Version 2 · effective 7 October 2026
Privacy Policy
The Quality Company Ltd ("we", "us") runs the supplier and customer portal at portal.qualitytt.net. This policy explains what information the portal holds about you, why, who else handles it, how long we keep it, and what you can ask us to do. We follow the general privacy principles of Trinidad and Tobago's Data Protection Act, 2011.
Who to contact
Email privacy@qualitytt.net, or write to us at 18-24 Karamdeen Lane, Exchange Lots, Couva, 550733, Trinidad and Tobago. We will answer within 30 days.
What we hold, and why
| What | Why we hold it |
|---|---|
| Your name, work email address, and the company you represent | To let you sign in, send you sign-in codes, and send you the emails you ask for: payment advices, the weekly list of new documents, and replies to your questions. |
| Documents between your company and us: invoices, credit notes, remittance advices and statements, including scans of paper documents | To show your company its documents, and for our own accounting. |
| A record of each sign-in, sign-in code and download: when, from which internet address, and which document | To keep the portal secure and to spot misuse of an account. |
| What you tell us through the portal: “Something wrong?” reports, questions and conversations with “Ask Penny”, our AI helper, and requests for access | To answer you and correct our records. Our administrators can read these conversations, to check the answers it gives and to keep the portal secure. |
| Bank account details you submit for payments | Only to set up or change how we pay your company. See “Banking details” below. |
| Your email preferences, and your choice of light or dark screen | To remember your choices. |
We collect only what the portal needs to do these things. We do not sell your information, use it for advertising, or show you adverts.
Banking details
Bank account details are financial records, which the Data Protection Act treats as sensitive. We hold the bank, branch, name on the account, account number and type of account we pay your company into. So:
- They are stored encrypted. Anyone signed in for your company sees only the last four digits of the number; only our administrators see it in full.
- New or changed details are not used until one of our administrators has called your company on the phone number we already hold for you and confirmed them.
- Every contact we hold for your company is emailed the moment they are added or changed, so a change nobody asked for is noticed quickly.
- Where we already paid you by bank transfer before the portal, we entered the account from our own records, and ask you to check it when you next sign in.
Who else handles your information
We use a small number of service providers to run the portal. They handle your information only to provide their service to us, and not for their own purposes.
| Provider | What they do | Where |
|---|---|---|
| Vercel | Runs the portal’s website | Canada (Montreal) |
| Supabase | The portal’s database | Canada (Montreal) |
| Google (Workspace and Drive) | Stores the document files, and our email | Europe |
| Resend | Delivers the portal’s emails | United States |
| Make.com | Sends payment advice emails | European Union |
| Render | Runs our scanning service, which files scanned documents | United States |
| Anthropic, and Google Document AI | Read scanned documents so they can be filed. Anthropic also answers the questions you type into “Ask Penny”, from your company’s own documents. They do not use any of it to train their AI. | United States |
This means your information is stored and handled outside Trinidad and Tobago. We use providers in countries with comparable privacy protection, and they are bound to keep it confidential and secure. We also share information where the law requires us to, for example with the tax authorities, and with our bank when we pay you.
How long we keep it
- Banking details: while we pay your company. Earlier accounts, once replaced, are kept with our accounting records, for at least 7 years, so we can show where each payment went.
- Documents: for as long as tax and accounting law requires us to keep business records, and at least 7 years.
- Sign-in and download records: 12 months.
- Your contact details: while your company trades with us, and up to 12 months after, unless you ask us to remove them sooner.
- Declined requests for access: 6 months.
How we protect it
Sign-in is by one-time codes sent to your email, not passwords. Administrator accounts need a second step. Information travels encrypted, access is limited to the people who need it, every change to a document is recorded, and each downloaded document carries the name of the person who downloaded it and the time.
Your rights
You can ask us to tell you what information we hold about you, to correct it, or to remove information we no longer need, and you can question how we handle it. Write to privacy@qualitytt.net. For a document you think is wrong, the quickest way is the “Something wrong?” link on the document itself. If you are not satisfied with our answer, you may contact the Office of the Information Commissioner in Trinidad and Tobago.
Cookies
The portal uses only the cookies it needs: one to keep you signed in, and one to remember light or dark mode. There are no advertising or tracking cookies, and no analytics.
Changes to this policy
If we change this policy, we’ll show the new version when you next sign in and ask you to agree to it again. The version and date are at the top of this page.
The Quality Company Ltd, 18-24 Karamdeen Lane, Exchange Lots, Couva, 550733, Trinidad and Tobago. privacy@qualitytt.net