw such consent at any time.

Users have the right to lodge a complaint with their local data protection authority.

Legal Basis for Processing

The Owner may process Personal Data relating to Users if one of the following applies:

• Users have given their consent for one or more specific purposes.
• Provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof.
• Processing is necessary for compliance with a legal obligation to which the Owner is subject.
• Processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner.
• Processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In particular, the Owner relies on legitimate interest as the legal basis for processing in the following cases:

• Operating, maintaining, and improving the Service, including troubleshooting and infrastructure management;
• Processing business contact information provided in a professional capacity (such as company name, job title, and work email address) for the purpose of managing business relationships, responding to inquiries, and fulfilling contractual obligations;
• Communicating with Users regarding service updates, security notices, and administrative messages;
• Detecting, preventing, and addressing fraud, abuse, security risks, and technical issues;
• Enforcing the Owner's Terms of Service and protecting the rights, property, or safety of the Owner, its Users, or third parties.

Users may object to processing based on legitimate interest at any time by contacting the Owner at the contact details provided in this document. The Owner will cease processing unless it demonstrates compelling legitimate grounds that override the User's interests, rights, and freedoms, or for the establishment, exercise, or defense of legal claims.

Rights for Users in the United States

This section applies to all Users who are residents of the following states: California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Maryland, Minnesota, Rhode Island, and Tennessee.

Categories of Personal Information Collected

• Identifiers: name, email address, account credentials
• Commercial information: subscription and payment history
• Internet or other electronic network activity information: Usage Data, browsing history within the Application, interaction with the Application
• Geolocation data: approximate location based on IP address
• Audio, electronic, visual, or similar information: User Content (uploaded images and artwork)
• Inferences: preferences derived from the above

Sources of Personal Information

• Directly from you when you provide it to us
• Automatically when you use this Application
• From third-party service providers

Purpose of Collection

Personal Information is collected for the purposes listed in the "Purposes of Processing" section above.

Sale and Sharing of Personal Information

We do not sell your Personal Information. We do not share your Personal Information for cross-context behavioral advertising.

Your Privacy Rights

Depending on your state of residence, you may have the following rights:

• Right to know/access: Request information about the Personal Information we have collected about you
• Right to delete: Request deletion of your Personal Information
• Right to correct: Request correction of inaccurate Personal Information
• Right to portability: Receive your Personal Information in a portable format
• Right to opt out: Opt out of the sale of Personal Information (we do not sell) or targeted advertising
• Right to non-discrimination: We will not discriminate against you for exercising your rights

Exercising Your Rights

To exercise your rights, contact us at [email protected]. We will verify your identity before processing your request.

Additional Information

Legal Action

The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Application or the related Services.

The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.

System Logs and Maintenance

For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) or use other Personal Data (such as the IP Address) for this purpose.

Data Processing Agreements

Business customers who require a Data Processing Agreement (DPA) in connection with their use of this Application may request one by contacting the Owner at [email protected]. The Owner will provide a DPA that addresses the processing of Personal Data in accordance with applicable data protection laws, including the GDPR and applicable United States privacy regulations.

Information Not Contained in This Policy

More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.

Changes to This Privacy Policy

The Owner reserves the right to make changes to this Privacy Policy at any time by notifying its Users on this page and possibly within this Application and/or—as far as technically and legally feasible—sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the top.

Should the changes affect processing activities performed on the basis of the User's consent, the Owner shall collect new consent from the User, where required.

Definitions and Legal References

Personal Data (or Data) / Personal Information (or Information)

Any information that directly, indirectly, or in connection with other information—including a personal identification number—allows for the identification or identifiability of a natural person.

User Content

Images, artwork, logos, and other materials uploaded by Users to this Application for digitization purposes.

Generated Designs

Digitized embroidery designs, stitch files, and related outputs created by this Application from User Content.

Usage Data

Information collected automatically through this Application (or third-party services employed in this Application), which can include: the IP addresses or domain names of the computers utilized by the Users who use this Application, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.

User

The individual using this Application who, unless otherwise specified, coincides with the Data Subject.

Data Subject

The natural person to whom the Personal Data refers.

Data Processor (or Processor)

The natural or legal person, public authority, agency, or other body which processes Personal Data on behalf of the Controller, as described in this Privacy Policy.

Data Controller (or Owner)

The natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of this Application. The Data Controller, unless otherwise specified, is the Owner of this Application.

This Application

The means by which the Personal Data of the User is collected and processed.

Service

The service provided by this Application as described in the relative terms (if available) and on this site/application.

European Union (or EU)

Unless otherwise specified, all references made within this document to the European Union include all current member states to the European Union and the European Economic Area.

Cookie

Cookies are Trackers consisting of small sets of data stored in the User's browser.

Tracker

Tracker indicates any technology—e.g., Cookies, unique identifiers, web beacons, embedded scripts, e-tags, and fingerprinting—that enables the tracking of Users, for example by accessing or storing information on the User's device.