Privacy Notice

Welcome to FlowQi—we’re happy to have you here! Whether you’re just visiting, using or exploring our app and services, or already part of our community, we want you to feel informed and confident about how your personal information is handled.

At FlowQi, data security is one of our core values. We treat the protection of your data—and our own—as a top priority in everything we do. Our goal is to be as transparent as possible about what data we collect, how and why we use it, and the choices you have. This Privacy Notice is here to give you all the details, so you can trust that your privacy is always respected and safeguarded.

FlowQi is an international company, and we strive to comply with all major data protection laws around the world—including the General Data Protection Regulation (GDPR) for the EU/EEA and UK, the California Consumer Privacy Act (CCPA), and other relevant privacy regulations. Where specific rights or rules apply (such as for California residents), we highlight them in dedicated sections below.

For details about our use of cookies, see our Cookie Notice. This Privacy Notice is part of the FlowQi Terms of Service.

FlowQi Group B.V. is the parent company overseeing all FlowQi operations. Our affiliated entities include:

FlowQi International B.V. (serving international customers)
FlowQi Nederland B.V. (serving customers in the Netherlands)
FlowQi B.V. (responsible for intellectual property) All entities are registered at: Australiëlaan 9, 3526 AB Utrecht, Netherlands.

1. How We Collect and Protect Your Data

At FlowQi, privacy and data protection are at the heart of everything we do. Here’s how we collect and handle data across our platforms:

1.1 Our Platforms

flowqi.com – Our commercial website
flowqi.app – Our software platform/app

1.2 Website Analytics (flowqi.com)

We use Matomo for website analytics. Matomo is self-hosted and privacy-focused: all data is anonymized and stored on our own servers. We use these analytics only to understand website usage and improve user experience, and never share this data with third parties.

1.3 App Analytics (flowqi.app)

For our app, we use PostHog, which is also self-hosted and privacy-focused. Data is anonymized, kept on our servers, and used only to improve the app, fix bugs, and guide users—never for advertising or sharing with third parties.

1.4 Forms and Uploaded Documents

When you submit forms (such as job applications, demo requests, or contact forms) or upload documents (like CVs or files stored in the app), your information is stored securely. We do not share this data with third parties for advertising or analytics.

1.5 Decentralized Storage for Sensitive Documents

For especially sensitive documents (such as those uploaded in the app), we use decentralized storage solutions like Storj. This means your files are split, encrypted, and distributed across a global network of storage nodes. Only you (or those you authorize) can access the complete file, making your data much more secure and private than traditional storage.

We do not share your analytics or document data with any third parties for advertising or analytics purposes. All analytics and storage are self-hosted and privacy-focused (see Section 5 for details), and we anonymize data wherever possible.

We are committed to keeping your data private, secure, and under your control. If you have questions about any of our data practices, please contact us at privacy@flowqi.com.

2. Key Terms

To make this Notice clear and easy to understand, here are some important terms:

Personal Data: Any information that can identify you as an individual, directly or indirectly.
Public Area: Sections of our website accessible to anyone, without logging in.
Restricted Area: Parts of our website or services that require user authentication.
Service: All FlowQi products, websites, and related offerings covered by this Notice.
Visitor: Anyone who browses our public website without logging in as a user.

3. Our Role in Handling Your Data

3.1 When FlowQi Acts as a Data Controller

FlowQi determines how and why your personal data is processed when you use our Service. This includes information you provide directly (such as when you create an account or contact us), data collected automatically (like cookies or usage analytics), and information we receive from third parties. As a data controller, we are responsible for ensuring your data is handled lawfully, fairly, and transparently, and for upholding your rights.

3.2 When FlowQi Acts as a Data Processor

In some cases, FlowQi processes data on behalf of our business clients, following their instructions. When acting as a processor, we do not control or own the data, but process it solely to provide our Service as agreed with the client. For more details, please refer to our Data Processing Addendum (DPA).

3.3 Your Responsibilities and Rights

If your personal data is managed by a FlowQi client (for example, your employer), please contact them directly to exercise your rights or make requests about your data. FlowQi will only access or process such data as instructed by the client or as needed to deliver our Service.

If you have questions about how we handle your data, you can always reach our Data Protection Officer at privacy@flowqi.com.

4. The Information We Collect

We believe in being open about the information we collect, so you always know what’s happening with your data. Depending on how you interact with FlowQi—whether you’re browsing, signing up, or using our services—we may collect information in the following ways:

4.1 Information You Provide to Us Directly

Account creation: When you register for a FlowQi account, we ask for details like your name, business email, company name, country, and contact number. You can also choose to share extra information, such as your photo, time zone, or language preferences.
Forms and event participation: If you fill out forms (for example, to download resources, sign up for events, request support, or subscribe to our newsletter), we collect the information you provide.
Payments: If you make a purchase, we collect necessary payment details. We never store your full credit card number—only the minimum required for processing and security (like the last four digits and expiration date), and always in encrypted form.
Testimonials and feedback: If you give us permission to share your testimonial or feedback, we may display your name and comments on our website or materials. You can always ask us to update or remove these.
Customer support and communication: If you contact us by email, chat, or phone, we may keep a record of those communications to help you and improve our service.

4.2 Information We Collect Automatically

Device and usage data: When you visit our website or use our app, we automatically receive information such as your IP address, browser type, device details, time zone, referring URL, and how you interact with our site or app.
Cookies and similar technologies: We use cookies and similar tools to recognize you, remember your preferences, and understand how you use FlowQi. You can manage your cookie preferences at any time—see our Cookie Notice for details.
App and website analytics: We collect data about how you and your users interact with our services, such as which features you use, how often you log in, and any errors you encounter. This helps us improve FlowQi for everyone.

4.3 Information from Other Sources

Third-party logins: If you sign in using services like Google, Microsoft, or LinkedIn, those platforms may share certain information with us (such as your name and email address), depending on your settings with them.
Referrals and partners: If someone refers you to FlowQi or you interact with our partners, we may receive your contact details from them. We only use this information for the purpose it was provided.
Social media and public sources: If you engage with us on social media or leave public feedback, we may collect that information to connect with you or improve our services.
Integrations: If you connect FlowQi to other tools or services, we may receive information as part of that integration, always according to your permissions and choices.

5. Analytics Tools

We use analytics to help us understand how people use FlowQi and to make our services better. But your privacy always comes first:

Matomo (flowqi.com): We use Matomo analytics on our website, hosted on our own servers. Data is anonymized and never shared with third parties.
PostHog (flowqi.app): For our app, we use PostHog, also hosted by us, to analyze user interactions. Again, your data stays with us and is not sold or shared externally.

We do not use third-party analytics providers who use your data for their own purposes. All analytics data is handled securely and privately within FlowQi’s infrastructure.

6. How We Use the Information We Collect

We use your information to make FlowQi work for you and to keep improving our services. Here’s how:

6.1 Running and Improving Our Services

To create and manage your account, enable collaboration, and provide the features you expect.
To deliver customer support and respond to your requests.
To keep our services secure, prevent fraud, and protect everyone’s data.
To analyze usage and trends so we can make FlowQi better for all users.

6.2 Communication

To send you updates about your account, important changes, or new features.
To invite you to events, ask for feedback, or share news we think you’ll find useful (you can opt out of marketing messages at any time).

6.3 Legal and Compliance

To comply with legal obligations and protect FlowQi’s rights and the rights of our users.
To fulfill any other purpose disclosed to you at the time we collect your information, or with your consent.

We always strive to use the minimum amount of data necessary and to respect your choices and privacy preferences.

6.4 Legal Bases for Processing Personal Data (for United Kingdom, European Economic Area, and Other Relevant Jurisdictions)

If you’re in the UK, EEA, or another region with similar data protection laws, we only process your personal data when we have a valid legal reason. This may include:

Providing our services to you or your organization
Fulfilling a contract or legal obligation
Protecting FlowQi’s legitimate interests (such as improving security or developing new features), unless those interests are overridden by your rights
When you give us your consent for a specific purpose

You can always withdraw your consent or object to certain uses of your data—see the “Your Choices” section for details.

We respect your privacy and only share your personal data when necessary, and always with care:

With service providers: We work with trusted partners who help us run FlowQi (like hosting, payment processing, analytics, or customer support). They only get the information needed to do their job and must keep it confidential.
With other users in your organization: If you use FlowQi as part of a team or company, some information may be visible to your organization’s administrators or other users, depending on your settings.
With partners and affiliates: Sometimes we collaborate with partners to offer joint services or promotions. We’ll always let you know if your data will be shared in this way.
For legal reasons: We may share information if required by law, to respond to legal requests, or to protect FlowQi, our users, or the public from harm or fraud.
If FlowQi changes ownership: If we’re ever involved in a merger, acquisition, or sale, your information may be transferred as part of that process. We’ll notify you of any major changes affecting your data.
With your consent: We’ll always ask before sharing your information for any other purpose.

We never sell your personal data. Any sharing is done with your privacy and security in mind.

8. To Whom We Disclose Information

Except as described in this Notice, we will not intentionally disclose the Personal Data that we collect or store on the Service to third parties without the consent of the applicable Visitor, User or Client. We may disclose information to third parties if you consent to us doing so. In addition, we may disclose information under the following circumstances:

8.1 Unrestricted Information

Any information you voluntarily choose to include in a Public Area of the Service, such as a public profile page, will be available to any Visitor or User with access to that content. For example, we make available various community forums and self-help support materials, as well as blogs and other means for you to post information on our Website. This information you post is publicly-available information that you choose to disclose, and it may be read, collected, and processed by others who visit the Website. Except for your username (which may be your real name) and the details that you choose to include in your profile, the categories of data disclosed in these circumstances will depend on what information you choose to provide. Your posts and certain profile information may remain even after you terminate your FlowQi account. We urge you to consider the sensitivity of any information you may disclose in this way. We will correct or delete any information you have posted on the Website if you so request, as described in “Your Choices” below. In some cases, we may not be able to remove your information, in which case we will let you know if we are unable to and why.

8.2 Other Users in Your Company Account

Information about your use of the Service is available to the Administrator(s) of your FlowQi Account and, depending on the settings chosen by the Account Users, also to other Users for the purposes of providing the Service.

Please note that while Administrator(s) have overall control, individual Users control the visibility of their synced emails. Each User is responsible for the contents of their Mail tab, which cannot be altered by any other User in the Account.

8.3 Service Providers

We work with third party service providers who provide Website, application development, hosting, maintenance, security and fraud detection, and other services for us. These third parties may have access to or process Personal Data as part of providing those services for us. We limit the information provided to these service providers to that which is reasonably necessary for them to perform their functions, and our contracts with them require them to maintain the confidentiality of such information.

FlowQi’s Website may use social media features, such as the Facebook “like” button, LinkedIn and X (Twitter) sharing features, and other similar widgets (“Social Media Features”). You may be given the option by such Social Media Features to post information about your activities on a Website to a profile page of yours that is provided by a third party social media network in order to share content with others within your network. Social Media Features are either hosted by the respective social media network, or hosted directly on our Website. To the extent the Social Media Features are hosted by the respective social media networks and you click through to these from our Website, the latter may receive information showing that you have visited our Website. If you are logged in to your social media account, it is possible that the respective social media network can link your visit to our Website with your social media profile. Your interactions with Social Media Features are governed by the privacy notices (and any other applicable terms) of the respective companies that provide the relevant Social Media Features.

8.5 Advertising and Marketing

We partner with third party ad networks to display advertising on our Website or to manage our advertising on other sites. Our ad network partners use cookies, web beacons, and data we share with them to collect information about your activities on our website and other websites and provide you with targeted advertising based on your interests. If you wish not to have your information used for the purpose of serving you targeted ads, you may opt out by using these services: https://optout.networkadvertising.org/ or https://optout.aboutads.info/ (or if located in the European Union, by clicking here: http://www.youronlinechoices.eu/). Please note this does not opt you out of being served advertising, you will continue to receive generic ads. Please refer to Section 10.2 of this Notice for detailed instructions about opting out of specific data processing activities.

8.6 Partners

We may share data with trusted FlowQi partners to contact you about products or services that are complimentary to FlowQi’s services, help us perform statistical analysis, provide sales support, or provide customer support. Partners are prohibited from using your Personal Data except for these purposes, and they are required to maintain the confidentiality of your data. We partner with trusted third parties to provide content that we think may be relevant to you. When you engage with these partners, a partner will provide a link to the partner’s privacy notice so you can learn how to opt out of the partner’s communications. These partners are required to adhere to our privacy and data protection policies. If you do not want us to share your Personal Data with these companies, please contact our partner’s team at privacy@flowqi.com.

8.7 Non-Personally Identifiable Information

We may make certain automatically-collected, aggregated, or otherwise non-personally-identifiable information available to third parties for various purposes, including (i) compliance with various reporting obligations, (ii) for business or marketing purposes, or (iii) to assist such parties in understanding our Clients’, Users’ and Visitors’ interests, habits, and usage patterns for certain programs, content, services, and/or functionality available through the Service, all of the foregoing being subject to additional limits on use of your data as stated in this Notice.

8.8 Law Enforcement, Legal Process and Compliance

We may disclose Personal Data or other information if required to do so by law or in the good-faith belief that such action is necessary to comply with applicable laws, in response to a facially valid court order, judicial or other government subpoena or warrant, or to otherwise cooperate with law enforcement or other governmental agencies. We may make such disclosures without notifying you, as we determine in our sole discretion. We also reserve the right to disclose Personal Data or other information that we believe, in good faith, is appropriate or necessary to (i) take precautions against liability, (ii) protect ourselves or others from fraudulent, abusive, or unlawful uses or activity, (iii) investigate and defend ourselves against any third party claims or allegations, (iv) protect the security or integrity of the Service and any facilities or equipment used to make the Service available, (v) protect our property or other legal rights, enforce our contracts, or protect the rights, property, or safety of others, or (vi) comply with applicable law.

8.9 Change of Ownership

Information about Users and Visitors, including Personal Data, may be disclosed and otherwise transferred to an acquirer, successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets.

9. Data Security: Our Commitment to Protecting Your Information

At FlowQi, safeguarding your data is at the heart of everything we do. We use a combination of technical, administrative, and physical measures to keep your information safe from unauthorized access, loss, or misuse. This includes:

Secure servers and encrypted communications
Regular security reviews and updates
Strict access controls—only authorized team members can access your data, and only when necessary
Ongoing staff training on privacy and security best practices

While no system can be 100% secure, we are committed to continually improving our protections. If you ever have concerns about the security of your data, please contact us at privacy@flowqi.com. If a security issue does occur, we will notify you and the relevant authorities as required by law.

10. International Data Transfers

Because FlowQi serves a global community, your information may be processed or stored in countries outside your own. Whenever we transfer your data internationally, we take steps to ensure it remains protected and handled in line with applicable laws. This includes using standard contractual clauses and other safeguards required by regulators. If you have questions about how your data is protected during international transfers, just ask—we’re happy to explain.

11. Minors and Children’s Privacy

FlowQi is designed for adults and business users. We do not knowingly collect personal information from anyone under 18 years old. If you are a parent or guardian and believe your child has provided us with personal data, please contact us at privacy@flowqi.com so we can promptly remove it.

12. Data Retention

We keep your personal data only as long as necessary for the purposes described in this notice, or as required by law. When your data is no longer needed, we securely delete or anonymize it. For example:

Closed accounts are deleted within 180 days
Free trial accounts are deleted within 60 days of closure
Backups are kept for up to 90 days

If you have questions about how long we keep specific types of data, just let us know.

13. Your Choices and Rights

You have control over your personal information. Depending on where you live, your rights may include:

Accessing the data we hold about you
Correcting inaccurate or incomplete data
Requesting deletion of your data
Restricting or objecting to certain uses of your data
Receiving your data in a portable format
Withdrawing consent for specific uses (where applicable)
Filing a complaint with a data protection authority

You can update your account information or preferences at any time in your FlowQi account settings. For other requests, or if you need help exercising your rights, contact us at privacy@flowqi.com.

You can also opt out of marketing emails by clicking “unsubscribe” in any message, or manage your cookie preferences via our Cookie Notice.

14. California Privacy Rights

If you’re a California resident, you have additional rights under the California Consumer Privacy Act (CCPA). This section provides the details you need to understand how FlowQi handles your personal information in line with California law.

14.1 Categories of Personal Data Collected

In the past 12 months, FlowQi has collected the following categories of personal data about California consumers. We may collect this information directly from you, from third parties, or through your interactions with us. For more details about what we collect and the sources, see Section 3 above. The categories include:

Identifiers: such as your name, email address, mailing address, and phone number
Commercial information: like records of products or services purchased and other transaction data
Internet or other network or device activity: such as technical data about your use of our website and services
Geolocation data: for example, your approximate location based on your IP address
Financial information: such as payment details or account numbers when you subscribe or make a purchase
Other personal data: for example, when you interact with us online, by phone, or by mail for support, surveys, contests, or other service-related reasons
Inferences: drawn from any of the above information

We retain this personal data only as long as needed for the purposes for which it was collected, or as required by law. Retention periods may vary depending on business, legal, and regulatory needs.

14.2 Business and Commercial Purposes for Collection; Disclosures for a Business Purpose

We collect and use all of the above categories of personal data to operate our business and provide our services, as described in Section 4. In the past 12 months, we have disclosed these categories of personal data to our service providers for business purposes, as described in Section 5.

14.3 Categories of Personal Data Sold or Shared for Cross-Context Behavioral Advertising

In the past 12 months, we have disclosed the above categories of personal data to third-party advertising partners, for example, in connection with our use of tracking technologies for cross-context behavioral advertising or by providing lists of email addresses for potential customers. This may be considered “sharing” or a “sale” under the CCPA. You can read more about our sharing and sales activities in Section 3 and Section 5. FlowQi does not knowingly sell or share the personal data of consumers under 16 years of age.

14.4 Your California Rights

As a California resident, you have the right to:

Know what personal data we collect, use, disclose, share, or sell about you
Request deletion of your personal data
Opt out of the sale or sharing of your personal data (FlowQi does not sell your data)
Correct inaccurate personal data
Limit the use and disclosure of sensitive personal data (where applicable)
Not be discriminated against for exercising your privacy rights

To exercise your California privacy rights, please contact us at privacy@flowqi.com. We may need to verify your identity before fulfilling your request. You may also designate an authorized agent to make requests on your behalf.

15. Do Not Track (DNT)

Some browsers let you send a “Do Not Track” signal to websites. Currently, there’s no industry standard for how to respond, so FlowQi does not act on DNT signals. You can still manage cookies and tracking preferences through your browser settings and our Cookie Notice.

16. Changes and Updates to This Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. If we make significant changes, we’ll let you know—either by posting a notice on our website, sending an email, or both. The latest version will always be available here, with the effective date at the top.

17. How to Contact Us

We’re here to help! If you have any questions, concerns, or feedback about this Privacy Notice or your personal data, please reach out:

Email: privacy@flowqi.com
Data Protection Officer: dpo@flowqi.com

We take your privacy seriously and will do our best to address your questions promptly.