FlowDocs Privacy Policy

Effective Date: December 07, 2025

Introduction

FlowDocs (“we,” “us,” or “our”) operates as a data processor for our clients—organizations that control the personal data collected within our platform. This Privacy Policy details the kinds of personal data we handle, how we safeguard and process it, and how to contact us if you have questions or concerns.

By using FlowDocs’ website, application, or any related services, you agree to this policy and the applicable data protection laws.

Our Role as Processor and Controller

For most data, FlowDocs acts solely as a data processor on behalf of our business customers, who are the data controllers. In limited cases—such as sign-ups or direct communications—we may act as both processor and controller. Where we process personal data directly, we explain the purposes and lawful basis for such processing.

What Information We Gather

We collect only what’s necessary to deliver our services effectively, following the principle of data minimization. This may include:

Identifiers: name, job title, company, and email address
Contact details: phone number (when supplied)
Usage data: how you interact with our platform and services
Cookies and tracking tools to improve your user experience

How We Protect Your Data

We take data security seriously. Measures include encryption in transit and at rest, access limited to authorized personnel only, routine backups, and infrastructure protection following industry best practices. While we strive to maintain strong safeguards, no system is completely immune to risk.

Legal Basis for Processing Personal Data

Whenever personal data is processed, it is done lawfully under one or more of these bases:

Consent: When you explicitly give permission for specific purposes
Contractual necessity: To fulfill contractual commitments to you or your organization
Legal obligation: To comply with laws or official requests
Legitimate interests: For our or our clients’ business interests, provided these do not override your fundamental rights

Where Data Is Processed

FlowDocs primarily processes data in the United States, but also engages third-party sub-processors in other regions. Data may be transferred internationally as needed for operations and service delivery.

Data Retention

We hold personal data only as long as necessary—either to support contractual obligations, maintenance of your records, or as required by law. Backups are maintained regularly, with retention periods configured according to business and compliance needs.

Why We Process Data

FlowDocs uses personal data for:

Operating and maintaining our services
Analyzing service usage and performance
Managing user accounts and support requests
Communicating with users
Processing payments
Sending service-related information

Third-Party Service Providers

FlowDocs collaborates with a small set of trusted external providers, limited to:

Amazon — cloud hosting and infrastructure
Microsoft — additional cloud services
Google Suite — managing email communications
Stripe — processing payments

We do not share data with any other third-party platforms, unless required to comply with law or a binding legal request.

Your Privacy Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

Withdraw consent at any time
Access your data or get additional details
Request corrections to inaccurate data
Limit how your personal data is processed
Ask for deletion of your data (where permitted by law)
Receive a copy of your data in a portable format
Lodge a complaint with a supervisory authority

To exercise any of these, or to ask questions, please contact us using the details below.

Updates to This Policy

We may revise this policy to reflect changes in our practices or legal requirements. Any significant updates will be published here with an updated revision date. We encourage you to review this policy periodically.