At FlowForma we are committed to protecting your privacy. This Privacy Statement explains how FlowForma Limited ("FlowForma", "we", "us" or "our") collects and uses personal data when you visit our website, contact us, register for content, events or a free trial, or buy and use FlowForma Process Automation, FlowForma Contract, FlowForma Agent Trust or FlowForma Assure (each a "Product").
1. Who we are and what this statement covers
FlowForma Limited, 1st Floor, Block E, Eastpoint Business Park, Dublin 3, Ireland, is the controller of the personal data described in this statement.
This statement does not cover data that our customers put into the Products, such as process and form data, contracts, vendor assessments and uploaded documents. Our customers control that data and FlowForma processes it on their behalf, under our Data Processing Agreement. If your personal data is held in a customer's workspace, please refer to that customer's own privacy notice.
2. Information we collect
- Website and marketing interactions: details of your visits to our website and the resources you access, including traffic data, approximate location, web logs and other communication data.
- Information you give us: details you provide when you complete forms or chats on our website, for example to register for content, webinars, events, a demo or a free trial.
- Communications: information you provide when you contact us for any reason.
- Customer and account information: business contact details, and information needed for contracting, billing, customer administration, support and account management.
- Sign-in information: identifiers from the identity provider you use to sign in to a Product (see section 6).
- Security and operational information: information we need to secure our website and Products and to prevent misuse, such as IP addresses and technical and usage metadata.
3. How we use your information
- To provide and administer the Products, including free trials.
- To respond to enquiries and provide the information or content you request.
- To manage relationships with customers and prospective customers, and to provide support.
- To meet our contractual and legal obligations.
- To keep our website and Products secure and prevent misuse.
- To tell you about changes to our website or Products that may affect you.
- To improve our products and services.
- To send you information about relevant products, events or content, where permitted by law.
4. Marketing communications
From time to time we may send you details of our products, events or content that we think may interest you, by email or post. You can opt out at any time by clicking the unsubscribe link in any marketing email, or by emailing info@flowforma.com with your name.
5. Customer data in our Products
Data that a customer enters or uploads into a Product is controlled by that customer and processed by FlowForma under the Data Processing Agreement. Where that data is stored depends on the Product:
- FlowForma Process Automation: process and form data stays in the customer's own Microsoft 365 tenant and region, governed by the customer's agreement with Microsoft. Licensing and configuration data is stored in FlowForma's Microsoft Azure environment, in the region the customer chooses.
- FlowForma Contract, FlowForma Agent Trust and FlowForma Assure: European Economic Area: Ireland (primary), the Netherlands (backups and replicas), Sweden (AI service data).
Our Products use Microsoft Azure OpenAI Service for AI features. Customer data is not used to train AI models. More detail is in our AI Disclosure.
6. Sign-in and authentication
Users sign in to FlowForma Contract, FlowForma Agent Trust and FlowForma Assure with Microsoft Entra ID or Google Workspace. We never receive or store your identity-provider password. In FlowForma Assure, external vendor users may sign in with a one-time code sent to their business email address.
Process Automation only Users sign in with Microsoft Entra ID, through their organization's Microsoft 365 environment.
7. Free trials
When you register for a free trial, the information you provide is held in our customer relationship and marketing systems. We use it to set up and administer your trial, communicate with you about it, and for permitted marketing. Data you enter during the trial is covered by the Free Trial Terms.
8. Sharing and service providers
We do not sell or rent your personal data. We share it only with service providers that help us run our business and provide and secure the Products, and where the law requires. Service providers that process customer data within the Products are listed on our Subprocessors page.
9. International transfers
Some service providers may process personal data outside the European Economic Area. Where required, we use appropriate legal safeguards for those transfers. Microsoft Azure OpenAI Service uses a Global deployment type, so individual AI requests may be processed outside the European Economic Area.
10. How long we keep your data
We keep personal data only for as long as reasonably necessary for the purposes we collected it for, and to meet legal, security, contractual and record-keeping requirements. Customer data in the Products follows the retention and deletion terms in the Data Processing Agreement. Trial data follows the Free Trial Terms.
11. Your rights
Depending on where you live, you may have the right to:
- access the personal data we hold about you;
- correct it if it is inaccurate;
- ask us to delete it;
- restrict or object to how we use it;
- receive a copy of it in a portable format; and
- withdraw your consent at any time, where we rely on consent.
To make a request, use the contact details in section 16. If your request relates to data held in a customer's workspace in one of our Products, please contact that customer, as they control that data.
You also have the right to complain to a data protection supervisory authority. FlowForma's lead supervisory authority is the Data Protection Commission in Ireland (www.dataprotection.ie). We would appreciate the chance to resolve your concern first.
12. Cookies
Our website uses performance cookies to store and retrieve information in your browser. They help us count visitors and see how they move around the site, so we can improve how we present our content.
13. Third-party links and social media
Our website may link to third-party websites, which have their own privacy policies. We are not responsible for those policies, as we have no control over them. Our website also lets you share content on social media; your use of those features is governed by the relevant platform's privacy policy.
14. Security
We apply appropriate technical and organizational measures to protect personal data. FlowForma is ISO/IEC 27001:2022 certified for our information security management system, audited by Amtivo, and holds Cyber Essentials accreditation. More detail is on our Security page.
15. Changes to this statement
We may update this Privacy Statement from time to time. The current version and its last-updated date are always published on this page.
16. Contact us
For any question about this Privacy Statement, or to exercise your rights, contact us:
- Email: info@flowforma.com
- Post: Privacy, FlowForma Limited, 1st Floor, Block E, Eastpoint Business Park, Dublin 3, Ireland