Privacy notice for Q4 Cockpit
This notice describes which personal data Q4 Cockpit processes — both the
Windows program and the browser interface at cockpit.q4m.de.
Q4 Cockpit and Q4pilot are two access points to the same
system: Q4 Cockpit is the one at the desk, Q4pilot the mobile one. For the app on iPhone,
iPad and Android, the privacy notice for Q4pilot applies.
Use of both apps is governed by our Terms of Use; for visits to
this website, our general privacy notice applies in addition.
1. Controller and allocation of roles
Q4 media AG
Röntgenstr. 9
66763 Dillingen/Saar, Germany
Phone: +49 6831 76885-0
Email: info@q4m.de
For employees’ data, the company is generally the controller within the meaning of the GDPR; we process this data as a processor under Art. 28 GDPR on the basis of a data processing agreement. For access or erasure, please contact the responsible person at your company first — you may also contact us directly and we will forward your request.
2. What Q4 Cockpit is for
Q4 Cockpit is the desktop access point to a telephone and communication system that we operate for your employer or client. There is no registration; accounts are created by your company’s administration. Your company decides which modules are enabled — so not every processing operation described below takes place on every extension.
3. Data processed
- Account data: name, business email address, extension, company affiliation and the modules enabled. Purpose: signing in and assigning your extension.
- Connection data: the other party’s number, direction, time, duration and outcome of a call. Purpose: call history, call-back and evidence of the service provided.
- Availability and presence: whether an extension is free, busy or signed out, forwarding rules set, and status entries. Purpose: distributing calls sensibly within the team. This display is not a tool for monitoring performance; whether and how such evaluations are permissible is for your company to decide within the framework of works constitution law.
- Messages: content and metadata of internal messages. If the WhatsApp module is booked, incoming and outgoing messages additionally pass through Meta’s systems (see section 6).
- Contacts, calendar and tasks: where those modules are booked, the entries stored there including participant details.
- Call content: speech is transmitted in encrypted form and is not stored. Recording only takes place if your company has ordered and enabled it; the program shows the setting that applies to your extension under “Settings → Version & account”.
- Voice messages: answering machine recordings including sender and time.
- Door intercoms: when someone rings, the program retrieves the intercom’s camera image for the duration of the call. The image is displayed, not stored. The system operator is responsible for the camera itself.
- Building services and energy data: where booked, states and readings of connected installations. These relate to the building rather than to individuals; a personal reference may arise in individual cases through usage times.
- Error reports: if you send us a note via the built-in feedback function, we transmit your details, technical basics and — only if you trigger it — a screenshot to our ticket system. Please check the image for third-party content beforehand.
Not processed: location data, advertising identifiers, usage or diagnostic statistics. There is no tracking, neither our own nor third-party. Your data is not used to train AI models.
4. What is stored on your computer
- Interface settings (view, window sizes, ringtones, call markers) in the local storage of the browser or program shell.
- Sign-in: a session cookie that keeps you signed in.
-
Log file of the Windows program at
%LOCALAPPDATA%\de.q4m.cockpit\logs\containing technical events relating to telephony and headset (times, numbers when click-to-dial is used, device messages). It does not contain call content. It stays on your computer and is only transmitted if you send it to us for troubleshooting. -
Windows entries: registration as the phone app for
tel:links and — if you enable autostart — an entry that starts the program when you sign in. Both are stored in the user area of the registry and can be switched off again in the settings. - Cache of the display component (Microsoft Edge WebView2) that Windows uses for rendering.
5. Device permissions
- Microphone: required for making calls.
- Notifications: for incoming and missed calls and for messages.
- Camera: only when you scan a sign-in QR code. The image is evaluated on the device only and is not transmitted.
- USB headset: the program reads key presses on your telephony headset and sets its indicator lights. No other devices are addressed.
6. Recipients and service providers
We only disclose data where this is necessary for operation. Depending on the scope booked, the following are involved:
- Hetzner Online GmbH (Gunzenhausen, data centres in Germany and Finland) — operation of our servers. Processor, EU only.
- Telephony carriers for connection to the public telephone network. Only the connection data required for routing is transmitted.
- Anthropic PBC (USA) — language models for AI features such as call notes, summaries and draft text, where booked. Only the content required for the respective task is transmitted.
- Deepgram, Inc. (USA) — converting speech to text, where transcription or an AI phone assistant is booked.
- ElevenLabs, Inc. (USA) — synthetic speech output, where an AI phone assistant is booked.
- Meta Platforms Ireland Ltd. — only where the WhatsApp module is booked, for delivering and receiving messages via the WhatsApp Business Platform. Meta’s own terms apply in addition to their processing.
Transfers to the USA: for the providers named above outside the EU we base the transfer on standard contractual clauses pursuant to Art. 46(2)(c) GDPR together with supplementary safeguards, unless an adequacy decision applies in any case. Despite these measures, access by US authorities cannot be entirely ruled out. Your company can cancel the AI features; the associated transfer then does not take place.
7. Legal bases
Processing takes place to perform the user relationship and the contract with your company (Art. 6(1)(b) GDPR), to safeguard our legitimate interest in the secure and functioning operation of the system (Art. 6(1)(f) GDPR) and — for call recordings — on the basis of the participants’ consent (Art. 6(1)(a) GDPR). In relation to your company we act on documented instructions pursuant to Art. 28 GDPR.
8. Where the data is held and for how long
Account, connection and content data are held on our servers in Germany and Finland within the EU.
- Connection data (call history): 90 days by default, unless your company has agreed a different retention period.
- Voice messages: until you delete them, at the longest in line with the period agreed with your company.
- Call recordings: only where recording has been ordered, for the period agreed with your company.
- Messages, calendar and task entries: until deleted by users or the company.
- Account data: for the duration of the account; afterwards deleted or blocked unless statutory retention obligations apply.
- Local log file: stays on your computer until overwritten or deleted.
9. Deleting your account and data
Since accounts are not created in the application, they cannot be deleted there either.
Please contact your company’s administration or write to us at
info@q4m.de; we carry out the deletion
once the company has confirmed it. You can remove the local data by uninstalling the program
and deleting the folder %LOCALAPPDATA%\de.q4m.cockpit.
10. Your rights
You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21 GDPR). You may also lodge a complaint with a supervisory authority; the authority responsible for us is:
Unabhängiges Datenschutzzentrum Saarland
Fritz-Dobisch-Straße 12, 66111 Saarbrücken, Germany
www.datenschutz.saarland.de
11. Contact
We answer questions about privacy at info@q4m.de or by phone on +49 6831 76885-0.