Privacy Policy

IntraQ, Inc. provides IntraQ, a compliance and policy platform for HR teams. This policy covers the IntraQ application, our public website, and the email we send in connection with the service. It applies alongside our Terms & Conditions.

It does not cover the practices of a service you connect to IntraQ, or of a third-party site we link to. Those are governed by their own policies.

Most of the information in IntraQ belongs to a customer organization, not to us. When your employer uses IntraQ, your employer decides what is collected and why. We handle that information on their instructions. In data-protection terms we act as a processor for the content, employee records and documents inside a customer workspace.

We act as a controller for a smaller set: account registration details, billing information, support requests, and information submitted through our public website.

If you are an employee or a job candidate and you want to see, correct or remove information your employer holds in IntraQ, start with your employer. We will support them, but we will not change their records without their instruction.

When an account is created we collect and store:

• name, email address and, where provided, job title and profile photo;
• a password, which we store only as a one-way hash — we cannot read or recover it;
• if you sign in with Google or Microsoft, the identifier that provider gives us for you;
• if multi-factor authentication is enabled, the secret and recovery codes that support it, which are encrypted before storage;
• organization details: company name, workspace configuration, roles and permissions, approval settings, and the configuration of any service you connect.

A user email address cannot currently be changed inside the product, by you or by us. We are telling you this because it affects your ability to correct that field. If it needs to change, contact us and we will tell you what is possible.

IntraQ keeps a lightweight employee roster so that policies, acknowledgments and compliance obligations can be tied to real people. For each person on the roster we hold name, work email address, job title, department, start date, the state whose employment law governs their role, exemption classification, directory visibility and status.

The roster deliberately does not hold salary, date of birth, social security number, home address or benefits elections.

Offer letters are different, and you should read this carefully. When an offer letter is created and sent through IntraQ, we store the candidate name, email address, phone number, home address, compensation, signing bonus, performance bonus and equity terms, start date, location, employment type and reporting line. When the candidate opens or signs the offer we also record their signature, IP address, browser user agent and device information, and we record when the offer email is opened and when its links are clicked, with the IP address for each of those events.

Onboarding records hold checklist items only — a task, its status and its due date.

We store the documents you upload or generate: handbooks, policies, compliance documents, job descriptions, employment agreements, and the files retrieved from a service you connect. We also store text extracted from those documents and a numeric index of that text, which is what makes search and retrieval work.

We store the compliance state derived from that content: control evaluations, evidence records, findings, gaps, coverage and posture.

We store the questions you ask, the searches you run, and the answers IntraQ produces, together with the documents cited in them. Conversations are kept so you can return to them and so an answer can be traced back to its sources.

We also record the shape of how an AI request was planned — which capability was selected and whether it succeeded — to diagnose failures. That record is not separated by customer and is reviewed by IntraQ personnel.

Some records exist specifically to be evidence, and they capture more than the rest of the product does. When someone acknowledges a policy, accepts an offer, or signs a legal document or employment agreement through IntraQ, we record:

• who signed or acknowledged, and when;
• their signature or typed name;
• their IP address and browser user agent;
• a snapshot of the document text as it stood at that moment, and a fingerprint of that text, so the record cannot be quietly altered afterwards.

For a signed employment agreement, the IP address appears in the body of the signed document itself.

We record sign-in activity, IP address and browser user agent for authentication and abuse prevention, and diagnostic logs when something fails. Diagnostic logs can contain incidental personal information — an error message may quote the value that caused it.

We do not operate a product analytics platform, a session recorder or a behavioural tracking pipeline. There is none in the product, so there is none to describe.

You can run the compliance assessment on our public website without giving us anything. Scoring an assessment stores nothing at all.

If you then ask for your results, we store the name, work email address, company and role you give us, your answers, the marketing preference you select, and the campaign parameters in the link you arrived from. We do not record your IP address, browser user agent or any device fingerprint for this.

These records are automatically deleted 24 months after they are created. This is the one category in IntraQ with an automatic deletion schedule, and we would rather say so precisely than imply the same applies elsewhere.

Payments are handled by Stripe. Card details are entered directly with Stripe and never reach IntraQ. We store the plan, billing cycle, subscription status, seat counts and the identifiers Stripe gives us so we can show you your subscription and invoices.

We use information to:

• run the service — sign you in, apply permissions, and keep workspaces separate;
• generate policies and answers, search your content, and evaluate compliance obligations against your organization;
• send transactional email: invitations, password resets, offers and agreements, trial and billing notices, and compliance notifications you or your administrator have turned on;
• protect the service against unauthorized access and abuse;
• investigate problems you report and fix defects;
• meet legal obligations and respond to lawful requests.

What we do not do:

• We do not sell or rent personal information, and we do not share it with advertisers.
• We do not use your content to train any AI model. IntraQ, Inc. operates no model training of any kind.
• We do not run advertising, ad targeting or third-party tracking technology anywhere in the product or on our website.
• The email IntraQ sends is transactional. We do not operate marketing email from the product today. If we introduce it, it will carry a way to opt out.

IntraQ sends content to third-party AI providers to generate policies, answer questions and produce recommendations. We currently use OpenAI, Anthropic and Google. We choose the provider and model automatically for each request; you do not select one.

What is sent to a provider can include:

• the text of your question or instruction;
• relevant passages from your documents and policies;
• workforce information, including employee names, work email addresses, job titles and reporting relationships, where the request concerns specific people;
• the text of documents you upload, which is sent to a provider to build the search index that makes retrieval work — this happens for all content, regardless of which provider later answers a question.

We do not mask, tokenize or anonymize this information before sending it. We would rather tell you that plainly than let you assume otherwise.

IntraQ, Inc.does not use your content to train any model. A provider processes your content in order to return a response. What that provider does with content afterwards is governed by that provider’s own terms and by any agreement between us and them. We make no representation on this page about a provider’s retention or model training practices. If that is material to your organization, review the provider’s terms and raise it with us before you put sensitive data into the Service.

Not everything in IntraQ is AI. Compliance scoring, control evaluation, applicability, coverage and posture are computed by our own deterministic logic. Where an AI model drafts an answer, figures that do not appear in the underlying evidence are rejected rather than published.

You can connect IntraQ to Google Drive, Microsoft SharePoint and OneDrive, and Slack. We access only the locations you authorize, and we retrieve content in order to index and search it.

IntraQ reads connected content. It does not create, modify or delete anything in a connected service. That is a property of our software, enforced in several independent places and checked automatically before every release. It is not a property of the permission a provider grants us — some providers do not offer a read-only permission narrow enough to rely on, so the guarantee comes from our side.

Disconnecting a service stops future retrieval. Content already retrieved stays in your workspace until it is deleted.

These are the providers that handle data on our behalf:

• MongoDB Atlas— the database where your records are stored.
• Amazon Web Services— storage for uploaded and generated files, and for profile photos.
• OpenAI, Anthropic and Google— AI generation and search indexing, as described in Section 12.
• Microsoft— delivery of the email we send, which means recipient addresses and message contents pass through it.
• Google and Microsoft— sign-in, and retrieval from a service you connect.
• Slack— retrieval from a workspace you connect.
• Stripe— payment processing and billing.
• Upstash— short-lived operational state that supports request handling.

We also retrieve public legislative and regulatory data from OpenStates and LegiScan. Those requests carry state codes, subject areas and date ranges. No customer content is sent to them.

We will keep this list current. If you need the data-processing terms we hold with a particular provider, ask us.

A small number of IntraQ, Inc. personnel hold platform administrator privileges. That access can reach customer records, including questions asked of IntraQ, the answers generated, the documents cited in them, and user names and email addresses, and it is not limited to a single customer workspace.

It exists to operate the platform, investigate reported problems and respond to support requests. It is restricted to that purpose and requires multi-factor authentication. We would rather disclose the access plainly than describe controls around it that we have not finished building.

IntraQ, Inc. operates from the United States and the providers listed in Section 14 are United States companies. Your data is processed in the United States, and may be processed elsewhere where one of those providers operates.

If you are in the European Economic Area, the United Kingdom or Switzerland, using IntraQ involves a transfer of personal data to the United States. If your organization needs the specific storage locations or the transfer safeguards that would apply to it, raise this with us before you subscribe so we can answer it properly rather than generically.

We describe these as behaviours rather than mechanisms. A public page that details how a control is built is useful mainly to someone attacking it.

• Traffic between your browser and IntraQ is encrypted, and is required to be.
• Stored files are encrypted at rest. Credentials for connected services, single sign-on configuration and multi-factor secrets are encrypted before they are stored.
• Access is governed by roles, and permission checks fail closed — when authority cannot be established, the action is refused rather than allowed.
• Each customer workspace is scoped separately. That scoping is enforced in our software and verified automatically before every release.
• Multi-factor authentication is available to every user and required for IntraQ, Inc. platform administrators. SAML 2.0 single sign-on is available on plans that include it.
• Compliance-relevant activity is written to a tamper-evident, append-only record, so a later alteration is detectable.
• Sign-in attempts are rate limited and repeated failures lock the account.
• Uploaded files are validated by their actual contents before they are accepted.
• Automated security and integrity checks run against every release and block it on failure.
• There is no advertising technology, no third-party tracking and no session recording anywhere in the product.

IntraQ, Inc. does not hold a SOC 2 report, and does not hold any third-party security certification, attestation or audit opinion. We have built toward those controls and we will say so when we have completed an audit. We will not imply one before then, and you should treat any claim to the contrary as an error we want to hear about.

No system is completely secure. You are responsible for keeping your credentials confidential, managing who has access inside your organization, and telling us promptly if you suspect a problem.

We retain information for as long as it is necessary for the purposes described in this policy: to provide and secure the Service, to meet our legal and regulatory obligations, to maintain the auditability of compliance records, to resolve disputes and to enforce our agreements. Retention therefore varies by category rather than following a single fixed period.

• Website assessment records are automatically deleted 24 months after they are created. This is the one category with an automatic deletion schedule, and we would rather state it precisely than imply the same applies elsewhere.
• Compliance evidence is retained for the period your organization configures for it, and longer where it is subject to a legal hold.
• Audit, acknowledgment and signature records are retained on a long-term basis, because their purpose is to be evidence later. Deleting them would defeat the reason they exist.
• Billing records are retained by Stripe under its terms; we retain the subscription information described in Section 10.

Aside from the case above, IntraQ does not delete customer content on a schedule. If your organization requires a specific retention period for a category of data, raise it with us and we will tell you what we can support.

You can delete an individual document in IntraQ, and when you do, the stored file and the text and search index derived from it are removed. If any part of that fails, we tell you it failed rather than reporting success.

Deleting a whole workspace, or all of one person’s data, is not something you can do yourself in the product today. Removing someone’s access removes their ability to sign in; it does not erase their records, and it is not meant to — their policy acknowledgments have to survive for those acknowledgments to mean anything.

To have data deleted, email privacy@intraqai.com. We will handle the request subject to applicable legal, regulatory, security, audit, contractual and technical retention requirements, and we will tell you what we removed, what we retained and why. We are describing a request we handle rather than a button you press, because that is what exists.

Depending on where you live, you may have the right to access the personal information we hold about you, to correct it, to have it deleted, to receive a copy of it, to restrict or object to how it is processed, and to withdraw consent where processing relies on it.

These requests are handled by people, not by a self-service tool. IntraQdoes not currently have an automated way to assemble, export or erase everything associated with one person. Some information can be corrected by you in the product, some by your organization’s administrator, and some only by contacting us.

If your employer put the information into IntraQ, start with them — they decide what their workspace holds. Otherwise email privacy@intraqai.com. We will verify who you are before acting, and we will respond within the period the law that applies to you requires.

If you are in the European Economic Area, the United Kingdom or Switzerland, you may also complain to your local data protection authority. If you are a California resident, you have the rights described above, including the right not to be treated differently for exercising them. We do not sell personal information and we do not share it for cross-context behavioural advertising.

IntraQ sets a small number of cookies, and every one of them is necessary for the product to function: keeping you signed in, carrying you through a multi-factor challenge, protecting the sign-in exchange with an external identity provider, and maintaining your session. Turning them off means you cannot sign in.

We also use your browser’s local storage to remember interface preferences and where you left off in setup. That stays on your device.

We set no analytics cookies, no advertising cookies and no third-party tracking cookies. There is no analytics or advertising technology in the product to set them.

IntraQis a business tool and is not intended for anyone under 18. We do not ask for a date of birth and we do not collect one — the employee record is designed not to hold it. If we learn we hold information from a child, we will delete it.

We will update this policy as the product changes. When we do, we will change the Last updated date at the top, and for a change that materially affects how we handle your information we will tell you by email or in the product before it takes effect.

Our commitment is narrower and more useful than a promise to keep the policy current: when the product and this page disagree, the page is the thing that is wrong, and we want to know. Tell us and we will correct it.