Immexa Hub Privacy Policy

In brief: Immexa Hub is a staff and management mobile app for Immexa operations. It supports workflows such as appointments, receipt capture, task updates, call handling and administrative review. We do not sell personal information or use it for third-party advertising.

1. Who this policy applies to

This policy applies to the Immexa Hub mobile application and related services (together, Immexa Hub), provided and supported by XQ Systems (we, us or our).

Immexa Hub is intended for authorised staff and management users of an organisation using Immexa. It is not a public client app and does not offer public self-registration.

2. Information we process

Depending on your role and how Immexa Hub is used, the app may process:

• Staff account information, such as name, email address, username, role, permissions and account identifiers.
• Client and matter references, including client names, matter references, appointment details, status information and operational notes made available by Immexa.
• Receipt and document information, including images or files that authorised staff capture or attach for client records.
• Operational activity, such as task updates, call-handling records, approvals, sync status and audit logs.
• Technical and security information, such as device type, app version, IP address, access times, authentication events, crash information and offline sync records.

3. How information is used

Information is used to authenticate staff, apply role-based access, show authorised operational records, upload receipts or documents to the correct client record, update appointments and tasks, maintain audit trails, support offline sync, troubleshoot issues and keep the Immexa system secure.

4. Camera and photo library

Immexa Hub may request camera or photo library access so authorised staff can capture or attach payment receipts and client-related documents. These permissions are used only when a staff member chooses to capture, select or upload a file.

5. Sharing and disclosure

Immexa Hub shares operational data with the Immexa backend and related Immexa services where needed for authorised business workflows. Information may be available to XQ Systems personnel who need access to operate, secure or support the platform, and to hosting, storage, security and support suppliers acting on our behalf.

Information may also be disclosed where required by law, regulation, professional duties, security investigation, dispute resolution or system integrity requirements. Immexa Hub does not sell personal information.

6. Storage, security and retention

Immexa Hub is designed to use secure authentication, role-based permissions, encrypted communication, audit logging and controlled access. Offline queued records may be stored on the device until they can sync or are cleared by authorised action.

Operational records are retained according to Immexa business, legal, accounting, client service, security and audit requirements. Staff access may be revoked through the main Immexa system.

7. Access and correction

Authorised users may ask to access or correct information associated with their staff account or operational records. Requests may need to be handled by the organisation that manages the relevant Immexa workspace or by XQ Systems where the request relates to platform support.

8. Changes to this policy

We may update this policy when the app, suppliers, legal requirements or information-handling practices change. The current version will be published at this URL with its effective date.

9. Contact