Privacy Policy

Updated July 27, 2026

Introduction

Q4 Inc. provides Investor Relations Operations software and services to public companies. It is headquartered in Toronto with offices in New York and London and customers around the world. When we say ‘Q4’, ‘we’, ‘us’, or ‘our’, we mean Q4 Inc. and our affiliates and subsidiaries.

This Website Privacy Notice applies to the personal information we collect and use to operate and grow our business, including for marketing, sales, and recruiting. This Privacy Notice does not apply to:

• Data we process about Investors and Institutional Contacts as part of our proprietary contact database and enrichment services, which is covered by the Q4 Investors and Institutional Contacts Privacy Notice
• Data we process on behalf of our customers as a Data Processor and Service Provider (refer to the Privacy Notice provided by the company)
• Data we process about Q4 Employees, which is covered by the Q4 Employee Privacy Notice

How we collect and use personal information

Q4 is a business-to-business (B2B) software company. We sell our products and services to companies, and the people we interact with are doing so in their business or employment context. We don’t market or sell to individual consumers, so we don’t intentionally collect their personal information. We do not collect children’s personal information.

Website Visitors

Website Visitors include people who interact with our website or other digital properties such as social media pages.

When you visit our website

We use cookies and other tracking tools to understand how people are finding and using our website. This helps us maintain, improve, and keep our site secure. We try to learn more about our visitors, such as which company they work for and how to reach them. We use that information to try to get our ads in front of them on social media and other websites.

Refer to Cookies and other Tracking Technologies for additional details of the data we collect and how we use it.

Under GDPR, our Legal Basis for processing this data is Consent.

When you request information from us

Our website has several ways to get in touch with us: you can submit a contact form, download a white paper, register for an event, book a meeting, or send a message using our automated chat feature. You will also find email and phone numbers for various departments. We will use your personal information to respond to you, and we will consider you a Business Contact going forward.

Under GDPR, our Legal Basis for processing this data is our Legitimate Interest in managing relationships with prospective and existing customers.

Business Contacts

Our Business Contacts are the people we communicate with in the course of marketing, selling, and managing our products and services: customers, prospects, users, partners, vendors, and email subscribers. If you’re a Business Contact, the personal information we have about you is limited, and only related to your professional role.

When you interact with us on behalf of your company

We use your contact information to communicate with you, and we may do some additional research about your current role in the course of trying to sell our products and manage customer accounts.

Under GDPR, our Legal Basis for processing this data is our Legitimate Interest in identifying prospective business customers, marketing our products and services, and developing business relationships.

To provide seamless service, we use software tools to record our interactions including emails, meetings, and calls. We get your permission to record calls and meetings, and we’re always happy to make them available to anyone who attended. Sometimes we use AI tools like automatic note-takers that allow our team to pay full attention to the conversation. We’ll let you know when we’re doing that.

Under GDPR, our Legal Basis for recording interactions is Consent.

When you subscribe to our mailing list

We send periodic emails with educational content about Investor Relations, invitations to events, and updates about our company and products. You can easily unsubscribe from the email marketing messages with a link in the footer. If you are an active customer or user, you’ll continue to receive important notifications from us.

Under GDPR, our Legal Basis for processing this data is our Legitimate Interest in marketing our products and services.

When you represent a prospective customer

We subscribe to third party services like Zoominfo and LinkedIn Sales Navigator to obtain the business contact information of people who represent our prospective customers: publicly traded companies and Investor Relations agencies. We use it to get in touch with people who might want to use our services. If you ask us not to contact you, we will stop.

Under the GDPR, our Legal Basis for processing this data is our Legitimate Interests in identifying prospective business customers, marketing our products and services, and developing business relationships.

Job Candidates

Job Candidates means individuals who have applied for employment, are being considered for employment, or are identified or contacted by us in connection with potential employment opportunities.

When you apply for a job

You provide your contact information and your professional background when you apply for a job via the Q4 website. We use it to communicate with you about your candidacy and assess your qualifications and fit for the role. We may also get your information from third parties such as recruiters or people who refer you, or find it ourselves in public sources like LinkedIn.

Under GDPR, our Legal Basis for processing this data is our Legitimate Interest in recruiting and hiring employees.

In some cases, we may request information from you that is categorized as “sensitive” under privacy and data protection laws, like information about your health or disability status in order to provide appropriate accommodations for you during the interview process. We’ll let you know that this is a voluntary disclosure, and we will only use your information for that specific and limited purposes.

Under GDPR, our Legal Basis for processing this data is Consent.

Prior to becoming an employee, we may require references and complete checks to verify information provided or background checks, along with information connected with your right to work.

Under GDPR, our Legal Basis for processing this data is to comply with laws and regulations.

Why we share personal information, and with whom

Service Providers

To carry out the activities above, we use some tools, apps, and services provided by third parties. These are considered Service Providers or Data Processors because they are only processing personal information to provide the service or as directed by us, they are not allowed to use it for their own purposes.

Examples of Service Providers include:

• Sales and Marketing tools including HubSpot, Salesforce, Chili Piper, and Salesloft Drift
• Communication and collaboration tools like Google Workspace, Zoom, Gong, Slack, and DocuSign
• Website analytics software including Google Analytics, Microsoft Clarity, and Hotjar
• Recruitment and applicant tracking tools including Rippling and LinkedIn
• Professional services including legal, accounting, auditing, and advisors

We only work with vendors that can provide the same level of protection that we do, and we enter contracts that restrict them from using your personal information for their own purposes.

Third Parties

We do not sell your personal information in the typical sense of the word, like providing it to a third party in exchange for payment. However, some uses of cookies and tracking technologies via our website may be considered a “sale” under California law because unlike Service Providers, the recipients may use the data for their own purposes as well.

The categories of personal information disclosed that may be considered “sale” or “sharing for cross-context behavioral advertising” include identifiers (such as email address, IP address, and device ID), browsing behavior (such as page views), and interaction data (such as clicks or time spent on a page).

The categories of third parties to whom we disclose this include advertisers and marketing partners (Google, Microsoft, Zoominfo, Bizible) and social media networks (LinkedIn, Facebook) that use it to deliver personalized ads and measure their performance.

To exercise your right to opt-out of the sale or sharing of your personal information email privacy@q4inc.com.

Other Business Purposes

Other ways we may use and disclose personal information in the course of operating our business include:

• To business affiliates, current and future parents, subsidiaries, and other companies under common control and ownership with Q4, for purposes consistent with this Privacy Notice
• To law enforcement and regulatory bodies to comply with lawful requests, subpoenas, search warrants, or orders by public authorities, including to meet national security or law enforcement requirements
• To a buyer (and its agents and advisers) in connection with any actual or proposed purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your personal information only for the purposes disclosed in this Privacy Notice
• To any other recipient to protect the rights, property, or safety of Q4, its employees, customers, users, or the public

Where we process personal information

Q4 operates and processes personal information in Canada, the United States, and the United Kingdom. Some of the Service Providers and third parties we use to run our business may store data in other regions. This means that your personal information may be transferred to or accessed from jurisdictions that may have different privacy and data protection laws than where you live.

Whenever we transfer your personal information to another country, we take steps to protect it. This includes reviewing the privacy laws and practices of the destination country and putting contracts in place that require the recipient to meet our high standards, even if local laws offer less protection.

How long we keep personal information

How long we keep personal information depends on the reason we collected it in the first place, and whether we have an ongoing need to keep it.

When we have no ongoing legitimate business need to process your Personal Data, we securely delete the information or anonymize it or, if this is not possible, securely store your Personal Data and isolate it from any further processing until deletion is possible.

Business Contacts

We store Business Contacts’ information as long as we have or are pursuing a relationship with the company they represent. If the relationship is no longer active, and we have no reason to store the information, we will either delete or anonymize it.

Reasons we may need to keep information related to inactive relationships include to comply with our legal obligations, enforce our agreements, resolve disputes, protect ourselves from future disputes,

Where it is impractical to delete personal information, such as in backups or log files, we will take measures to prevent further use of the information.

Job Candidates

When you apply for a specific role, the length of time we keep your information depends on how you move through the hiring process.

If you apply for a job and are not selected for an interview, we retain your information adding you to the talent pool unless you ask us to delete it.

If you become an employee, your personal information will be stored in accordance with the Employee Privacy Notice: for the duration of your employment and, depending on the type of data, for a designated period of time thereafter.

When you apply for the general talent pool, we keep your information on file until you ask us to delete it.

How we protect personal information

We use administrative, technical, and physical safeguards designed to protect the information we collect from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. These measures include encryption of data in transit, access controls that limit who can view or handle information, and regular review of our systems and vendor practices. No method of transmission or storage is completely secure, so while we work to protect your information, we cannot guarantee its absolute security.

Your privacy rights

We honor the following privacy rights for everyone whose data we process, even if you’re not located in a country or state that grants them by law.

• Right to know what personal information we have about you, where we got it, and what we do with it, including the third parties we disclose it to and whether it is transferred to other countries.
• Right to access your personal information and obtain a copy of it in a human readable format, without unreasonable delay or cost. You may also request it in a structured, commonly used format (data portability).
• Right to correct the personal information we hold about you if it is inaccurate.
• Right to delete your personal information. There are some limitations to this right, which we will explain if we determine that we will not delete the data.
• Right to opt-out of email marketing. You can opt-out by sending us a request, or click the Unsubscribe link that we include in each email message.
• Right to opt-out of the sale or sharing of your personal information. You can opt-out by sending us a request to privacy@q4inc.com.
• Right to limit the use and disclosure of your sensitive personal information. If a job candidate voluntarily provides their sensitive personal information, we only use it for the purpose we specified at that point. We don’t use it for secondary purposes.
• Right to non-discrimination. We don’t deny services or charge different prices based on whether someone has opted in to the collection, use, sharing, and sale of their personal information. So if you change your preferences, your experience with us won’t change.
• Right to opt-out of profiling and automated decision making. We don’t conduct profiling to predict or evaluate behavior, and we don’t make decisions based solely on automated decision making technologies. We use AI tools to assist in the initial sourcing and screening of applicants, but all decisions are made by humans.

To exercise these rights, simply send us a request at privacy@q4inc.com and we’ll respond within 30 days.

We might need to request more information from you to verify your identity, or if the request comes via an agent we may verify they are authorized to act on your behalf.

Complaints

We will do our very best to resolve any concerns you may have. If for some reason we can’t, you may contact the privacy regulator for your province, state, or country.

If you’re in Quebec, you can contact the Commission d'accès à l'information du Québec (CAI). If you’re anywhere else in Canada, it is the Office of the Privacy Commissioner of Canada.

If you’re in the US, you can reach out to your State Attorney General, or the privacy regulator if you have one (in California, for example, it is the California Privacy Protection Agency).

In the UK, you can contact the Information Commissioner’s Office. In Europe, contact the Data Protection Authority in your country.

Changes

We may update this privacy policy from time to time to reflect changes in our privacy practices or legal requirements. When we make changes, we will revise the effective date at the top of this policy.

For material changes, we will provide additional notice, such as a notice on our website or an email to the people impacted by the change. We encourage you to review this policy periodically to stay informed about how we handle your personal information.

Contact Us

Please feel free to reach out to us via email at privacy@q4inc.com or by mail:

Q4 Inc
555 Richmond St. Suite 1108
Toronto, ON M5V 3B1
Canada

Q4 London Limited
One Fleet Place
London, UK EC4M 7WS

Data subjects and data protection supervisory authorities in the EU may also contact our Data Protection Officer:

DP-Dock GmbH, Attn: Q4 Inc.
Ballindamm 39, 20095
Hamburg, Germany

dp-dock.com

 

Cookies and Tracking Technologies

"Cookies" are small text files stored on your browser or device when you visit a webpage. They collect data about your device and interactions with the website, such as browser type, operating system, IP address, device type, location, browsing date and time, your language preference, or login information.

We and our partners also use other tracking technologies alongside cookies, including web beacons (also called pixels or tags) and local storage. These technologies serve similar purposes to cookies and are covered by this section unless stated otherwise.

Cookies and other tracking technologies may be placed on your device by us ("first party") or by third parties ("third party"). They can be stored for varying lengths of time on your browser or device. For detail on the purpose and duration of each category, see below.

Tracking Preferences

You can control cookies through your browser settings, including viewing, deleting, and blocking them. Blocking cookies may affect how parts of this site work, such as saved preferences and video playback. Most browsers, including Chrome, Safari, Firefox, and Edge, provide instructions for managing cookies in their help sections.

Types and Purposes

Cookies on this site fall into four groups: functional, analytics, advertising, and security.

• Functional cookies support features on the page, like routing traffic to the right server or remembering video player settings. The site doesn't work as intended without them.
• Analytics cookies come from tools like Google Analytics, Hotjar, Contentsquare, HubSpot, and Bizible. They show how visitors move through the site, which pages get traffic, and where people drop off. This data shapes decisions about content and site structure.
• Advertising cookies come from Google, Microsoft, Meta, and LinkedIn. They track visits across sites and campaigns so ads can be targeted and their performance measured.
• Security cookies, mainly from Cloudflare, tell human visitors apart from bots and automated traffic. They protect forms and site infrastructure from abuse.